The Regal Youth Company (RYC) is fully committed to the protection and correct use of the personal data of anyone who is involved with us, including participants, their parents or carers, staff, freelancers, donors and volunteers. It is our priority to meet the standards and stipulations previously set out in the Data Protection Act and those in the General Data Protection Regulation (GDPR), which is effective from 25 May 2018.
We only collect data that is absolutely necessary to the running of the group.
This notice is provided for the clarification on what information the Regal Youth Company needs in order to process information regarding youth company participants and volunteers. It is necessary for the Regal Youth Company to process information to ensure the safety and security of participants and volunteers when participating in Regal Youth Company activities.
How do we obtain your personal information?
You may give us your information in order to:
Become a participant in a Regal Youth Company workshop
Become a volunteer workshop leader
Become a volunteer board member
Donate to us
Become a sponsor or patron
Make a general enquiry
Purchase tickets for a production
What information can we collect?
Personal information is any information that can be used to identify you. For example, it can include information such as your name, date of birth, email address, postal address, telephone number, emergency contact details and relevant medical information.
Data protection law recognises that certain categories of personal information are more sensitive. This is known as sensitive personal information and covers health information, racial or ethnic origin, religious or other beliefs or a similar nature, and political opinion. We would only collect sensitive personal information where there is a clear need to do so for example participation in our activities. Before collecting any sensitive personal information about you we will make it clear to you what information we are collecting and the purposes for collecting such.
How do we use your information?
We use collected data in the following ways:
To process and manage membership, general enquiries, donations to us and the purchasing of tickets.
To support and manage volunteers, sponsors and board members.
In all instances, we endeavour to use your personal information to give you the information, support and services that you ask for.
We use your information to keep a record of your relationship with us and for internal administrative purposes (such as our accounting and records), and to let you know about changes to our services or policies.
With your consent, we may use your information to send you communications, specifically designed for the purpose in which we obtained your data.
We may also use your personal information for other purposes which we would specifically notify you about, where appropriate, obtain your consent.
Who do we share your information with?
We will not sell your details to any third parties. We will share your information if we are under a duty to disclose or share your personal data in order to comply with any legal obligation. We may also share your information with the emergency services if we think there is a risk of serious harm or abuse to you or someone else.
When we collect your personal information, we use strict procedures and security features to prevent unauthorised access.
Storage and Security
We are committed to maintaining the confidentiality of the information that you provide us, and we will take all reasonable precautions to protect your personal information from unauthorised use or alteration. We may store your personal information both electronically and in hard-copy form.
If you’re 16 or under
If you are aged 16 or under, you must get your parent / guardian’s permission before you provide any personal information.
Accessing and updating your personal information
You have the right to request a copy of the information that we hold about you If you would like a copy of some or all of your personal information, please contact Matthew Swan (chairperson).
We want to make sure that your personal information is accurate and up to date. You may ask us to correct or remove information you think is inaccurate.
In line with accounting regulations we keep records for seven years and then they are destroyed. Minimal data will be archived where appropriate.
Equally, please let us know of any changes to your personal information. You can also let us know if you would no longer like to receive communication from us.