Personal data and privacy policy

We are committed to ensuring that we take care and are compliant in managing your personal data and privacy.

We process personal data relating to our audience, funders, donors and all those who are interested in the work we do. We also process data relating to all the people who we work with us including performers, producers, technicians etc.

Who we are 

Papertrail is a theatre company based in Cardiff but works across Wales.  We are an independent theatre company and we are working towards charity status. Our work is funded project by projects, mostly by Arts Council of Wales, various trusts and foundations, and income from performances. 

If you have any queries in relation to the use of your personal information please email the Data Protection Officer contact
bridget-keehan@papertrail.org.uk

What personal data do we collect from you?

Personal data is any information relating to an identifiable information to you. For audiences who see our work, and people who may work with us, we only collect the personal data we need to be able to provide you with information about our performances, events and work opportunities you have asked us tell you about.  

Personal/contact information: this can include your name, contact address, email addresses, telephone numbers. 
Payment information: your bank details for billing or payment purposes.
Digital information: IP addresses, and details of your interaction with our website and social media, should you engage with us through these channels.
Correspondence: information relevant to your specific enquiries. 
Other: any other information you choose to provide to us e.g. for audiences, the type of artforms you are interested in attending. For artists, technicians, administrators, marketing specialists etc – your profession.

When do we collect personal data?

We will collect information about you when you enter agree to receive information from us when you sign up to our mailing service, look at our website and social media pages, and sometimes when you enter into a working contract with us. 

Information from third parties

We occasionally receive information about you from other sources. If you have consented to provide personal information from a third party organisation/venue to us, we will notify you by email to update you on our privacy settings and to ask if you still want to consent or unsubscribe from receiving information from Papertrail directly.

Sensitive Personal Information

Data Protection law recognises that certain categories of personal information are more sensitive such as health information, race, religious beliefs and political opinions. We do not usually collect this type of information about our audience unless there is a clear reason for doing so, for example you may provide information about an allergy in advance of a catered event or for us to provide support in a workshop. If you are working on a freelance basis with us, we may, with your consent, collect details about relevant health issues so we could assist you better in case of emergency. In these cases, the information would be destroyed immediately after the event or contract ended.

What is our lawful basis for processing your data?

We may only process personal data where we have a lawful basis to do so. 

We may collect and process your personal data when:
it is necessary for the performance of contracts with you;
it is necessary for the purposes of our legitimate interests as a business. In these cases we will do so in a way which might reasonably be expected from our relationship with you, and which does not impact materially on your fundamental rights, freedom and interests. We will not process your personal data on this basis if we believe your rights override ours. Instead, we may seek your specific consent, and/or another legal basis;
it is necessary for compliance with legal obligations;
we have your consent to do so, for example in relation to marketing by electronic means.

Please see below for more detailed information about how we will use your data and on what basis.
If you have any concerns about our data processing, please contact us at contact@papertrail.org.uk

Please also see Your rights, below.

How will we use your personal data?

We may process the information we collect about you:
to perform any contract we have agreed with you, or to respond to any enquiries you make in this connection before we enter into a contract. The lawful basis for this processing is performance of a contract with you or because you have asked us to take specific steps before entering into a contract in respect of these activities and services;
to respond to any other enquiries or complaints. We need the information you supply to enable us to respond.
to protect our business from fraud and other illegal activities. This processing is necessary for our legitimate interests by ensuring the proper management of our business and financial risks. 
to provide you with information by post (or by email, with your consent) about other performances, broadcasts, events or workshops similar in nature to those you currently attend or have previously asked about. Information we may process for this purpose includes your name, address, telephone number and email address. This processing is necessary for marketing our performances, which is a legitimate business interest.
We will only send marketing information to you by email if we have your consent. You have the right to withdraw your consent at any time. Please email contact@papertrail.org.uk

You can also opt out of marketing information by clicking the unsubscribe link in e mails we send via Mailchimp or via our website.
to send you communications required by law or which are necessary to inform you about changes to the way we interact with you, for example, updates to this Privacy Policy, and any information legally required which relates to any contracts between us. These service messages will not include any promotional content and do not require prior consent when sent by email or text message. This processing is necessary for us to comply with our legal obligations. 
to administer our website, and send you survey and feedback requests to help improve our services. These messages will not include any promotional content and do not require prior consent when sent by email or text message. This processing is necessary for development of our services, which is a legitimate interest of our business. We have a legitimate interest to do so as this helps make our performances, events and workshops more relevant to you. You are free to opt out of receiving these requests from us at any time by contacting us.

Who do we share your data with?

In some circumstances we may need to share your data with the following:
Our accountants/auditors
Accounting software company
We may also share your data with third parties, such as our IT consultants/cloud-based back-up service/email marketing company such as Mailchimp to support the efficient running of our business.
If this is necessary, we will provide only the information they need to perform the services we require. They will only use the data for the purposes we specify. We require third parties to maintain appropriate security to protect information from unauthorised access or processing.

Updates to this statement

We may change thus privacy statement from time to time. We will post updates to this privacy statement on our website, and where appropriate, we may notify you by post or email
Please check on our  website to stay up to date.

Last updated  28 May 2025