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Hereford Amateur Pantomime Society


Privacy Policy


Purpose: This policy explains what to expect when Hereford Amateur Pantomime Society collects and uses your personal information. Please read it carefully. HAPS is committed to protecting the personal data that we collect and process about you. We aim to be clear and transparent and not do anything you wouldn’t reasonably expect. We do this by ensuring you are provided with an explanation about how HAPS collects and processes the information you provide us with, or that we collect about you, whether online, via phone, email, in letters or in any other correspondence or from third parties. We collect and use personal data to ensure that we can manage our relationships with our members, patrons and supporters.

By providing HAPS with personal information, you consent to the collection and use of this information in accordance with this privacy policy. In accordance with the General Data Protection Regulation 2016/679, we will not keep your personal data for longer than is necessary. We may update this policy from time to time without notice to you, so please check it regularly. If you have any questions about this privacy policy, please contact any member of the committee using the details found at the bottom of this policy.


This Privacy Policy covers the following:

1. Who we are

2. Where we collect our information from

3. What information we may collect about you

4. How we will use the information we collect

5. How we will update your information

6. How your information may be shared

7. How to access, correct or delete your information

8. How we keep your data safe

9. How long we store your data for

10.Changes to this policy

11.Contact Us



1.Who We Are


Hereford Amateur Pantomime Society prides itself on being a fun, friendly group of dedicated people who perform an annual pantomime of their choice and in consequence, raise money for local good causes.


2.Where We Collect Our Information From


We collect personal information directly from you when you make the decision to become a member or supporter. When you fill in a form or provide your details on our Facebook page or website, you may see one or more tick boxes allowing you to opt-in to receive marketing communications from us by email or post. We do not use any external third-party sources of information.


3.What Information We May Collect About You


The types of personal information that HAPS collects may include:

Your title, name and date of birth

Your contact details (address, email and phone number)

Emergency contact details (name and phone number of family member/friend)

Tax reference number (for gift aid claims)


4.How We Will Use The Information We Collect


The information provided to us is used in order to enable you to be a member of HAPS. Information is also used for the purposes of surveys, keeping you informed of upcoming events, shows and rehearsals and funding applications in an anonymised format. If you support us, for example donate, volunteer, register to fundraise, sign up for an event, we will mainly use your information to:

Provide you with the services, products or information that you asked for

Administer your donation or support your fundraising, including processing Gift Aid

Send you surveys for market research

Invite you to events


5.How We Will Update Your Information


We continuously review records of members and supporters to ensure your data is as accurate as possible, and we always appreciate it if you let us know if your contact details change. On an annual basis it may be necessary for you to complete a new membership form, which will enable us to ensure your contact details are kept up to date


6.How Your Information May Be Shared


We are committed to protecting your data and therefore it will never be disclosed or sold to external organisations.


7.How To Access, Correct Or Delete Your Information


Under the General Data Protection Regulation, 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 your personal information, please contact a member of the committee by email or post: (contact details below). We want to make sure that your personal information is accurate and up to date. You may ask us to correct or remove information that you think is inaccurate. If you do not want HAPS to continue to hold your data, you need to contact a member of the committee. In some circumstances it will not be possible to remove all your information from our systems due to insurance and legislative requirements.


8.How We Keep Your Data Safe


We aim to ensure that there are appropriate, physical, technical and managerial controls in place to protect any personal information you may provide to us, for example our online forms are encrypted, and we have an Information Security policy in place. Within our committee all our members receive training on handling data securely.


9.How Long We Store Your Data For


We will hold your personal information on our systems for as long as is necessary for the activities you are joining HAPS for. If you request that we stop sending you newsletters we will keep a record of your contact details and appropriate information to enable us to comply with your request not to be contacted by us, we won’t keep any information that we don’t need. We will only keep your personal information for as long as it is required and in accordance with statutory requirements.  It is necessary for your information to continue to be held for a period of time beyond the last date you were a member for insurance purposes. This means that some data cannot be deleted from our systems until that time has lapsed.



10.Changes To This Policy


Any changes to this policy will be notified by displaying the word ‘NEW’ next to the ‘Privacy Policy’ link on our website and Facebook page at least 30 days before putting such changes into effect. This privacy policy was last updated on 11th August 2019.


11.How To Contact Us


If you have any queries about this policy or any complaints with regards to the administration of the policy, please contact a member of the committee.