1. Gecko Privacy Notice 

Gecko is committed to maintaining high standards of privacy and data protection for our stakeholders and those we work with. This privacy notice lets you know what happens to any personal data that you give to us, or any that we may collect from or about you. 

We have aimed to provide this information concisely and in clear language. It won't cover the full detail of each of our fair processing activities, so please contact us if you need further information on how we manage and process data at Gecko. 

2. Who we are 

Gecko is a physical theatre company based in Ipswich. We are a registered charity with the Charity Commission for England and Wales (charity number 1194001) and a private limited company by guarantee registered at Companies House (company number 05243558). The company’s registered name is Gecko Theatre. 

Our registered address is: Ivry House, 23 Henley Road, Ipswich, IP1 3TF 

3. Personal data we collect 

We collect various types of information and in a number of different ways: 

3.1. Information we collect from you 

  • contact information such as your full name, email address, telephone/mobile number and if appropriate job title and the organisations that you are associated with. 

  • records of your registration and attendance at any of our business activities and attendance of formal/informal meetings that we organise or host. 

  • records of your contact and activities with us, including emails, notes from phone calls and face-to-face meetings. 

  • Records of your donations, along with the value and frequency of these 

  • records of your subscriptions to our email newsletters, including details on whether you open the emails and clicked on any links. 

  • photographs, video and/or sound recordings of events and training sessions (including those hosted online) for use in printed and electronic media, for promotional and archival purposes. 

  • if you apply for a job or audition with Gecko we collect your personal contact details, employment history and references (if applicable), as well as equality monitoring information and unspent criminal convictions (if applicable) to allow us to complete and assessing applications and pre-employment checks. 

  • If you apply for a work placement or work experience, we collect your personal contact details and references (if applicable), as well as equality monitoring information to allow us to complete and assessing applications and pre-employment checks. 

  • When appropriate, we collect dietary and access requirements, and medical and emergency contact information so that you can work with the company or take part in our activities in a safe and secure environment. 

    3.2. Information we collect about you from other sources 

  • When using our website, we collect information such as your IP address, how you navigate our website and the links that you click. We do this by using Cookies and Google Analytics.  

  • When you make a donation, we collect the value of that donation and your contact details. We do not collect bank details or debit/credit card details. This data is collected and provided to us through our donation platform PayPal or Crowdfunder. 

  • When you subscribe to our newsletters, we collect your contact details and your consent to use these to send you our newsletters. This data is collected and provided to us through our email marketing platform MailChimp. 

  • When you complete an online form on our website we collect your contact details and the information you have requested so that we can respond to your enquiry in a timely and accurate fashion. This data is collected and provided to us through our web hosting platform SquareSpace. 

  • If you apply for a job, audition or work experience/placement using a form on our website, or a form sent to you as a link, we collect information related to your application so that we may assess your suitability for the role. This data is collected and provided to us through our web hosting platform SquareSpace and/or our office management platform Office365. 

3.3. Special Category Data  

  • Data Protection law recognises that certain categories of personal information are more sensitive, such as information detailing race and ethnic origin, religious beliefs, political opinions and sexual orientation. We do not usually collect this type of information unless there is a clear reason for doing so, for example to understand access requirements for those attending events or to understand the diversity of our audiences as part of our obligation to report to funders. 

  • We will always collect this data lawfully and in-line with GDPR regulations, and will always collate and anonymise this data if it is shared internally at Gecko or with external funding organisations. 

4. How we collect your personal data 

We collect personal data from you: 

  • When you complete a digital form, either embedded within our website or sent to you as a weblink 

  • When you subscribe to our email newsletters 

  • When you make a donation 

  • When you contact us by email, phone or letter 

  • When you visit our website 

  • When you complete one of our surveys or evaluation forms 

  • When you apply for a job or audition with us, or apply for a work placement or work experience 

 

5. How we use your personal data 

We use your personal information to: 

  • manage attendance and participation during any of our business activities, and to evaluate feedback afterwards so that we may improve our services 

  • provide digital products and services such as email newsletters, website and social media content 

  • gather and analyse statistics around email opening, website and social media traffic to help us improve our digital products 

  • gather and analyse statistics about the donations you make, allowing us to communicate with you in a way that is relevant, particularly when we make approaches about potential philanthropic support 

  • maintain records of services, advice or support that our staff have provided to you 

  • provide information as required by our funders 

 

6. What are the lawful bases for our processing of your personal data? 

We use the following lawful bases to process personal data: 

  • We have the consent of the data subject, in that you have given us consent to collect, store and use your personal data (e.g. subscribing to a newsletter) and that you can withdraw this consent at any time by contacting us. 

  • It is in our legitimate interest to use your data to carry out our legitimate organisational interests and that this is not overridden by the rights and freedoms of the data subject  

  • It is necessary to meet a legal obligation, such as complying to UK or EU laws to prevent fraud etc. 

  • It is necessary to fulfil a contract, or pre-contractual obligations, such as completing a booking on one of our activities, taking a donation, or making a purchase etc. 

  • If we are protecting someone’s vital interests, such as identifying a safeguarding issue. 

 

7. Sharing your personal data 

  • We do not share your information with any third parties for the purposes of direct marketing. 

  • We may use data processors who are third parties who provide some services for us (e.g. Crowdfunder for donations). We have contracts in place with these third parties which limits the purpose of the personal data, with data collected only shared and used directly with Gecko. 

  • In some circumstances we may have a legal obligation to share information for law enforcement purposes, such as to cooperate with investigations or in line with a court order. 

7.1. We also share personal data with other people or organisations in the following circumstances: 

  • We may share data with our funding bodies as part of our reporting requirements, particularly in areas related to participation and diversity. Data shared in this way will always be collated and anonymised unless we have obtained your consent to share your information with a named funder. 

  • Attendee data will be shared with our freelance Practitioners and/or other third parties to allow for the efficient delivery of our training, workshop or participation activities and to ensure these are carried out safely and meet the needs of the participants. Only data required to deliver these activities will be shared e.g. names of participants for registration only, medical data for access requirements etc.  

  • In all other cases, we will only share data if we have obtained your consent to share your information with named third parties. 

 

8. Your rights under data protection laws 

The General Data Protection Regulation provides the following rights to you: 

  • The right to be informed about the processing of your personal information 

  • The right to have your personal information corrected if it is inaccurate and to have incomplete personal information completed 

  • The right to object to processing of your personal information 

  • The right to restrict processing of your personal information 

  • The right to have your personal information erased (the “right to be forgotten”) 

  • The right to request access to your personal information and to obtain information about how we process it 

  • The right to move, copy or transfer your personal information (“data portability”) 

  • Rights in relation to automated decision-making which has a legal effect or otherwise significantly affects you 

We are committed to upholding your rights. You can contact us for further clarification or any concerns you have regarding your personal data that we hold by contacting us using the details at the end of this Privacy Notice. Please note that the exercise of your rights are dependent on the lawful basis that has been used for each processing activity. 

We aim to respond to any query within one month. 

 

9. Data security and retention 

  • We minimise the amount of personal data we keep about you and the period of time we hold it for. 

  • In some cases, we retain records for the length of time that we are legally obliged to do so (e.g. invoices, payment information, job application and monitoring information, trustee meeting minutes etc). In other cases, we apply our retention schedule when we no longer require personal data and ensure its securely deleted. 

  • We make sure that we don’t collect more personal information than we need to carry out our activities and review our practices regularly. 

  • When we use third party services and cloud services to process personal data we take due diligence to make sure that they are reputable and have appropriate data protection practices in place. 

 

10. Cookies and Analytics 

  • We collect information about your visit to our website, including where available, your IP address, operating system, and browser type. To help us gather this information we use cookies, small files stored on the hard drive of your computer.  

  • We also use Google Analytics to understand how you use our website, the pages you visit, the links you click and the time you spend browsing our content. 

  • We use this data to improve our website and digital communications, and to ensure that the content we provide is relevant and meets the needs of our users. The data collected cannot be used to identify any individual. 

  • If you do not wish to accept cookies you can activate the appropriate settings on your web browser, however this may limit some functionality of our website. 

  • To opt out of being tracked by Google Analytics visit http://tools.google.com/dlpage/gaoptout  

10.1. Links to other websites 

  • This Privacy Notice does not cover any websites we link to from our own website. 

 

11. Changes to this privacy notice 

  • We may change this privacy notice from time to time by updating this page to reflect changes in the law, the type of work we do, and our privacy practices. 

  • This privacy notice was last updated on 2 September 2020 

 

12. Gecko Contact Details and Further Information 

Please contact us if you have any questions about this Privacy Notice or if you have any concerns about the processing of your personal information that we carry out for our legitimate organisational interests.   

Gecko, Ivry House, 23 Henley Road, Ipswich, IP1 3TF 
info@geckotheatre.com 
www.geckotheatre.com 
01473 599 200 

 

13. Information Commissioner’s Office 

If you are unhappy with how we have used your data, you can also contact the Information Commissioner’s Office: 

Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, SK9 5AF 
https://ico.org.uk/concerns  
0303 123 1113