1. Purpose of policy
FABRIC (Dance4 and DanceXchange together) is committed to protecting your personal information and being transparent about the information we hold about you. We aim to be clear when we collect your data and to not do anything you wouldn’t reasonably expect.
The purpose of this policy is to explain how your personal information is collected and used by FABRIC.
Using personal information enables us to develop a better understanding of our contacts and in turn to provide you with relevant and timely information about the work that we do. We are a charity, and so this information is also helpful in our engagements with potential donors and supporters.
We operate an ‘opt-in only’ communication policy. This means that we will only send marketing communications to those that have explicitly stated that they are happy for us to do so via their preferred channel(s) (email, SMS, phone or post). If you would like to receive such communications but have not opted in, you can sign up at here.
We use your information in accordance with all applicable laws concerning the protection of personal information. This policy explains:
- Who we are
- What information we may collect
- How we keep your data safe
- Your rights to your information
- Contact details
The language used in this policy is designed to make it accessible and easy to understand.
2. Who we are
FABRIC is a charity and is funded by Arts Council England and Birmingham City Council, as well as various trusts, foundations and individual donors and supporters.
FABRIC is a charitable incorporated organisation. Our registered charity number in England and Wales is 1196368.
FABRIC is currently a consortium member of Ticketing Network East Midlands (TNEM) along with Nottingham Lakeside Arts and Theatre Royal & Royal Concert Hall. TNEM is a limited company and consortium that securely stores information using Tessitura box office software system on behalf of its members.
3. How we collect your information
We collect various types of information and in a number of ways:
Directly given by you
When you join our mailing lists, buy tickets, make a donation, participate in our activities or other engagement, or write to us, we’ll store personal information you give us such as your name, email address, postal address and telephone number.
If making a purchase from us or making a donation, you will be asked to provide relevant data to enable this to happen, such as your card details. We do not store credit or debit card details.
If you provide feedback through our projects and activities, you might share information related to your life in addition to some of your biographical information. If we have your explicit and informed consent, or that of a parent or guardian if you are under 18, this information may be made public by us, in materials advocating for our work.
We may combine information you provide to us with information available from external sources in order to gain a better understanding of our customers, and improve our programme, marketing and fundraising methods.
The information we get from other organisations may depend on your privacy settings or the responses you give, so you should regularly check them. For example, you may have provided permission for a company or other organisation to share your data with third parties like FABRIC. This could be when you buy a ticket for an event or sign up for a workshop.
Cookies are small text files that are automatically placed onto your device by some websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information about the visitor’s experience and interests allowing us to tailor the content of our website more effectively and to contact you with the most relevant communications. You can disable cookies in your browser user settings; however, many websites will not function properly without them. For more details visit: www.allaboutcookies.org.
Occasionally, we may include information from partner organisations or organisations who support us in these communications. Our forms have clear marketing preference questions, and we include information on how to opt out when we send you marketing. If you don’t want to hear from us, that’s fine. Just let us know when you provide your data.
We do not sell or share personal details to third parties for the purposes of marketing. If we run an event in partnership with another named organisation your details may need to be shared. We will be very clear what will happen to your data when you register.
Financial transactions relating to our website are handled by our payment services providers, GoCardless and Windcave. We will share transaction data with our payment services providers only to the extent necessary for the purposes of processing your payments, refunds and dealing with queries. You can find information about the payment services providers’ privacy policies and practices at GoCardless here ; and Windcave here .
Under 18s and vulnerable adults
We collect and manage information from children and vulnerable adults in a way which is appropriate. Information is usually collected when they attend our classes or events. Where possible and appropriate we will seek consent from a parent or guardian before collecting information. Our events have specific rules about who can participate, and we make sure advertising for those events is appropriate.
4. How we use your information
We will mainly use your data to:
- Provide you with the services, products or information you have asked for
- Keep a record of your relationship with us
- Ensure we know how you prefer to be contacted
- Monitor your transaction records
- Administer your payments and donations, including processing gift aid
- Maintain backups of our databases
- Understand how we can improve our programmes, services, products, information and communications
We may process data about your use of our website and services. This may include your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths, as well as information about the timing, frequency and pattern of your service use. The source of the usage data is our analytics tracking system.
This data enables us to better understand your interests and preferences in order to improve the customer experience, allowing us to tailor the content of our website more effectively and to contact you with the most relevant communications. In doing this, we may use additional information from third party sources when it is available.
5. How we keep your data safe and who has access
We ensure that there are appropriate controls in place to protect your personal data. Our network is protected and routinely monitored. We ensure that your information is only accessible by those appropriately trained.
Your data may also be available to our website provider to enable us and them to carry out analysis and research on demographics, interests and behaviour of our customers and users to help us gain a better understanding of them to enable us to improve our services.
Our data is stored on secure servers located in UK data centres which conform to the ISO27001 standard. Data is protected virtually, and firewall protected against viruses and other types of attacks. We have a data backup process in place.
Some of our suppliers run their operations outside the European Economic Area (EEA). Although they may not be subject to the same data protection laws as companies based in the UK, we will take steps to make sure they provide a level of protection in accordance with UK data protection law. By submitting your personal information to us you agree to this transfer, storing or processing at a location outside the EEA.
6. Third party websites
7. Your rights to your information
You have a right to request a copy of the personal information that we hold about you and to have any inaccuracies in this data corrected. If there are aspects of your record that are inaccurate or that you would like to remove, you can usually do this by logging in to your account on our booking system or updating your preferences for emails. Alternatively, please use the contact details at the end of this policy if you would like to exercise this right.
You have a right to ask us to stop processing your personal data, and if it’s not necessary for the purpose you provided it to us for (e.g. registering you for an event) we will do so.
If you want to access your information a description of the information you want to see and proof of your identity by post to FABRIC, Birmingham Hippodrome, Thorp Street, Birmingham, B5 4TB. We do not accept these requests by email so we can ensure that we only provide personal data to the right person. We may withhold personal information that you request to the extent permitted by law and we may charge £10 to cover the costs involved.
8. Keeping your information up to date
Personal data that we process for any purpose shall not be kept for longer than is necessary for that purpose or those purposes. Currently, this is not longer than seven years.
We may retain your personal data where such retention is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or those of another person. We really appreciate it if you let us know if your contact details change.
9. Contact details
If we make any significant changes in the way we treat your personal information we will make this clear on the BIDF, Nottdance or FABRIC Website or by contacting you directly.
If you have any questions, comments or suggestions, please let us know by contacting us:
FABRIC, 2 Dakeyne Street, Nottingham NG3 2AR Tel: 0115 924 2016
Data Controller: Emma Hayes. Email: firstname.lastname@example.org
You may view FABRIC’s Data Protection Registration (registration number ZB384525) by visiting the Data Information Commissioner’s Website. https://ico.org.uk/ESDWebPages/search/
This policy was last updated on 27 March 2023.