Theatre Green Book – Privacy Policy Agreement

The Theatre Green Book is committed to protecting and respecting your privacy. We are an initiative created by and for the whole of the theatre industry, to provide guidance and knowledge-sharing to create a greener theatre sector, and a more sustainable future for our planet.

This policy sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our practices regarding your personal data and how we will treat it.

For any questions about how we use your data or to exercise your rights over your data you can contact our Coordinator by:

Email admin@theatregreenbook.com
Website https://theatregreenbook.com/contact-us/

The Theatre Green Book comes under the secretariat of the Theatres Trust, and therefore uses the Theatres Trust’s online file storage systems, and staff are employed by the Theatre Trust. To read the Theatres Trust’s Privacy Policy please click here. If you only sign up through the Theatre Green Book website, you will only receive communications from the Theatre Green Book.

What data do we collect from you?

Depending on your interactions with us, we may collect and process any of the following data about you. This includes:

Information provided at the time of signing up either as an individual to our mailing list, or as an organisation creating an account which may include:  personal or work email addresses, name, organisation name, personal and organisational postcodes, and details on organisation size are collected.  This information is collected to provide you with events and news updates, inform you of opportunities we think may be of interest, and to store information on organisations to allow you to upload completed levels of the Theatre Green Book and to self-certify.

We will collect from you your IP address, the website you came from, what kind of browser you are using and what you do on our website, which links you follow and how long you spend on each page.

We use temporary Cookies files which are deleted when you close your browser and do not track you around the internet. You may refuse to accept cookies by activating the setting on your browser which allows you to refuse the setting of cookies. However, if you select this setting you may be unable to access certain parts of our site. Unless you have adjusted your browser setting so that it will refuse cookies, our system will issue cookies when you log on to our site.

If you apply for a job and submit your CV or an application form you will be asked to provide us with your name, address, and contact details, employment history and reference details. This information will be kept confidential at all times and will only be seen by those that are directly linked to the recruitment process. Applications are then filed securely following our retention policy and then disposed of safely.

We may combine information you provide to us with information available from external sources in order to gain a better understanding of our supporters and who is interested in sustainable theatre to improve our fundraising, outreach, engagement and marketing methods.

  • Social media: We use social media to research more detailed information about people who have expressed interest in the Theatre Green Book. We only ever use publicly available information to do this.
  • Information available publicly: This may include information found in places such as Companies House, your biography on your work website or information that has been published in articles / newspapers.
  • Google Analytics: Please note that we use Google Analytics on our site to find out about the volume of traffic to our site and our users’ browsing actions and patterns. Find out how Google uses data at: google.com/policies/privacy/partners.

For marketing and communications purposes, if you interact with us we may ask you to give consent for us to email you information about the work we do. If you do, we will email you to let you know about upcoming events, updates on our plans and progress we are making, and events or opportunities we think may be of interest to you.

Occasionally, we may include information from our partner organisations or organisations who support us in these communications. Our site does contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.

We will make it easy for you to tell us how you want us to communicate, in a way that suits you. If you decide you do not want to receive email communications you will be able to opt out at any time. To do this, send an email to admin@theatregreenbook.com

Most of our marketing activity is justified by legitimate interest in the work we do. However, as required by the Privacy and Electronic Communication Regulation 2003 we will only ever send you communications through email or text when we have your consent.

What do we use your information for?

We use information held about you in the following ways:

  • Ensure that content from our site is presented in the most effective manner for you and for your computer.
  • Provide you with information, events and opportunities that you request from us or which we feel may interest you, where you have consented to be contacted for such purposes.
  • Carry out our obligations arising from any contracts entered into between you and us.
  • Maintain our organisational records.
  • Notify you about changes to our service.
  • Supply to third parties as outlined below.

How do we look after your data?

We continue to review what information we hold and we will only use and store information for so long as it is required for the purposes it was collected for and we will dispose of it securely afterwards. The data is held on the Theatre Green Book website, Theatre Green Book email software, and the Theatres Trust file sharing software.

How long do we keep your data and how do we keep your information up to date?

We endeavour to keep your personal information accurate and up to date. If you become aware of errors or inaccuracies, please email admin@theatregreenbook.com

Where possible we use publicly available sources to keep your records up to date; for example, the Post Office National Change of Address (NCOA) database and information provided to us by other organisations as described in this policy.

We continually review what information we hold and delete what we is no longer required. We have a process of reviewing inactive records annually and will archive / delete information after this date.

Who else gets to see your data?

We may disclose your personal information to third parties in the following circumstances.

If the Theatre Green Book, or substantially all of its assets are acquired by a third party, in which case personal data held by it about its supporters will be one of the transferred assets.

If we are under a duty to disclose or share your personal data in order to comply with any legal obligation. Where data is then passed onto to government agency, what they do with it is governed by law. This includes health and safety incidents, exchanging information with other organisations for the purposes of fraud protection and credit risk reduction.

To our subcontractors who help us manage and look after aspects of our organisation. We will only give them the minimum information that they need to carry out the work and it will always remain under our control. This means they can only do with your data what we tell them to, and keep until it is no longer required. At the moment the following areas of our organisation are outsourced:

  • IT support contracts

We may occasionally share information about our supporters and Theatre Green Book users to supporting organisations, for marketing purposes or for fundraising and political lobbying. In these situations all information will be anonymised and used for purely statistical purposes.

Your rights

Under the Data Protection Act (2018), individuals have the right to access copies of personal data held on computer or in a paper-based filing system relating to the individual. Your right of access can be exercised in accordance with the Act. A reasonable fee may be charged for a request if it is deemed excessive or for further copies of the same information. We shall respond to any Subject Access Requests within 30 days of receiving. You have the following rights related to your personal data:

  • You have the right to see a copy of all the data we hold about you. Where you request this type of information we have 30 days to respond to your request.
  • You have the right to inform us if the data we hold on you is incorrect.
  • You have the right to tell us to delete the data we hold on you or to stop processing it.
  • You also have the right to lodge a complaint.  If you are unsatisfied by the way we control your data then you can complain to the Independent Commissioners Officer (ICO) details of which can be found: ico.org.uk/make-a-complaint.

Policy Information

This policy was last updated in March 2024. We may update it at any time in order to improve our customer experience or to comply with changes in the law. Any changes we may make to our privacy policy in the future will be posted on this webpage and where appropriate, notified to you by email.

Theatre Green Book

Renew Culture and Buro Happold are the intellectual property owners of the Theatre Green Book. The Theatre Green Book is held by a Steering Committee of the below organisations, and is currently under the Secretariat of the Theatres Trust.

Association of British Theatre Technicians

Buro Happold

National Theatre

National Theatre Scotland

National Theatre Wales

Renew Culture

Society of London Theatre/UK Theatre

Theatres Trust