This policy applies to the personal data that CTA collects and holds about you when you become a member of the CTA or create a website account and when using its website: www.cta.org.uk and/or other services.
Information we hold about you may include any one or more of the following types of data:
• Account information: When you register to use or engage with any of CTA’s goods and/or services, the minimum information we will usually ask you to provide is your name, contact mail address, telephone numbers, email address, and date of birth. We may also ask you for additional information depending on the service you are registering to use.
• Transactional information:
When you purchase membership, event tickets, merchandise and other products from CTA on-line, we will keep a record of your transaction, including what you purchased and when, and any information you provide to us to fulfil the transaction. This may include your name, billing information, telephone number, and delivery address. Our on-line payments provider is PayPal. Our staff never have access to your full card details except when your membership application or renewal is made by post. We will not keep payment card information electronically and paper copies are shredded securely when no longer required.
• Information from you: If you contact us (by email, telephone or letter), we may keep a record of that correspondence. Your e-mail address is recorded when you send e-mail to us. We shall use it only to correspond with you or otherwise strictly in accordance with your instructions. We shall not under any circumstances divulge your postal or e-mail address to any person who is not an Officer or Committee Member and who does not need to know, either generally or specifically.
• Information you provide to us in response to a survey:
We may occasionally contact you to ask for your feedback on CTA membership and/or services so that we can make them better and more relevant.
• Information from other companies:
We may use publicly available postal address lists and the edited electoral roll to ensure that the information we hold about you is accurate or we may use this information, together with general market research information (for example, demographic information) to add to and enhance our members database.
• Online usage information:
Although we do not disclose your personal information to any third party (except as set out in this notice), we do receive data which is indirectly made up from your personal information, from software services such as Google Analytics and others. No such information is identifiable to you.
All information you provide to us is stored on securely. Any payment transactions will be encrypted. Where we have given you (or where you have chosen) a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential. You must not share a password with anyone.
Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
• Contract performance: CTA may use account information and transactional information data, as necessary, to carry out or perform any contract which you may have entered into with us, including contracts for the purchase of event tickets, merchandise and other products and when we administer your membership. We also use this information to communicate with you and handle your enquiries regarding these contracts. If you order CTA goods, products or services for another person (for example, membership or event tickets for family or friends) we may ask you for their personal information and we will use this to provide the services you have ordered. Please ensure that you have their permission before providing this information to CTA.
• Legal obligations: CTA retains records of all of its financial transactions with you in order to comply with its legal obligations to maintain adequate accounting records. CTA may use (and disclose) the information it holds about you in order to comply with any investigative demand, court order, or a request for co-operation from a law enforcement or other government agency.
• Other legitimate purposes:CTA may analyse information it holds about you to identify trends and preferences and to get a more informed picture of how CTA members and non-members are using its products and services. CTA does this to make better strategic decisions about the CTA and its products and services so that it can improve the way it markets and provides products to you as an individual and to CTA’s client base generally, in particular by delivering content and services which are customised and relevant. CTA may also use online usage information to administer and improve the function and content of the CTA website including to ensure that content is presented in the most effective manner for you and your device and browser, to allow you to participate in interactive features when you choose to do so and to keep our online services safe and secure.
• Sponsors and partners: CTA does not sell, rent or share your personal identifiable data with our sponsors and partners, but we may: (a) share aggregate/anonymised information which is based on this information with existing and potential sponsors and partners; and (b) if you have consented to the same, send you information about the products and services of our existing partners in our marketing communications.
• Disclosures for legal reasons: CTA may also disclose the information it holds about you to those persons that have a reasonable need to know such information, if it believes in good faith that this is necessary to: (i) establish, exercise or enforce its legal rights, including contractual rights; (ii) to defend itself against a legal claim; (iii) report a crime or prevent a crime; (iv) prevent harm to any individual or any property (including intellectual property, for example if you misuse images or videos or any other content CTA makes available to you); or (v) to prevent fraud (for example, payment card fraud) or for credit risk reduction.
The Cinema Theatre Association will keep your information for as long as necessary for us to fulfil that we describe in this policy. As a general rule:
• its financial transactions with you for six years in order to comply with its obligations to maintain adequate accounting records;
• its contracts with you for six years so that it has appropriate evidence in place if there is a claim for breach of contract made within the statutory limitation periods;
• any market research we have undertaken (and which is not appended to your user account) for 3 years;
• any other information you post online for 3 years if it is on CTA official website; and
• online usage information for 3 years.
If any information falls into more than one category then the longer storage period will apply.
You have the right under applicable data protection laws to access information held about you and you can do so by contacting us using the details provided below in this policy. Your right of access can be exercised in accordance with applicable data protection laws.
To better safeguard your information, we will also take reasonable steps to verify your identity before granting access or making corrections to your information.
You have several rights under applicable data protection laws, which we’ve summarised below. These rights can be exercised by contacting CTA using the details given below in this policy.
You have the right to:
• ask us not to process your personal data for direct marketing purposes;
• request access to personal information held about you and a copy of it;
• obtain, without undue delay, the rectification of inaccurate or incomplete personal data;
obtain, without undue delay, erasure of your personal data in certain circumstances, for example if CTA processing of your personal data is no longer necessary for the purpose for which we collected it;
• restrict the processing of your personal data in certain circumstances rather than having it erased;
• object to the processing of, personal data in certain circumstances, for example, where CTA’s processes personal data for legitimate purposes but you do not feel that your interests or fundamental rights and freedoms have been protected;
• receive personal data, which you have provided to CTA’s, in a structured, commonly-used and machine-readable format and transmit that personal data to another data controller, or have CTA’s do so on your behalf where technically feasible;
• be informed about any use of your personal data to make automated decisions about you, and to obtain meaningful information about the logic involved, as well as the significance and the envisaged consequences of this processing;
lodge a complaint about the way in which your personal data is being used to a supervisory authority.
We appreciate that many children have access to the Internet, We would therefore ask that parents and guardians supervise their children when they are online and that children under 16 do not submit personal information or content to CTA, make purchases of CTA goods, products or services, or take part in CTA promotions or competitions, without the consent of their parent or guardian. We encourage children under 16 to consult with their parent or legal guardians before submitting or requesting any content or information to/from us. Any users of our online services who indicate they are under 16 will be asked for a contact details of their parent / legal guardian so we can verify legal consentWe will not actively market to children nor pass on personal information to third parties for commercial purposes Some of the facilities or functions accessible through our online facilities are not intended to be accessible by minors. Parents or legal guardians should supervise children when online are we recommend parental controls be put in place.Any children using our online facilities are confirming that they have received the consent of their parent or a guardian to do so.
This policy has been compiled to comply with current GDPR legislation as far as we are aware and from directives currently available from the Information Commissioner's Office (https://ico.org.uk), as at the date stated at the end of this policy.
Should you wish to contact the CTA about this policy or any of the legal rights outlined in it, you can email the CTA’s Secretary at: firstname.lastname@example.org or write to The Cinema Theatre Association at: 59 Harrowdene Gardens, Teddington TW11 0DJ