Privacy Policy – The Green Room Productions

Last updated: 03/12/25

The Green Room Productions (“we”, “us”, “our”) is committed to protecting your personal data and respecting your privacy.
This policy explains what information we collect, how we use it, how we keep it secure, and your rights under UK law, including the UK GDPR and the Data Protection Act 2018.

We recommend reading it carefully. If you have any questions, please contact us at:
info@thegreenroomproductions.co.uk

1. Who We Are

The Green Room Productions is a UK-based theatre company producing contemporary plays and performances.
Website: www.thegreenroomproductions.co.uk

2. What Personal Data We Collect

a) Information You Provide to Us

We collect personal data when you:

  • Use our website contact form

  • Email us directly

  • Sign up for newsletters or updates

  • Book tickets (via Ticket Tailor or other third-party ticketing platforms)

  • Engage with us on social media

  • Join our company as cast, crew, volunteer, or collaborator

This may include:

  • Name

  • Email address

  • Telephone number

  • Message or enquiry details

  • Ticketing information (provided to us by the ticketing platform)

  • Casting or application information

  • Any other information you choose to share with us

b) Technical Data Collected Automatically

When you visit our website, we may automatically collect:

  • IP address

  • Browser type and version

  • Device information

  • Pages visited

  • Time spent on pages

  • Cookies (see Section 10)

This data helps us improve website performance and user experience.

c) Data from Third Parties

We may receive information through:

  • Ticketing systems (e.g., Ticket Tailor)

  • Payment processors (they share data about your order, not your full financial details)

  • Social media platforms

  • Analytics tools (e.g., Google Analytics)

3. How We Use Your Personal Data

We use your data to:

  • Respond to enquiries and messages

  • Manage ticket bookings and provide event information

  • Run our theatre productions safely and effectively

  • Process casting, volunteering, or collaboration applications

  • Improve the website and user experience

  • Send updates, newsletters, or marketing communications (only if you opt in)

  • Ensure compliance with legal obligations

We never sell your personal data.

4. Legal Basis for Processing

We process personal data under the following lawful bases:

  • Consent – when you contact us or subscribe to updates

  • Contract – when you book tickets or agree to work with us

  • Legitimate interests – running a theatre company, improving services, audience engagement

  • Legal obligation – retention of business or financial records

5. Sharing Your Personal Data

We only share your data when necessary and appropriate. This may include:

  • Ticketing providers (e.g., Ticket Tailor)

  • Email newsletter platforms (e.g., Mailchimp)

  • Website hosting provider

  • Cloud storage or document management tools

  • Professional partners (e.g., venues, production collaborators)

  • Legal or regulatory bodies, if required

All third parties are required to keep your data secure and process it only for the purpose it was shared.

We do not sell or trade personal information.

6. How Long We Keep Your Data

We keep your personal data only for as long as necessary:

  • Enquiries: up to 12 months

  • Ticketing data: as required by ticketing platforms or financial rules

  • Newsletter subscribers: until you unsubscribe

  • Cast/crew records: for the duration of the relationship + up to 2 years

  • Legal/financial records: up to 7 years

After this, data is securely deleted or anonymised.

7. How We Protect Your Data

We take data security seriously and use:

  • Secure hosting

  • Password-protected systems

  • Encrypted communication channels where applicable

  • Access controls to ensure only authorised individuals access your data

While no system is 100% secure, we follow industry best practices to minimise risk.

8. Your Rights

Under UK GDPR, you have the right to:

  • Access your personal data

  • Correct inaccurate information

  • Request deletion of your data

  • Withdraw consent at any time

  • Object to certain types of processing

  • Request restriction of processing

  • Request data portability

To exercise your rights, email us at:
info@thegreenroomproductions.co.uk

9. Third-Party Links

Our website may contain links to other websites (e.g., ticketing pages, venue partners, social media).
We are not responsible for their privacy practices, so we encourage you to read their privacy policies.

10. Cookies

Our website uses cookies for:

  • Basic website functionality

  • Analytics (e.g., Google Analytics)

  • Content performance tracking

When you first visit the website, you can accept or decline non-essential cookies via the cookie banner.

You can also disable cookies in your browser settings.

11. Children and Young People

We do not knowingly collect personal data from anyone under 16 without parental/guardian consent.
If you believe a child has provided personal information, please contact us and we will remove it.

12. Changes to This Privacy Policy

We may update this policy occasionally. The latest version will always be available on our website with the updated date shown at the top.

13. Contact Us

If you have any questions about this Privacy Policy or how we handle personal data, please contact:

The Green Room Productions
Email: info@thegreenroomproductions.co.uk
Website: www.thegreenroomproductions.co.uk