Privacy Notice

Privacy Policy

Last updated: 17 September 2026

1. Who We Are

Carver Theatre, Marple (“we”, “us”, “our”) is a community theatre run by volunteers. We are the data controller for the personal information described in this notice.

We are committed to protecting your personal information and respecting your privacy in accordance with the UK General Data Protection Regulation (“UK GDPR”) and the Data Protection Act 2018.

2. What This Notice Covers

This notice explains:

  • what personal information we collect;
  • how and why we use it;
  • who we share it with;
  • how long we keep it;
  • your rights under data protection law; and
  • how to contact us about your information.

It applies when you interact with us as a patron, season ticket holder, member, volunteer, or website user.

3. The Information We Collect

When you buy tickets

TicketSource collects and stores information needed to process your booking, which may include your:

  • name;
  • postal address;
  • email address; and
  • telephone number.

Season ticket holders’ details may also be held securely by our Ticket Secretary in paper and electronic form.

When you join or leave as a member

We hold a membership record which may include your:

  • name;
  • postal address;
  • email address;
  • telephone and mobile numbers;
  • membership number, type and status;
  • subscription and payment status;
  • interests and areas in which you may wish to help; and
  • joining and leaving information.

Membership records are managed through Pocket Backstage.

Pocket Backstage may send essential membership messages on our behalf. These may include:

  • a subscription or payment request when a pending membership record is created, unless the membership type is exempt from subscriptions;
  • a welcome message when membership becomes active;
  • an invitation to create or activate a Pocket Backstage account; and
  • a leaving message when membership is marked as ended and a leaving date has been recorded.

The date and delivery outcome of these messages may be recorded so that we can avoid sending the same onboarding message twice and can investigate delivery problems. Invitation, password-reset and sign-in links are not stored in the delivery log.

For more detail about how information is used in Pocket Backstage, please read the Pocket Backstage Privacy Policy.

When you volunteer

If you use the volunteer rota in Pocket Backstage, we record:

  • your name;
  • the task, performance, date and times for which you volunteer;
  • your signup status;
  • your email address and telephone number; and
  • any note you add to your signup.

Your name and any signup note may be visible on the rota to other signed-in members of Carver Theatre so that they can see who is covering each task. Your email address and telephone number are not shown on the general rota. They are available only to you and to authorised people who manage the rota, relevant productions, or the theatre administration.

We may send you confirmations and notices when you sign up, withdraw, or when a shift changes or is cancelled. We may also send first and final reminders before a shift. Relevant Executive Committee members may be notified when a volunteer signs up or withdraws so that the rota can be managed.

Authorised organisers may email all active members to ask for volunteers or to list vacant tasks. These operational messages may include links to the volunteer rota. Delivery details are recorded so that we can administer and troubleshoot the service.

If you add a volunteer shift to your calendar, the calendar file contains the task, date, times and related event details. It does not contain other volunteers’ contact details.

When you use our website

For security, fraud prevention and reliable operation, we may automatically collect technical information such as your IP address and the date and time of access or login. Website security logs are normally retained for 30 days.

If you use Pocket Backstage to access the theatre website, a short-lived, secure sign-in token may pass your name, email address, theatre and account role to the website. This allows us to sign you in and, where enabled, create your theatre website account without asking you to enter the same details again.

Please see our separate Cookie Policy for information about cookies and similar technologies.

Mailing-list communications

Where our EmailOctopus mailing-list connection is enabled and you are included in the mailing list, we may send your name, email address and relevant membership or interest information to EmailOctopus so that newsletters and similar communications can be managed.

EmailOctopus is not used to run the membership onboarding process described above. If you unsubscribe from a mailing, we keep a suppression record so that your choice can be honoured and you are not added back unintentionally.

4. Why We Use Your Information

We use personal information to:

  • administer ticket sales and season tickets;
  • process membership applications, subscriptions and membership records;
  • create and manage member accounts;
  • send essential membership and account communications;
  • organise volunteer rotas, confirmations, changes and reminders;
  • ask active members for help with vacant volunteer tasks;
  • communicate about productions, events and theatre activities;
  • operate and protect our website and online services;
  • maintain accurate operational and delivery records; and
  • meet our legal and regulatory obligations.

Our lawful bases depend on the purpose:

  • Contract: where processing is necessary to provide membership, ticketing, account, or volunteering services you have requested.
  • Legitimate interests: where necessary to operate the theatre, manage membership and volunteer activities, maintain security, keep appropriate records, and send relevant operational communications. We balance these interests against your rights and expectations.
  • Consent: where we rely on your permission, including for optional marketing communications or non-essential cookies. You may withdraw consent at any time.
  • Legal obligation: where we must process information to comply with the law.

5. How We Use and Share Your Information

We do not sell your personal information or share it with unrelated organisations for their own marketing.

We share only the information necessary with trusted service providers acting on our instructions, including:

  • TicketSource, for ticket sales and booking administration;
  • Pocket Backstage, for membership, account, production and volunteering administration;
  • hosting, database, authentication, storage and transactional-email providers used to operate Pocket Backstage and deliver essential messages; and
  • EmailOctopus, only where our mailing-list connection is enabled and your details are included for newsletter management.

Within the theatre, information is available only to people who need it for their role. For example, authorised membership administrators can manage member records, while rota organisers can access the contact details needed to organise volunteer shifts. Other signed-in members may see volunteer names and signup notes on the rota, but not volunteer email addresses or telephone numbers.

Our providers are required to protect personal information and use it only for the services they provide to us. Some providers may process information outside the United Kingdom. Where this happens, we require appropriate safeguards recognised by UK data protection law.

6. How Long We Keep Your Information

We keep personal information only for as long as it is needed for the purposes described above, subject to any legal, accounting, safeguarding, or dispute-related reason to retain it for longer.

Our normal retention periods are:

  • ticket purchase records: 60 months after your last online purchase;
  • membership records: until 12 months after your membership ends or the next Annual General Meeting, whichever is later;
  • volunteering records and related delivery records: until 12 months after your membership ends or the next Annual General Meeting, whichever is later;
  • website security logs: 30 days; and
  • mailing-list suppression records: for as long as reasonably necessary to honour your unsubscribe request.

Some email and text-message content held in Pocket Backstage delivery logs is removed after 90 days. Limited delivery information, such as the recipient, message type, status and sending date, may be kept for the applicable retention period above so that we can demonstrate and troubleshoot delivery.

Information may be deleted earlier where it is no longer needed. For example, future volunteer signups are removed if a person ceases to belong to the theatre.

7. Security

We use appropriate organisational and technical measures to protect personal information. These include access controls based on a person’s responsibilities, restricted access to contact details, encrypted connections, secure account authentication, and logging of significant administrative actions.

No system can be guaranteed completely secure, but we review our arrangements and take reasonable steps to reduce the risk of loss, misuse, unauthorised access, or disclosure.

8. Your Rights

Under UK data protection law, you may have the right to:

  • ask for a copy of the personal information we hold about you;
  • ask us to correct inaccurate or incomplete information;
  • ask us to delete your information;
  • ask us to restrict how we use your information;
  • object to certain processing, including direct marketing;
  • receive information you provided in a portable format, where applicable; and
  • withdraw consent at any time where processing is based on consent.

These rights are not absolute and may depend on the circumstances. We may need to verify your identity before acting on a request.

You can unsubscribe from mailing-list communications at any time by using the unsubscribe link in the message or by contacting us. Essential membership, account and volunteering messages are not marketing messages, although you can contact us if you have concerns about them.

9. How to Make a Request

To ask about this notice or request access, correction, restriction, objection, portability or deletion, contact:

Registrar – Carver Theatre
Email: registrar@carvertheatre.co.uk
Address: The Carver Theatre, Marple, SK6 7AX

We aim to respond without undue delay and normally within one month. We will tell you if we need more time or cannot fully comply with a request.

10. Complaints

If you are unhappy with how we handle your information, please contact the Registrar first so that we can try to resolve the matter.

You also have the right to complain to the Information Commissioner’s Office (“ICO”). Further information is available at ico.org.uk.

11. Changes to This Notice

We may update this notice when our services or legal obligations change. The date at the top shows when it was last revised.

Secret Link