CADS THEATRE CLUB
PRIVACY NOTICE
1. Who we are
CADS Theatre Club (“CADS”, “we”, “us” or “our”) is a community amateur theatre organisation. CADS is responsible for the personal information it collects and uses for its activities and, where applicable, acts as the data controller.
Privacy contact: Secretary
Email: secretary@cadstheatre.com
2. What personal information we use
Depending on how you interact with CADS, we may use:
· Names and contact details, such as email addresses, telephone numbers and addresses.
· Membership information and information needed to administer membership and renewals.
· Ticketing and booking information, including performance and ticket details and booking correspondence.
· Marketing preferences, consent and unsubscribe/suppression information.
· Photography and image-consent information, including image-use preferences and withdrawal records.
· Information supplied when someone arranges or books tickets on behalf of other people.
· Information contained in correspondence, enquiries, complaints and data-protection requests.
· Financial or accounting information where necessary for CADS administration.
· Limited website/cookie information as described in our Cookie Notice.
3. How and why we use personal information
We use personal information where necessary for purposes including:
· administering CADS membership and renewals;
· processing and administering ticket bookings;
· communicating essential information about performances, bookings, cancellations, changes and other matters relevant to attendance;
· managing CADS administration, volunteers, committee activities and organisational records;
· sending marketing communications where we have an appropriate lawful basis, including consent where required;
· managing photography and publicity in accordance with the choices people have made;
· meeting accounting and other legal obligations;
· responding to requests to exercise data-protection rights;
· handling privacy complaints and personal-data incidents; and
· operating and maintaining the CADS website.
CADS will not use personal information for a new purpose that is incompatible with the purpose for which it was collected without first considering the applicable data-protection requirements.
4. Lawful bases
CADS identifies the lawful basis for each processing activity in its internal Lawful Basis & Processing Register. Depending on the activity, we may rely on:
· contract — where processing is necessary to provide or administer a service or arrangement;
· legal obligation — where CADS is required to process information to comply with the law;
· legitimate interests — where CADS has a genuine and proportionate organisational interest in processing information and those interests are not overridden by the individual's rights; and
· consent — where we ask you to make a clear, voluntary choice about a particular use of your information.
Where CADS relies on legitimate interests, the relevant legitimate interest is identified in our internal processing records. Where CADS relies on consent, you can withdraw that consent at any time. Withdrawal does not affect processing that took place before consent was withdrawn.
5. Where we get information from
We normally collect information directly from the person it relates to, for example through membership, ticketing, booking, consent or enquiry processes.
We may also receive information from another person acting on someone's behalf, from TicketSource in connection with ticketing and marketing-consent arrangements, or from other CADS systems and authorised service providers.
Where we obtain personal information from another source, we will provide the privacy information required by law.
6. TicketSource
CADS uses TicketSource to manage ticket bookings and customer information. TicketSource can record customers' marketing preferences and allows authorised CADS administrators to export customers who have consented to relevant marketing.
A ticket purchase does not, by itself, mean that CADS will add someone to routine marketing.
Where TicketSource records that an individual has consented to CADS marketing, CADS may receive the relevant contact information for that purpose. CADS's intended process is to invite those individuals to join the CADS MailerLite list, with MailerLite double opt-in used before routine marketing is sent.
CADS does not intend to use its various Gmail accounts for routine marketing.
TicketSource retention: CADS understands that customer information is retained within TicketSource in accordance with TicketSource's service and the configuration applicable to the CADS account. The specific retention period configured for CADS is currently being confirmed and will be recorded in the internal Retention Schedule when confirmed.
7. MailerLite and marketing
CADS uses MailerLite as its routine email marketing platform. We may provide MailerLite with the information needed to manage a marketing list, such as name, email address and marketing preferences.
CADS intends to use double opt-in for new marketing subscriptions. We will respect unsubscribe requests and withdrawals of consent.
Marketing communications are different from essential service communications. For example, CADS may contact ticket purchasers about cancellations, venue changes, booking problems or other information necessary for their attendance.
8. Google services and CADS records
CADS uses Google services including Gmail, Google Contacts, Google Drive, Google Forms and Google Sheets for organisational administration and record keeping.
These services may contain correspondence, contact information, booking information and other CADS records. Access is restricted according to role and need, and personal information should not be shared more widely than necessary.
CADS is also establishing a central organisational repository so that important CADS records are not dependent solely on an individual's personal computer or account.
9. Photography and publicity
CADS may photograph or record rehearsals, performances and events. Where CADS relies on consent for identifiable photography or publicity, we will follow the choices recorded by the individual or, where appropriate, their parent or legal guardian.
Photography consent records may include preferences about image use, names, social-media tagging and anonymity/non-identifiability. CADS will introduce its current approved photography and image-consent form for new productions.
10. Trustpilot reviews
CADS may provide a Trustpilot link or QR code in programmes, on social media or in other publicity to allow people to access CADS's Trustpilot review page.
Where CADS uses a public link or QR code, CADS does not provide Trustpilot with a customer list or individual email addresses simply because someone has been shown the link. A person chooses whether to visit Trustpilot and whether to submit a review.
Any personal information that a person provides directly to Trustpilot, including information associated with a review or Trustpilot account, is processed by Trustpilot in accordance with Trustpilot's own privacy information.
CADS will not selectively direct only people it believes are likely to leave positive reviews, and will not pressure people to leave positive reviews. Trustpilot permits businesses to use public links and QR codes provided that review collection is fair and neutral.
11. Website and cookies
CADS uses cookies and similar technologies on its website. Necessary cookies are enabled because they support core website functionality and remember visitor choices.
CADS currently has Performance and Analytics cookies switched OFF and Advertising cookies switched OFF. CADS has also disabled the Squarespace Activity Log.
The website provides Accept all, Decline all and Manage cookies controls. Further information is provided in the CADS Cookie Notice.
12. Who we share information with
Where necessary for CADS activities, personal information may be shared with service providers and other authorised recipients. These may include:
· MemberMojo — membership administration;
· TicketSource — ticketing and booking administration;
· Google — CADS email, forms, spreadsheets and cloud storage;
· MailerLite — routine email marketing;
· Squarespace — website hosting and related website services; and
· professional advisers, suppliers or other recipients where necessary and appropriately authorised.
CADS does not sell personal information. We do not share personal information with unrelated organisations for their own marketing purposes without an appropriate lawful basis and, where required, consent.
13. How we protect personal information
CADS takes reasonable technical and organisational measures to protect personal information. These include role-based access, restricted sharing, controlled access to membership and consent records, appropriate account security, access reviews when people change roles, secure disposal, and procedures for responding to personal-data breaches and individual rights requests.
Technical IT support may have access where necessary to maintain or recover CADS systems. Technical access does not create a general entitlement to view personal information.
14. How long we keep information
CADS does not keep personal information indefinitely simply because it might be useful in the future. We retain information only for as long as necessary for the relevant purpose, taking account of legal, accounting, operational and organisational requirements.
CADS maintains an internal Retention Schedule which sets out retention periods or review criteria for different categories of information. Where a supplier or legal requirement determines the applicable period, the relevant supplier setting or legal requirement is taken into account.
We review and securely delete, destroy or anonymise information when it is no longer required, unless there is a documented reason to retain it.
15. Your data-protection rights
Depending on the circumstances and the lawful basis involved, you may have rights including:
· the right to be informed about how your personal information is used;
· the right to access your personal information;
· the right to have inaccurate or incomplete information corrected;
· the right to request erasure in certain circumstances;
· the right to request restriction of processing in certain circumstances;
· the right to object to certain processing;
· the right to data portability in certain circumstances; and
· the right to withdraw consent where CADS relies on consent.
Not every right applies in every situation. CADS maintains procedures for responding to these requests.
16. How to exercise your rights
To make a data-protection request, contact the CADS privacy contact using the details at the beginning of this notice. Please provide enough information for us to understand your request and, where necessary, to verify your identity.
We will handle requests in accordance with the applicable legal requirements and our internal procedures.
17. Privacy complaints
If you are concerned about how CADS has handled your personal information, please contact us first so that we can investigate and try to resolve the matter.
If you remain dissatisfied, you have the right to complain to the Information Commissioner's Office (ICO).
ICO website: https://ico.org.uk/
18. Children and young people
CADS may involve children and young people in theatrical activities. Where we process children's personal information, we take appropriate steps to handle it fairly, securely and in a way that is appropriate to the circumstances.
Where photography consent is required for a participant under 18, CADS will use its approved consent process for the relevant production.
19. Changes to this Privacy Notice
CADS will review this Privacy Notice regularly and whenever our uses of personal information, systems, suppliers or website functionality materially change. We will update privacy information before starting a new use of personal information where required.
Version: 1.0
Last updated: 24th August, 2026
Next review: 24th August, 2027
CADS THEATRE CLUB
COOKIE NOTICE
Last updated: 24th August, 2026 Version: 1.0
1. What are cookies?
CADS Theatre Club uses cookies and similar technologies on the CADS website. Cookies are small files or similar technologies that allow a website to remember information about a visitor's device or preferences.
2. How CADS uses cookies
CADS uses cookies and similar technologies to help the website function and to remember visitor preferences and choices.
3. Necessary cookies
Necessary cookies are always enabled because they are required for core site functionality and to remember user preferences and choices, such as language preferences or customised settings.
These technologies are used only where necessary for the website functionality to which they relate.
4. Performance and Analytics cookies
CADS currently has Performance and Analytics cookies switched OFF.
These cookies are described in the website's cookie controls as providing quantitative measures of website visitors and information about visits and traffic sources. CADS is not currently enabling this category.
5. Advertising cookies
CADS currently has Advertising cookies switched OFF.
These cookies are described in the website's cookie controls as being used by advertising companies to serve advertisements that are relevant to users' interests. CADS is not currently enabling this category.
6. Your cookie choices
The CADS website provides a cookie banner with the choices Accept all, Decline all and Manage cookies.
Visitors can use Manage cookies to review their available choices and save their preferences. Visitors can change their cookie preferences using the controls provided on the website.
CADS does not currently enable the Performance and Analytics or Advertising categories.
7. Squarespace Activity Log
CADS has disabled the Squarespace Activity Log. CADS therefore does not use that feature to collect or view visitor activity through the Activity Log.
8. Third-party services
The CADS website is hosted using Squarespace. The cookie categories and controls described in this notice reflect the configuration currently displayed by the live CADS website.
If CADS adds new website services or changes its cookie configuration, this notice and the cookie-consent settings will be reviewed.
9. Changes to this Cookie Notice
CADS will review this Cookie Notice when website functionality, third-party services or cookie settings change, and as part of its periodic GDPR/privacy review.
Last reviewed: 24th August, 2026 Next scheduled review: 24th August, 2027
10. Contact
If you have a question about cookies or CADS's use of them, please contact:
CADS Theatre Club
Privacy contact: Secretary
Email: secretary@cadstheatre.com
24th August, 2026
Version: 1.0
