Woolwich Works Privacy Notice 29 June 2020

Who are we?

www.woolwich.works operated by Woolwich Creative District Trust (trading as Woolwich Works)

Registered office: The Fireworks Factory, 11 No. 1 Street, London SE18 6HD

Registered charity number: 1189180

Registered number: 11369859

VAT registration number: 345822101

For any questions about how we use your data, or to exercise your rights over your data, you can contact us on:

Email hello@woolwich.works

What Data Do We Collect and Process About You, What We Do With It And Why?

When you visit our Website

We collect your IP address, the website you came from, what kind of browser you’re using, and what you do on the website – which links you follow, where your mouse travels, how long you spend on each page and so on. We use Google Analytics. For further information see our Cookie Policy.

We use this information to make our website work in the first place, and to help us understand your experience of it and how to improve it.

Formally, we justify this processing as legitimate interest for the marketing and activity tracking aspects.

When you agree to receive email marketing

When you sign up for our newsletter, we will capture your name and email address. Your postal address (optional) and what you’d like to see at Woolwich works.

We justify this processing based on your consent. You may unsubscribe at any time to stop receiving marketing.

When you give a donation

We process your personal information for the purposes of processing your donation, collecting Gift Aid, fundraising, and telling you about the work we do via email marketing.

When You Contact Us

If you get in touch with us – by email, we’ll collect the personal information you provide.

We will use the information you provide to deal with your enquiry and for no other purpose.

Formally, we justify this processing based on your consent. If you write to us by email, we will send you a privacy notification with the option to withdraw your consent if you wish.

When you book a ticket for an event or create an account

We will collect your contact details, including eligibility for Greenwich resident pricing, payment details and details of your booking. We justify this processing on the basis of our contract with to you fulfil your order. We may also collect access requirements where necessary, see below. We won’t keep your data for ever. If you haven’t bought a ticket for six years, we’ll anonymise your booking history so that it’s no longer connected to you in any way. We will keep the anonymised data indefinitely to help us understand our business and our audience.

When you visit us – access requirements

If you are coming to our venue and have an access requirement – such as a wheelchair space – we will collect the required information from you in order to make sure you have the best possible experience. We will only ask you to tell us what we need to know in order to accommodate you and ensure that this information is shared in identifiable form only with those people internally and at our partners who need to know. We will anonymise your information and process it further in order to improve our access provisions across all of our venues.

We operate an access list, which can be filled in online or over the phone with one of our team. Here we will ask for the customers name, address, email address phone number, details on their access requirements and what piece of proof of eligibility they can provide. Once approved on our system gives the user freedom to book tickets online at their convenience. These details will be stored by us with only relevant parties able to access this information when required and to ensure the customer is booked into the correct seats for their needs.

Similarly, if you are coming to a catered event we will ask if you have any food allergies. Again, we will collect the required information from you in order to make sure you have the best possible experience. We will only ask you to tell us what we need to know in order to keep you from harm and ensure that this information is shared in identifiable form only with those people internally and at our partners who need to know. We will anonymise your information and process it further in order to improve our allergy policy.

We will not normally retain access or allergy information once the event has taken place. You may ask us to do so if you prefer but it will then be your responsibility to advise us if your needs change.

Formally, we justify this processing on the basis of your consent to storage of this sensitive health information, for which you will be asked at the time of booking or invitation.

Please note that if you only share access or allergy information with staff at the venue when you attend this will not constitute data processing as we won’t record anything in identifiable form.

When you visit us – NHS test and trace

Whilst required by regulations, we will provide a facility to check in to our venue using the NHS Test and Trace app. This does not involve us collecting any information and we have no access to the data recorded in the app. We will also offer an alternative mechanism for anyone who does not wish to use the NHS Test and Trace app, using an online form on a device at the venue, to collect and store your contact details and date and time of visit. We will store your check-in details for 21 days as required and will share it with NHS Test and Trace if directed to do so. We justify this processing on the basis of our legal obligation to collect this information as part of the Test and Trace programme.

When you hire our venue for an event

When you book a wedding or other event, we will collect your contact details, payment details and other event details such as required equipment and catering. We justify this processing on the basis of our contract with you. We will retain this information for six years.

When you apply for a job with us

When you apply for a position at Woolwich Works, the personal information you provide to us may include, your name, address (including email address), job and career history, educational background, professional membership and other relevant information.

We process the information you provide to us on the basis of discussing a possible contract of employment. We will keep this information for no longer than 24 months from the last interaction with you.

Who else will see your information?

We will never sell your data nor provide access to it to any third parties for marketing purposes. We will share your data with our subcontractors because, like many businesses, we don’t do everything ourselves. We use specialist ticketing and marketing and event management systems to store your information. When we have someone else help us handle an aspect of our business, we will pass them some of your data so that they can do their work. We will only ever give them the minimum information that they need, and it will always remain under our control. This means that they can only do with your data what we tell them to, and can’t keep it once they no longer need it or pass it on to anyone else.

Where legally required to do so we will share your information with other third parties such as our insurers or government agencies and regulators.

How do we look after your data?

We take the security of your data very seriously. We implement the appropriate technical and organisational measures. We have contracts with anyone with whom we share information to ensure they take appropriate care of your data, in line with the European General Data Protection Regulation 2016 and the UK Data Protection Act 2018. We will always obey both the letter and the spirit of the data protection laws that apply to us.

What are your rights?

You have the right to request a copy of all the information we hold about you and to ask us to correct any inaccurate personal information concerning you. We may in some circumstances need to check that what you have told us is accurate and require a form of identification.

You have the right to ask us to delete your information, to stop processing it or to restrict our processing of it. However, we may not be able to do so immediately if we have a lawful reason or a legal or contractual obligation to retain the information or continue the processing. We will notify you if this is the case.

Where you have given consent, you have the right to withdraw it at any time.

To exercise any of these rights, please contact us using the details at the top of this policy.

You also have the right to make a complaint to the Information Commissioner’s Office – the supervisory authority that handles data protection law in the UK. You can contact them at:

Their website: https://ico.org.uk/make-a-complaint/

Information Commissioner’s Office Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF

Email: casework@ico.org.ukTelephone: 0303 123 1113

Policy Information

This policy was last updated on the 24^nd June 2021. We may update it at any time.