The Phoenix Players Privacy Policy

1. Introduction
The Phoenix Players is committed to protecting your privacy and handling your personal information responsibly.

This Privacy Policy explains what information we collect, how we use it, who we share it with, and your rights under UK data protection law.

This policy applies to visitors to our website, members, supporters, patrons, mailing list subscribers and anyone who contacts us.

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2. Who We Are
The Phoenix Players is a registered charity based in Portsmouth.
Registered Charity Number: 1060156
Email: info@phoenixstage.co.uk

If you have any questions about this policy or how we handle your personal information, please contact us using the email address above.

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3. What Information We Collect
Depending on how you interact with us, we may collect:

• Name

• Email address

• Telephone number

• Postal address

• Information you provide in messages or enquiries

• Mailing list preferences

• Login details for the Members' Area

• Photographs or videos where consent has been given

• Technical information about how you use our website, including cookies and analytics data

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4. How We Collect Information
We collect information when:

• You complete a contact form on our website

• You email us

• You join our mailing list

• You become a member of the Phoenix Players

• You register for access to the Members' Area

• You purchase tickets through TicketSource

• You interact with us on social media

• You provide consent for photographs or videos

• You use our website

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5. How We Use Your Information
We use your information to:

• Respond to enquiries

• Manage memberships

• Provide access to the Members' Area

• Send marketing emails you have requested

• Share information about productions, auditions and special offers

• Improve our website and services

• Maintain records required for the administration of the society

• Protect the security of our website and members

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We only use personal information where we have a lawful basis to do so.

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6. Website Contact Forms
When you submit a contact form, we collect the information you choose to provide, including your name, email address, telephone number and message.

This information is used solely to respond to your enquiry and may be accessed by authorised members of the committee where necessary for the administration of the society.
Website enquiries are retained for up to 24 months.

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7. Mailing List
You may choose to subscribe to our mailing list to receive:

• Information about upcoming productions

• Special offers and discounts

• Audition notices

• We use Mailchimp to manage our mailing list.

• You may unsubscribe at any time using the link provided in our emails.

• We retain mailing list information until you unsubscribe.

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8. Members' Area
Access to the Members' Area is restricted to current members of the Phoenix Players.
Access requests are reviewed and approved by the committee.

Members may create their own login credentials or use approved third-party login services such as Google or Facebook.

The Members' Area may contain:

• Society policies

• Rehearsal schedules

• Photo galleries

• Committee contact details

• Links to private videos and member resources

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Members are responsible for keeping their login details secure and must not share content without permission.

Access is removed when membership ends and account information is retained for up to 12 months afterwards.

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9. Photographs and Videos
We regularly take photographs and videos at rehearsals, performances and social events.
Consent is requested when joining the society and may be withdrawn at any time.

Consent records are maintained by the committee and overseen by the Publicity Officer.
For further information, please see our Photography & Media Notice.

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10. Third Party Services
We use trusted third-party services to help operate our website and society, including:

• Wix

• Google Workspace

• Mailchimp

• TicketSource

• YouTube

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Donations may also be processed through trusted third-party providers. Where you use these services, their own privacy policies may also apply.

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11. Social Media
We operate accounts on Facebook, Instagram, TikTok and YouTube.
Any information you share through these platforms is subject to the privacy policies of those providers.

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12. External Links
Our website contains links to third-party websites.

We are not responsible for the content or privacy practices of external websites and encourage you to read their privacy policies before providing any personal information.

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13. How Long We Keep Information
We keep information only for as long as necessary.

Typical retention periods are:

• Website enquiries – 24 months

• Mailing list subscriptions – until unsubscribed

• Members' Area accounts – while membership remains active plus 12 months

• Cookie preferences – 12 months

• Photographs and videos – until consent is withdrawn or the material is no longer required

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14. Your Rights
Under UK data protection law, you have the right to:

• Request access to your personal information

• Request correction of inaccurate information

• Request deletion of information where appropriate

• Object to certain types of processing

• Withdraw consent at any time

• Complain to the Information Commissioner's Office (ICO)

To exercise any of these rights, please contact:
info@phoenixstage.co.uk