Oxford Philharmonic Orchestra Trust and Oxford Philharmonic Orchestra Productions Limited are committed to protecting your privacy and data. We will use the information that we collect about you in accordance with the General Data Protection Regulation 2018 and the Privacy and Electronic Communications Regulations 2003.
Who We Are
The Oxford Philharmonic Orchestra Productions Ltd is a private company limited by shares registered in England and Wales with company registration number 3592323. Its office is 29a Teignmouth Road, London NW2 4EB. It is a wholly owned subsidiary of the Oxford Philharmonic Orchestra Trust, a registered charity (number 1084256) which is run by a board of trustees as a separate entity to the Oxford Philharmonic Orchestra Productions company.
What Information Do We Collect?
You give us your information when you buy a ticket over the counter, by phone or online via our website; by signing up for one of our other events, masterclasses or workshops; by updating your preferences on our website; by making a donation; or by communicating with us. We also keep your details when you sign up to receive emails from us.
The information we hold about you may include:
• Your name
• Postal address
• Telephone number
• Email address
• Ticketing history
• Billing information
• Donation history
• Your preferences for how we communicate with you about our activities
• Information that is available publicly
We maintain a record of your transaction history, but we never store your payment card number (although we may keep a note of the last four digits to help us identify transactions).
We keep a record of the emails we send you, and we may track whether you receive or open them so we can make sure we are sending you the most relevant information. We may then track any subsequent actions online, such as buying a ticket.
How Do We Use Your Data?
If there is any important change to your booking we will contact you. This information, alongside your purchase and/or donation history, is used to select and inform you of other relevant events or activities we think may be of interest to you, as well as opportunities to support our work as an Arts Charity.
We use your data to:
• Provide you with the event tickets or respond to information you have asked for
• Contact you if there are any important changes to your booking
• Administer your ticket sale or donation, including processing gift aid
• Keep a record of your relationship with us
• Ensure we know how you prefer to be contacted
• Occasionally undertake customer research to help us understand how we can improve our services or information
• Tell you about changes in our services or new services, event offers, and opportunities to support us that we think you’ll find of interest
• Analyse your personal information to create a profile of your interests and preferences so that we can contact you with information most relevant to you
If you do not want to receive information by post or email about events, offers, our fundraising activities or customer research, you have the option to change any of your contact preferences at any time by logging into your account online, or by contacting the Box Office team via the contact details at the end of this policy.
We may combine information you provide to us with information available from external sources in order to gain a better understanding of our audiences.
We use profiling and segmentation to ensure communications are relevant and timely, and to provide an improved experience to our customers and supporters.
When building a profile we may analyse geographic, demographic and other information relating to you in order to better understand your interests and preferences in order to contact you with the most relevant communications.
We will not share any of your personal details with any other third parties without your agreement, unless required in order to fulfil our contract with you, or allowed by law.
In general, the third-party providers used by us to fulfil our contract with you will only collect, use and disclose your information to the extent necessary to allow them to perform the services they provide to us. These providers include our Ticketing System provider, email distribution service and mailing house. We have agreements in place with each to ensure that your data is secure at all times, and cannot be accessed or used for any other purpose.
We may share personal information with other organisations, particularly The Audience Agency who use this to analyse ticket sales for national and regional research into patterns of Arts attendance in England (for instance, comparison sales trends over time and geographical comparisons). This assists with reporting to funders and strategic planning, helping us to make better business decisions. Your personal data is never sold on to any other agencies or companies.
Giving You Control
Unless you ask us not to, we will tell you about concerts, masterclasses, workshops, priority booking and opportunities to support us. Occasionally, we may include information in these communications from partner organisations or organisations who support us. You can opt out from these communications at any time - every email, post or SMS sent to you will tell you how to do this.
If you have opted out of marketing or fundraising communications, we may still
get in touch with you regarding your booking. For example we may email you to give you important information about the event you have booked with any changes that affect you.
How We Keep Your Data Safe
Your personal data will be held and processed on Oxford Philharmonic Orchestra’s systems. Where possible we aim to keep a single record for each customer.
Your data is always held securely. Access to customer information is strictly controlled. It is held in the UK and the processes are EU compliant.
If required we may need to disclose your details to the police, regulatory bodies or legal advisors.
Sometimes we ask you to provide sensitive information, for example when you book for certain workshops or when you apply for a job. As with all the personal information we hold, sensitive information is held securely and restricted to those who need to use it. We will delete information when we no longer need it.
Changes To This Policy
You have the following rights related to your personal data:
• The right to request a copy of personal information held about you
• The right to request that inaccuracies be corrected
• The right to request us to stop processing your personal data
• The right to lodge a complaint with the Information Commissioner's Office or Fundraising Regulator
Please contact us if you have any questions about Your Data Promise,
or wish to be removed from any communications or data processing activities:
• Or write to us at: The Box Office Team, Oxford Philharmonic Orchestra, 29A Teignmouth Road, London NW2 4EB.