WEBSITE PRIVACY NOTICE & TERMS OF SERVICE

HENLEY IN ARDEN DRAMA SOCIETY

This is the privacy notice and terms of service of Henley in Arden Drama Society. In this document, "we", "our", or "us" refer to Henley in Arden Drama Society.

We are a non-profit organisation.

Our address is: Henley in Arden Memorial Hall, Station Road, Henley in Arden, B95 5JP

INTRODUCTION

This privacy notice aims to inform you about how we collect and process any information that we collect from you, or that you provide to us. It covers information that could identify you ("personal information") and information that could not. In the context of the law and this notice, "process" means collect, store, transfer, use or otherwise act on information. It tells you about your privacy rights and how the law protects you.

We are committed to protecting your privacy and the confidentiality of your personal information. Our policy is not just an exercise in complying with the law, but a continuation of our respect for you and your personal information.

We undertake to preserve the confidentiality of all information you provide to us, and hope that you reciprocate.

Our policy complies with the UK Data Protection Act 2018 (Act) accordingly incorporating the UK General Data Protection Regulation (UK GDPR) and the EU General Data Protection Regulation (GDPR).

The law requires us to tell you about your rights and our obligations to you in regard to the processing and control of your personal data. We do this now, by requesting that you read the information provided at http://www.knowyourprivacyrights.org

Except as set out below, we do not share, or sell, or disclose to a third party, any information collected through our website.

Data Protection Officer

We have not appointed a DPO, however;

If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact [email protected].

DATA WE PROCESS

We may collect, use, store and transfer different kinds of personal data about you. We have collated these into groups as follows:

Your identity includes information such as first name, last name, email address, postcode, and other identifiers that you may have provided at some time.

Your contact information includes information such as billing address, delivery address, email address, telephone numbers and any other information you have given to us for the purpose of communication or meeting.

Your financial data includes information such as your bank account and payment card details (processed securely through our payment provider Stripe - we do not store this information ourselves).

Transaction data includes details about payments or communications to and from you and information about products, services, tickets, and memberships you have purchased from us or through us.

Membership data includes information related to your membership with HADS, including membership status, renewal dates, and membership-related communications.

Technical data includes your internet protocol (IP) address, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website.

Marketing and communications data includes your preferences in receiving marketing from us and our communication preferences.

We may aggregate anonymous data such as statistical or demographic data for any purpose. Anonymous data is data that does not identify you as an individual. Aggregated data may be derived from your personal data but is not considered personal information in law because it does not reveal your identity.

For example, we may aggregate profile data to assess interest in a product or service.

However, if we combine or connect aggregated data with your personal information so that it can identify you in any way, we treat the combined data as personal information and it will be used in accordance with this privacy notice.

Special personal information

Special personal information is data about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data.

We do not collect any special personal information about you.

If you do not provide personal information we need

Where we need to collect personal data by law, or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to perform that contract. In that case, we may have to stop providing a service to you. If so, we will notify you of this at the time.

THE BASES ON WHICH WE PROCESS INFORMATION ABOUT YOU

The law requires us to determine under which of six defined bases we process different categories of your personal information, and to notify you of the basis for each category.

If a basis on which we process your personal information is no longer relevant then we shall immediately stop processing your data.

If the basis changes then if required by law we shall notify you of the change and of any new basis under which we have determined that we can continue to process your information.

Information we process because we have a contractual obligation with you

When you create an account on our website, buy a product, service, or ticket from us, or otherwise agree to our terms and conditions, a contract is formed between you and us.

In order to carry out our obligations under that contract we must process the information you give us. Some of this information may be personal information.

We may use it in order to:

• verify your identity for security purposes
• sell products to you
• sell tickets to you for our events or third-party events
• process and manage your membership with HADS
• provide you with our services
• provide you with suggestions and advice on products, services and how to obtain the most from using our website
• process refunds where applicable under our terms
• share necessary transaction information with third-party event organisers where you purchase tickets for their events

We process this information on the basis there is a contract between us, or that you have requested we use the information before we enter into a legal contract.

We shall continue to process this information until the contract between us ends or is terminated by either party under the terms of the contract.

Information we process with your consent

Through certain actions when otherwise there is no contractual relationship between us, such as when you browse our website or ask us to provide you more information about our business, including job opportunities and our products and services, you provide your consent to us to process information that may be personal information.

Wherever possible, we aim to obtain your explicit consent to process this information, for example, by asking you to agree to our use of cookies.

We continue to process your information on this basis until you withdraw your consent or it can be reasonably assumed that your consent no longer exists.

You may withdraw your consent at any time by instructing us [email protected]. However, if you do so, you may not be able to use our website or our services further.

Information we process for the purposes of legitimate interests

We may process information on the basis there is a legitimate interest, either to you or to us, of doing so.

Where we process your information on this basis, we do after having given careful consideration to:

• whether the same objective could be achieved through other means
• whether processing (or not processing) might cause you harm
• whether you would expect us to process your data, and whether you would, in the round, consider it reasonable to do so

For example, we may process your data on this basis for the purposes of:

• record-keeping for the proper and necessary administration of our business
• responding to unsolicited communication from you to which we believe you would expect a response
• protecting and asserting the legal rights of any party
• insuring against or obtaining professional advice that is required to manage business risk
• protecting your interests where we believe we have a duty to do so
• sharing transaction data with third-party event organisers for events we sell tickets for on their behalf

Information we process because we have a legal obligation

Sometimes, we must process your information in order to comply with a statutory obligation.

For example, we may be required to give information to legal authorities if they so request or if they have the proper authorisation such as a search warrant or court order.

This may include your personal information.

TICKET SALES AND THIRD-PARTY EVENTS

Ticket Sales for Third-Party Events

We may sell tickets on behalf of third-party event organisers. When you purchase tickets for third-party events through our website:

• We will share your transaction data and contact information with the relevant event organiser
• This sharing is necessary for the performance of the contract between you and us
• The event organiser may use this information to contact you regarding the event
• Each event organiser is responsible for their own data protection compliance

Ticket Refund Policy

Important Notice: All ticket sales are final.

• Tickets are non-refundable once purchased
• If an event is more than 7 days away from the date of purchase, you may contact us at [email protected] to request consideration for a refund
• Refund requests will be considered at our sole discretion
• We are not obligated to provide refunds for any reason including but not limited to:
  • Change of mind
  • Inability to attend
  • Weather conditions (unless the event is officially cancelled)
  • Personal circumstances

Event Cancellation or Postponement

• If an event is cancelled by the organiser, we will process refunds for affected tickets
• For third-party events: refunds will be processed within 14 working days after we receive the funds from the event organiser
• For HADS events: refunds will be processed within 28 days of the cancelled event
• Please note that it may take additional time for refunds to appear in your account after we have processed them, depending on your bank or payment provider
• If an event is postponed, existing tickets will typically remain valid for the new date
• We will communicate any changes via the contact information provided during purchase

SPECIFIC USES OF INFORMATION YOU PROVIDE TO US

Information provided on the understanding that it will be shared with a third party

For ticket purchases: When you purchase tickets for third-party events, you acknowledge and consent that your personal information (including name, contact details, and transaction information) will be shared with the event organiser.

In posting personal information, it is up to you to satisfy yourself about the privacy level of every person who might use it.

Once your information enters the public domain, we have no control over what any individual third party may do with it. We accept no responsibility for their actions at any time.

Provided your request is reasonable and there is no legal basis for us to retain it, then at our discretion we may agree to your request to delete personal information that you have posted.

Information relating to your method of payment

Payment information is processed securely through our payment provider, Stripe. We use Stripe's hosted payment fields, which means your payment card details are entered directly into Stripe's secure systems and are never stored on our servers or accessed by our staff.

Stripe processes payments in compliance with PCI DSS standards and may store your payment information securely for future transactions if you consent to this during checkout.

Transaction Records

We maintain records of all ticket sales and transactions for:

• Legal and tax compliance purposes
• Customer service and support
• Fraud prevention
• Event organiser reporting requirements

These records may be retained for up to 7 years in accordance with UK tax and accounting requirements.

USE OF INFORMATION WE COLLECT THROUGH AUTOMATED SYSTEMS

Cookies

Cookies are small text files placed on your device when you visit our website. They help us provide you with a better user experience and allow us to analyse how our website is used.

We use cookies to:

• Keep you signed in to our website
• Remember your preferences and settings
• Process ticket purchases and maintain your shopping session
• Understand how you use our website so we can improve it

When you first visit our website, we'll ask for your consent to use cookies. You can manage your cookie preferences through your browser settings, but please note that disabling cookies may affect website functionality.

Essential cookies (required for the website to function) will still be used even if you decline other cookies.

DISCLOSURE AND SHARING OF YOUR INFORMATION

Third-Party Event Organisers

When you purchase tickets for third-party events, we share your personal information with the relevant event organiser including:

• Your name and contact details
• Transaction information
• Number of tickets purchased
• Any special requirements you have indicated

This sharing is necessary for:

• Fulfilling the ticket purchase contract
• Enabling the event organiser to contact you about the event
• Meeting legal requirements for event organisation
• Providing customer service

Information we obtain from third parties

Although we do not routinely disclose your personal information to any third party (except as set out in this notice), we sometimes receive data that is indirectly made up from your personal information from third parties whose services we use, such as payment processors and web hosting providers.

Data processing outside the UK

Our website is hosted in the United Kingdom.

We may use third-party services that process data outside the UK, including within the European Union. For example, our payment processor Stripe may process data in the EU, and our data backups may be stored in EU data centres.

When we transfer your data outside the UK, we ensure appropriate safeguards are in place in accordance with UK data protection law, including adequacy decisions for transfers to the EU or appropriate contractual safeguards for other countries.

CONTROL OVER YOUR OWN INFORMATION

Your duty to inform us of changes

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes.

Access to your personal information

You may review or update some personally identifiable information that we hold about you by signing in to your account on our website.

For information that cannot be updated through your account, or to obtain a copy of any information that is not provided on our website, please contact us at [email protected] to make that request.

After receiving the request, we will tell you when we expect to provide you with the information, and whether we require any fee for providing it to you.

Removal of your information

If you wish us to remove personally identifiable information from our website, you should contact us to make your request.

Please note that we may need to retain certain information for legal compliance, particularly transaction records for tax purposes.

This may limit the service we can provide to you.

Verification of your information

When we receive any request to access, edit or delete personal identifiable information we shall first take reasonable steps to verify your identity before granting you access or otherwise taking any action. This is important to safeguard your information.

OTHER MATTERS

Use of site by children

We do not sell products, services, or tickets for purchase by children under 16, nor do we market to children.

If you are under 18, you may use our website only with consent from a parent or guardian. Ticket purchases by minors must be made by a parent or guardian.

Encryption of data sent between us

We use Secure Sockets Layer (SSL) certificates to verify our identity to your browser and to encrypt any data you give us.

Whenever information is transferred between us, you can check that it is done so using SSL by looking for a closed padlock symbol or other trust mark in your browser's URL bar or toolbar.

How you can complain

If you are not happy with our privacy policy or if you have any complaint then you should tell us by contacting [email protected].

If a dispute is not settled then we hope you will agree to attempt to resolve it by engaging in good faith with us in a process of mediation or arbitration.

If you are in any way dissatisfied about how we process your personal information, you have a right to lodge a complaint with the Information Commissioner's Office (ICO). This can be done at https://ico.org.uk/make-a-complaint/. We would, however, appreciate the opportunity to talk to you about your concern before you approach the ICO.

Retention period for personal data

Except as otherwise mentioned in this privacy notice, we keep your personal information only for as long as required by us:

• to provide you with the services you have requested
• to comply with other law, including for the period demanded by our tax authorities (up to 7 years for transaction records)
• to support a claim or defence in court
• to fulfil our obligations to third-party event organisers

Compliance with the law

Our privacy policy has been compiled so as to comply with UK data protection law. If you think it fails to satisfy the law of your jurisdiction, we should like to hear from you.

However, ultimately it is your choice as to whether you wish to use our website.

Review of this privacy policy

We may update this privacy notice from time to time as necessary. The terms that apply to you are those posted here on our website on the day you use our website. We advise you to print a copy for your records.

If you have any question regarding our privacy policy, please contact us at [email protected].

Last updated: 23rd August 2025

Contact Information: Henley in Arden Drama Society
Henley in Arden Memorial Hall
Station Road
Henley in Arden
B95 5JP
Email: [email protected]