Privacy Policy

Last updated: 14 July 2026

1. Who we are

This website is operated by Rother Street Arts House.

Rother Street Arts House is a charitable incorporated organisation registered in England and Wales.

Charity number: 1215163
Company number: CE041436

Our address is:

Rother Street Arts House
14 Rother Street
Stratford-upon-Avon
CV37 6LU
United Kingdom

Our website address is:

https://rotherstreetarts.org

For questions about this privacy policy or how we use your personal information, contact:

info@rotherstreetarts.org

For the purposes of UK data protection law, Rother Street Arts House is the data controller for personal information collected directly through this website and our services.

2. What this policy covers

This privacy policy explains how we collect, use, store and protect your personal information when you:

• Visit our website

• Contact us with an enquiry

• Book tickets or create a ticketing account

• Make a donation

• Become a member

• Sign up for our newsletter

• Enquire about venue hire or programming

• Apply for a job or volunteering opportunity

• Submit a CV or cover letter

• Tell us about accessibility requirements

• Attend or participate in one of our events

• Interact with our social media, advertising or digital services

It also explains your rights and how to contact us if you have a concern.

3. Personal information we collect

The information we collect depends on how you use our website and services.

Contact information

This may include:

• Your name

• Email address

• Telephone number

• Postal address or postcode

• Your organisation or company

• Your preferred method of contact

Enquiry information

When you contact us, we may collect:

• The content of your message

• The nature of your enquiry

• Information about an event, performance, venue hire or booking

• Records of correspondence between you and our team

Ticketing and account information

When you book tickets, create an account, make a donation or purchase a membership, information may include:

• Your name and contact details

• Your account details

• The events you have booked

• Ticket quantities, seating and attendance information

• Donation or membership details

• Transaction references

• Marketing preferences

• Information required to process refunds or resolve booking issues

Ticket bookings, customer accounts, donations and some membership services may be provided through TicketSolve or another appointed ticketing and payment provider.

Payment information may be collected directly by the relevant payment provider. Their own privacy information and terms may also apply.

Newsletter and marketing information

When you subscribe to our newsletter, we may collect:

• Your first and last name

• Your email address

• Your communication preferences

• The date and method of your subscription

• Information about whether you open or interact with our emails

We currently use Mailchimp to help manage our mailing list and send email communications.

Recruitment and volunteering information

When you apply for a job or volunteering opportunity, we may collect:

• Your name and contact details

• Your CV and cover letter

• Your employment and education history

• Your skills and experience

• Your availability

• References

• Information provided during an interview

• Information needed to carry out appropriate eligibility or safeguarding checks

Please only provide information that is relevant to your application.

Accessibility and health information

You may choose to tell us about accessibility requirements, mobility needs, assistance dogs, essential companions or other adjustments.

This information may include health information, which receives additional protection under data protection law.

We will only use this information to:

• Make appropriate arrangements for your visit

• Provide accessible services

• Protect your health and safety

• Meet our legal obligations

We will only share it with staff or service providers who need it to support you.

Technical and website information

When you visit our website, we may collect:

• Your IP address

• Browser and device type

• Operating system

• Approximate location

• Pages visited

• Links clicked

• Referring website

• Date and time of visits

• Cookie identifiers

• Website errors and performance information

• Interactions with forms, menus and website features

Some of this information may be collected using cookies and similar technologies.

4. How we use your information

We may use your personal information to:

• Process ticket bookings, donations and memberships

• Create and manage your account

• Communicate with you about events or bookings

• Respond to questions and enquiries

• Manage venue hire and programming requests

• Process refunds or resolve problems

• Send newsletters, event information and offers where permitted

• Manage job and volunteer applications

• Arrange accessibility support

• Manage events and participation

• Keep appropriate financial and administrative records

• Prevent fraud, misuse and security incidents

• Maintain and improve our website

• Understand how people use our services

• Measure the effectiveness of our communications

• Meet our legal, regulatory and safeguarding obligations

• Establish, exercise or defend legal claims

We do not sell or rent your personal information.

5. Our lawful bases

Data protection law requires us to have a lawful reason for using your information.

Depending on the circumstances, we may rely on the following lawful bases.

Contract

We may process information when it is necessary to:

• Process your ticket booking

• Manage a membership

• Provide venue hire or another requested service

• Take steps at your request before entering into an agreement

• Administer your account

Consent

We may rely on your consent when:

• You subscribe to our newsletter

• You accept optional analytics or marketing cookies

• You provide certain accessibility or health information

• You agree to your details being kept for a future opportunity

You can withdraw your consent at any time.

Withdrawing consent will not affect anything we lawfully did before you withdrew it.

Legitimate interests

We may process information where it supports our legitimate interests and does not unfairly affect your rights.

These interests may include:

• Responding to enquiries

• Operating and improving the venue

• Managing relationships with customers, supporters and event partners

• Protecting our website and systems

• Preventing fraud and misuse

• Understanding the performance of our services

• Maintaining suitable administrative records

• Promoting and supporting our charitable activities

Where we rely on legitimate interests, we consider the need for the processing and its possible effect on you.

Legal obligations

We may use information where necessary to comply with:

• Tax and accounting requirements

• Charity law

• Employment law

• Health and safety requirements

• Safeguarding responsibilities

• Court orders

• Requests from regulators or law enforcement authorities

Special category information

Where we process health information or other special category information, we will also identify an additional legal condition.

This may include your explicit consent or processing needed to meet employment, accessibility, safeguarding or other legal obligations.

6. Email newsletters and marketing

You can subscribe to receive information about:

• Upcoming shows and events

• News from Rother Street Arts House

• Offers and promotions

• Membership and donation opportunities

• Volunteering and participation opportunities

We generally send email marketing where you have asked to receive it.

We may use Mailchimp or another email service provider to store your subscription information and send our emails.

Marketing emails may contain tracking technology that tells us whether an email was delivered, opened or clicked. We use this information to understand which communications are useful and improve future messages.

You can unsubscribe at any time by:

• Selecting the unsubscribe link in an email

• Updating your communication preferences where available

• Emailing info@rotherstreetarts.org

We may retain a limited suppression record after you unsubscribe. This helps us make sure we do not accidentally add you back to the mailing list.

Unsubscribing from marketing will not stop essential messages about an existing booking, membership, donation or enquiry.

7. Cookies and similar technologies

Cookies are small files stored on your device when you visit a website.

We may use cookies and similar technologies for:

• Essential website functions

• Security and fraud prevention

• Remembering your preferences

• Website performance

• Analytics

• Embedded content

• Marketing and campaign measurement

• Understanding how visitors interact with our website

Strictly necessary cookies may be used without consent because the website cannot operate properly without them.

Where consent is required, analytics, advertising and other non-essential tracking technologies will only be activated after you have made your choice through our cookie preferences.

You can accept, reject or manage optional cookies through the cookie banner or consent settings available on the website.

You can also control cookies through your browser settings. Blocking some cookies may affect how certain parts of the website work.

8. Google Analytics

We use Google Analytics to understand how visitors use our website.

Google Analytics may collect information such as:

• Pages visited

• Time spent on the website

• Links and buttons selected

• Browser and device information

• Approximate geographical location

• How you arrived at the website

• Website performance and error information

We use this information to:

• Measure website traffic

• Identify popular content

• Find navigation or usability problems

• Improve our pages and services

• Measure the effectiveness of campaigns

Google Analytics will be managed through our cookie consent system where consent is required.

We do not use Google Analytics information to identify you directly.

9. Future analytics and usability tools

We may introduce other tools to help us understand and improve the website.

These could include:

• Heatmaps

• Anonymous interaction recordings

• User journey analysis

• Website testing tools

• Feedback and survey tools

• Conversion tracking

• Advertising measurement

• Accessibility and performance monitoring

Before introducing a new tool, we will consider its privacy impact.

Where required, we will:

• Update this privacy policy

• Add the tool to our cookie preferences

• Explain what information it collects

• Obtain your consent before activating it

• Give you a way to reject or disable it

We will not use session recording or usability tools to deliberately record passwords, payment card information or information entered into sensitive form fields.

10. Ticketing, donations and third-party platforms

Our website links to third-party services for functions such as:

• Ticket purchases

• Customer accounts

• Memberships

• Donations

• Payment processing

• Mailing-list management

These providers may include TicketSolve, Mailchimp and their payment or infrastructure partners.

When you use one of these services, your information may be collected through the provider’s website or platform.

We only provide these organisations with information they need to deliver the relevant service, meet legal requirements or support our operations.

You should also review the provider’s own privacy information when submitting information directly through its platform.

11. Embedded content and external websites

Pages on our website may contain content provided by other organisations, including:

• Videos

• Maps

• Social media posts

• Event widgets

• Reviews

• Ticketing systems

• Images

• Forms

Embedded content may behave as though you visited the provider’s own website. The provider may collect technical information, use cookies or monitor your interaction with the content.

Optional embedded services will be controlled through our cookie consent system where required.

Our website may also contain links to external websites. We are not responsible for how another organisation uses your information after you leave our website.

12. Who we share information with

We may share personal information with trusted organisations that help us operate our venue and services.

These may include:

• Ticketing and box-office providers

• Payment processors

• Email and newsletter providers

• Website hosting and maintenance providers

• IT and cybersecurity providers

• Customer relationship management systems

• Analytics and cookie-management providers

• Event organisers, promoters and production partners

• Professional advisers, including accountants, insurers and legal advisers

• Auditors, funders and regulators

• Law enforcement agencies or public authorities where legally required

Where another organisation processes information on our behalf, we require it to protect the information and only use it for the agreed purpose.

We may share information with an event organiser where this is necessary to deliver an event, manage a booking or meet accessibility and safety requirements.

We will not give your details to an unrelated organisation for its own marketing unless you have specifically agreed.

13. International data transfers

Some of our service providers may store or process information outside the United Kingdom.

This can include providers such as Mailchimp, Google and their supporting infrastructure providers.

When information is transferred outside the UK, we take steps designed to ensure it remains protected.

These may include:

• Transferring information to a country recognised as providing adequate protection

• Using approved contractual protections

• Using the UK International Data Transfer Agreement or UK Addendum

• Reviewing the provider’s security and data protection arrangements

You can contact us for more information about the safeguards used for a particular service.

14. How long we keep information

We only retain personal information for as long as it is needed for the purpose for which it was collected.

Our usual retention periods are:

General enquiries

We normally retain enquiries for up to 24 months after our last contact.

We may keep information for longer where an enquiry leads to an agreement, complaint, incident or legal matter.

Ticketing, donations and memberships

Booking, donation, membership and financial records may be retained for up to six years after the relevant transaction or relationship ends.

Account information may be retained while your account remains active and afterwards where needed for legal, financial or administrative purposes.

Newsletter information

We retain your information while you remain subscribed.

When you unsubscribe, we may retain a minimal suppression record so that we can respect your preference.

Job applications

Information relating to unsuccessful applications will normally be retained for up to six months after the recruitment process ends.

With your consent, we may retain it for up to 12 months to contact you about another suitable opportunity.

Information relating to successful applicants will become part of their employment or engagement record.

Volunteer information

Volunteer information may be retained for the duration of your involvement and for an appropriate period afterwards for administration, safeguarding, insurance or legal purposes.

Accessibility information

We normally retain accessibility information only for as long as needed to support your booking, visit or participation.

We may retain it for future bookings where you ask us to remember your requirements.

Website and security information

Website security logs may normally be retained for up to 12 months.

Information connected with a suspected security incident, fraud or legal claim may be retained for longer while the matter is investigated.

Analytics information

Analytics information is retained according to the settings used within the relevant analytics platform.

We review these settings and aim to minimise the retention of information that could identify an individual.

We may retain anonymised or aggregated statistical information for longer because it no longer identifies you.

15. How we protect your information

We use appropriate technical and organisational measures to protect personal information.

These may include:

• Access controls

• Password protection

• Secure hosting

• Encryption

• Software updates

• Backups

• Staff access restrictions

• Security monitoring

• Contracts with service providers

• Staff procedures and training

Only people who need access to personal information for their role should be able to access it.

16. Children’s information

Some of our events and activities may involve children and young people.

Children should not submit personal information through the website without the involvement of a parent, guardian or responsible adult where appropriate.

Where we collect information about a child for participation, performance, safeguarding or accessibility purposes, we will provide suitable information about how it will be used and obtain parental or guardian permission where required.

17. Your data protection rights

Depending on the circumstances, you may have the right to:

• Ask for a copy of the personal information we hold about you

• Ask us to correct inaccurate or incomplete information

• Ask us to delete your information

• Ask us to restrict how we use your information

• Object to certain uses of your information

• Receive information you provided in a portable format

• Withdraw your consent

• Object to direct marketing at any time

• Complain to the Information Commissioner’s Office

Some rights only apply in particular circumstances.

We may need to ask for information to confirm your identity before responding to a request.

To exercise your rights, contact:

info@rotherstreetarts.org

18. Automated decision-making

We do not currently use personal information to make decisions about you that are based solely on automated processing and that produce legal or similarly significant effects.

If this changes, we will update this policy and provide the information required by law.

19. Complaints and concerns

Please contact us first if you have a question or concern about how we use your information.

Email:

info@rotherstreetarts.org

Post:

Rother Street Arts House
14 Rother Street
Stratford-upon-Avon
CV37 6LU
United Kingdom

You also have the right to complain to the Information Commissioner’s Office, which is the UK regulator responsible for data protection.

20. Changes to this policy

We may update this privacy policy when:

• Our services change

• We introduce new website tools

• We change service providers

• Data protection requirements change

• We identify a need to provide clearer information

The latest version will always be published on this page.

Where a change could significantly affect how we use your information, we will take reasonable steps to bring it to your attention.