GDPR Policy

This policy explains when and why BYT collect personal information about our members and how we use it; keep it secure and club member’s rights in relation to it. We will collect, use and store personal data, as described in this Data Protection Policy when people engage in activities at the club. Normally this will be through some level of membership.

We reserve the right to amend this Data Protection Policy from time to time without prior notice. Any amendments will appear on www.berkoyt.co.uk. We will not share your personal data with any third parties.

We will always comply with the General Data Protection Regulation (GDPR) when dealing with your personal data. Further details on the GDPR can be found at the website for the Information Commissioner (www.ico.gov.uk).

You can view the the Berkhamsted Youth Theatre Member, Parent and Carer Privacy Policy here.

For the purposes of the GDPR, BYT has a “controller” of all personal data we hold about club members and others. The GDPR representative is responsible for making sure the club complies with the General Data Protection Regulation (GDPR) which applies from 25 May 2018. We will review personal data every year to establish whether we are still entitled to process it or not.

You have rights under the GDPR:

• To access your personal data
• To be provided with information about how your personal data is processed
• To have your personal data corrected
• To have your personal data erased in certain circumstances
• To object to or restrict how your personal data is processed in certain circumstances

For more details, please address any questions, comments and requests regarding our data processing practices to the BYT GDPR representative.

In general your personal data will only be used for the purposes of membership management and your email and telephone numbers may be used for communication about productions, rehearsals etc. Your personal data will not be passed to anyone else outside the club and your email will only be given to someone outside the club with your permission.

In addition to the reasons stated below we may have to disclose your data where we have an inescapable legal obligation

The club will seek consent in the application form before processing any information as outlined below.

When enquiring about the club we may hold your details for a period of time to deal with the enquiry. Any emails and other communications with the club will only be retained for a period of time appropriate to the content or request. Club emails will be purged on a regular basis.

The membership information will be held electronically in a password protected spreadsheet. Paper copies of data may be printed for rehearsal schedules and registration.

In the unlikely event of a breach of the security of data we will notify members promptly and we will never sell or pass on your personal data.

If you wish to know what personal data the club holds please email the membership secretary (see the Contact Us link below) and they will respond within 14 days of the request (depending on availability).

Each individual member is responsible for keeping the membership secretary informed of changes to their data (e.g. address/telephone number etc. and this is updated at least once a year at renewal and you are at that time authorizing the club to hold such data on file.