At Bristol Music Trust, we are committed to protecting your personal information and being transparent about what information we hold about you
Last updated 23 December 2019
Bristol Music Trust is a national arts organisation and a registered charity. Our income comes from ticket sales, commercial hires, commercial partnerships, sponsorship, individual donations and funding from Arts Council England and Bristol City Council.
Bristol Music Trust is a charity registered in England & Wales (no. 1140898). A non-profit-making company limited by guarantee. Registered in England no. 7531978. Registered office: Colston Hall, Colston Street, Bristol, BS1 5AR.
We aim to be entirely open and transparent about the customer data that we use. Collecting this data makes it easy for you to book shows and events, keep up to date with our activities, and engage with us in other ways like supporting our future or our education activities. We do not obtain any personal data that we think would be likely to cause individuals to object or complain, and we are always available to discuss with you any of the information we hold.
Bristol Music Trust is committed to protecting you and your family’s personal information when you are using any of our services. We want the services we provide to be safe and enjoyable for our audiences, customers, donors and visitors.
This Privacy Notice relates to our use of any personal information we collect from you via the following services:
This Privacy notice relates to our use of any personal information you provide to us by phone, SMS, email, in letters and other written correspondence, and in person.
This Privacy and Cookies Notice explains the following:
Bristol Music Trust is committed to safeguarding your personal information. We will use the information we collect about you in line with all applicable laws and regulations concerning the protection of personal information, the EU General Data Protection Regulation 2016, Privacy and Electronic Communication Regulation 2003 and the Fundraising Regulator.
Bristol Music Trust is the data controller for all the data we store. We use Data Processors to help us collect, process, and safely store the data that we obtain.
You give us your information when you buy or reserve a free ticket, make any other purchase from us, sign up for one of our events or education programmes, join our access register, update your preferences on our website, make a donation or communicate with us. We also keep your details when you sign up to receive email from us.
We aim to be clear when we collect your data and not to do anything you wouldn’t reasonably expect and you have the right to decline to give any of this information.
The information that we may collect, process, hold and share is:
Bristol Music Trust is the data controller for all the data we store. We use Data Processors to help us collect, process, and safely store the data that we obtain. Your data will be used for these specific purposes unless you ask us not to:
To enable you to book and pay for tickets via our website, over the telephone and in person by setting up a customer account in your name.
To enable you to donate to us with a single payment or regular direct debit agreement.
To enable us to contact you to provide important information in advance of your booked event, such as details of the location of the event or if the event has been cancelled.
We may also obtain personal information about you from other sources, such as if a family member or friend contacts us on your behalf. We may combine information you provide to us with information available from external sources in order to gain a better understanding of our audiences, visitors and supporters to improve our fundraising and marketing methods. These sources include:
Third party organisations
We may also add information to your details, which we have obtained from other companies or sources. For example, we may cross check the accuracy of the information we hold with other databases, or we may add demographic information. Much of this data is created using publicly available sources such as the edited electoral register or the Postal Address File, or is derived from market research such as consumer panel surveys.
We use social media to broadcast messages and updates about events and news. We reply to comments or questions you make to us on social media platforms. You may also see targeted adverts from us on social media that are tailored to your interests.
Depending on your settings or the privacy policies of social media and messaging services like Facebook, Instagram, LinkedIn or Twitter, you might give third parties (like Colston Hall) permission to access information from those accounts or services.
Information available publicly
This may include information found in places such as Companies House, your biography on your work website and available social media or information that has been published in articles/ newspapers
Many of the events at Colston Hall are presented in partnership with other companies such as with our visiting orchestras and other artistic organisations and promoters. Where there is a data sharing agreement in place and a Legitimate Interest Assessment has been completed, we will let them know about your booking and share your name and address and some other non-sensitive information with them. This will be done securely. The organisation cannot contact you electronically unless you give explicit consent as part of your booking online, at the Box Office or over the phone. We will not share sensitive information or your payment details.
There are five legal bases under which we may process your data.
When you make a purchase from us or make a donation to us, you are entering into a contract with us. In order to perform this contract we need to process and store your data.
When appropriate, we will ask you for your explicit consent before using your personal information in that specific situation. We will ask you to update your consent periodically. You have the right to withdraw consent at any time, and this can be done via your Customer Account on the website www.colstonhall.org or by contacting our Box Office on 0117 203 4040.
Legitimate Business Interests
We collect and process your personal information for purposes that are in our legitimate organisational interests. Whenever we process data for these purposes we will ensure that we always keep your Personal Data rights in high regard and take account of these rights. We do this carefully, and in a way that we believe there is no overriding prejudice to you by using your personal information in this way. You have the right to object, amongst other rights explained later in this document.
We process personal information for certain legitimate business purposes, which include some or all of the following:
We may process and collect data that is necessary to protecting someone’s life.
We may process and collect data that is necessary for Bristol Music Trust to comply with any legal obligations, requirements.
Your personal data will be held and processed on Bristol Music Trust’s systems or systems managed by suppliers on behalf of Bristol Music Trust. We maintain a customer relationship management (CRM) system to hold contact details and a record of your interactions with Bristol Music Trust such as ticket purchases, donations, memberships, queries, complaints and attendance at special events. 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. The CRM system can only be accessed by people who need it to do their job. Certain data, for example some sensitive information, is additionally controlled and is only made visible to members of staff who have a reason to work with it.
We may need to disclose your details if required to the police, regulatory bodies or legal advisors.
We will only ever share your data in other circumstances if we have your explicit and informed consent or it is necessary to saving someone’s life or to fulfil any legal obligation.
We will hold your personal information on our systems for as long as is necessary for the relevant activity, or as long as is set out in any relevant contract you hold with Bristol Music Trust but no longer than seven years.
If you delete your account your personal information is deleted immediately, and the remaining information is anonymised for analytical purposes.
Bristol Music Trust is a registered charity (no.1140898), and we rely on charitable support to maintain our concert hall and world class artistic programme, as well as our education work and talent development initiatives to make them available to everyone. We keep a record in our database of your donations, including memberships.
You can opt in to receive information about supporting Bristol Music Trust by logging in to our website and updating your preferences on our website www.colstonhall.org or by telling our Ticket Office team on 0117 203 4040 or one of the Development Team over the phone or in person.
We will tell you about our current campaigns that we think are most relevant to you, ways that you can make a real difference to our education programmes, and invitations to events where you and your family can get closer to our artistic programme by joining one of our membership schemes or Patrons Groups.
We want to ensure our communications to our supporters are personal, relevant and timely and we want to give you an enhanced experience.
We may analyse geographic, demographic and publicly available information relating to you in order to better understand your interests, to send you the most relevant communications and to give you an exceptional experience at our events by introducing you to artists or members of staff that we think you might enjoy meeting.
We invite people who might be interested in joining one of our supporter groups to special events such as drinks receptions and rehearsals to tell them more about our work and extra benefits including priority booking. Guests invited might include people who have donated, audience members who attend concerts regularly, audiences who have identified specific programme interest in the ‘My Account’ section of our website plus existing supporters, Patrons, Members, friends of current supporters, our Board and staff.
We make sure that our invitations are appropriate and cost effective by conducting research and analysing our database which might include looking at audience members’ ticket history, address and previous donations as well as publicly available information (including newspaper articles, listed Directorships, social media profiles and biographies on employers’ websites).
Sometimes we ask you to provide sensitive information:
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 sensitive information when we no longer need it.
Bristol Music Trust or its agents may carry out film or sound recording in or around our venues. We use Legitimate Interest for the use of their actual or simulated likeness in connection with the production, exhibition, advertising or exploitation of any film, video and/or audio recording of any event and/or any element thereof in any/all media, without payment. CCTV is in operation within Colston Hall and is for the purposes of helping to ensure the security and safety of customers and staff as well as preventing crime.
If you post or send content which may reasonably be deemed to be offensive, inappropriate or objectionable anywhere on or to Bristol Music Trust websites or otherwise engage on any other social media, Bristol Music Trust may remove such content.
Where Bristol Music Trust reasonably believes that you are or may be in breach of any applicable laws, for example on hate speech, we may disclose your personal information to relevant third parties, including to law enforcement agencies or your internet provider.
Bristol Music Trust would only do so in circumstances where such disclosure is permitted under applicable laws, including data protection law.
We take the protection of children and their personal data very seriously. For the purposes of all our work child (children) refers to, “a person under the age of eighteen”. We will only collect personal information about children when it is provided by parents, carers and legal guardians. We will always seek parental consent at the time of collecting this information. We only retain personal information for the duration of the programme your child is participating in.
This information is only used by our education team in order to plan and deliver the very best artistic and educational experience for participants. In addition, we use this information to keep children safe throughout their experience with us. In the event of a medical emergency personal information may be passed to the emergency services or health care professionals. In some instances, we may need to collect additional information from you including, for example, medical information, details of prior educational attainment and artistic experiences and details for access or additional learning support.
If you’re a parent or legal guardian of a child taking part in an educational programme at school and would like to know how we work with schools as joint-data controllers see our Information for Schools.
bristolplaysmusic.org – https://www.bristolplaysmusic.org/
bristolnewmusic.org – https://bristolnewmusic.org/
classicalbristol.com – https://www.classicalbristol.com/
colstonhall.org – https://www.colstonhall.org/
multi-track.co.uk – https://www.multi-track.co.uk/
Bristol Music Trust Cookies Policy
What is a cookie?
Cookies are small text files that are sent to and stored on your computer, smartphone or other device for accessing the Internet, whenever you visit a website.
How cookies make our websites safer and easier to use
Cookies can allow us to tailor the content of our website to suit your interests. For example, instead of displaying promotional messages about products you already have, they let us show you other services you may be interested in. We use ‘analytics’ cookies to help us make our website better for those who visit it regularly. They help us work out what users like and don’t like and how we can improve things for you.
When we include links to other websites, please bear in mind they will have their own privacy and cookie policies that will govern the use of any information you submit. We recommend you read their policies as Bristol Music Trust is not responsible or liable for their privacy practises.
What cookies do we use?
The list below details the cookies used by Bristol Music Trust’s websites, all of which are first party cookies, rather than third party cookies. Bristol Music Trust’s first party cookies can only be read by our websites.
Necessary cookies enable core functionality such as page navigation and access to secure areas. The website cannot function properly without these cookies, and can only be disabled by changing your browser preferences. We use the following necessary cookies.
|has_seen_cookie_notice||Stored when a user has seen our cookie consent pop-up notice and accepted cookies on our websites.||12 months|
|igp_interacted||Prevents a popup for Colston Hall’s Individual Giving campaign showing if the pop-up has been interacted with (clicked donate button, or clicked cross).||12 months|
|CookieControl||If a user accepts Analytics cookies this cookie is created. It allows the website to deploy Google Tag Manager code and Facebook and Twitter pixel code (defined below).|
A user may change their preference at any time via our cookie consent panel.
|Variable. 12 months unless Analytics cookies are turned off via the cookie consent panel.|
|wordpress_test_cookie||Checks that the user has cookies enabled.||Variable. Deleted when the user ends their browser session.|
Our box office system provider Spektrix use necessary cookies to allow the ticketing system to function correctly on our website. Spektrix use the following first party cookies on our website via a subdomain address “tickets.colstonhall.org”.
|CookieDetection||Used to identify whether cookies can be set by Spektrix.||Variable. Deleted when the user ends their browser session.|
|Used to recognise return users.||Variable. Stored until the customer clears their cookies.|
|SessionID||Used to distinguish users.||Variable. Deleted when the user ends their browser session.|
|Used to distinguish Spektrix client systems (eg Colston Hall). Client name does not refer to the user’s name or identity.||12 months|
|QueueNumber||Used to record the user’s place when queueing for tickets.||Variable. Deleted when the user ends their browser session.|
|GoogleAnalytics||Spektrix iframes include Google Analytics Cookies. These analytics cookies are used so that Spektrix can understand how many people are on an iframe at a particular time, allowing them to understand load time on their systems and preempt when to trigger the Spektrix queueing system.|
Spektrix will only ever use analytics cookies on iframes to ensure that users can retain access to their service and allow our website to function properly.
|Variable. Deleted when the user ends their browser session.|
Analytical Cookies are set by one of our websites to enable Bristol Music Trust to analyse the website using Google Analytics. Analytical Cookies help us to improve our websites by collecting and reporting information on its usage. These cookies are non-essential and can be opted out of at any time via our cookie consent panel.
|_ga||Used to distinguish users.||24 months|
|_gid||Used to distinguish users.||24 hours|
|_gat||Used to throttle request rate.||1 minute|
|AMP_TOKEN||Contains a token that can be used to retrieve a Client ID from AMP Client ID service.||Variable. 30 seconds to 1 year.|
|_gac_||Contains campaign related information for the user.||90 days|
We use marketing cookies to help us improve the relevancy of advertising campaigns you receive. These cookies are non-essential and can be opted out of at any time via our cookie consent panel.
How do I restrict or delete cookies?
Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.allaboutcookies.org.
How do I manage my cookie consent?
To manage how you would like cookies to be used on Colston Hall’s website, click below to access the cookie consent panel.
You have the following rights related to your personal data:
Bristol Music Trust is committed to ensuring that we are completely open and transparent about our fundraising and spending.
As members of the Fundraising Regulator’s self-regulatory scheme you can give with confidence, knowing that we comply with its principles:
Under the General Data Protection Regulations 2016 you have the right to request a copy of the personal information we hold about you and to have any inaccuracies corrected.
We will use reasonable efforts consistent with our legal duty to supply, correct or delete personal information about you on our files.
If you are within the UK, please address requests and questions about this or any other question about this Privacy and Cookies Policy to the:
Data Protection Officer, Bristol Music Trust, Colston Hall, Colston Street, Bristol. BS1 5AR.
You will need to provide:
You can always delete your Bristol Music Trust account by logging into your account on our website or by contacting the Box Office. As previously explained, deleting your Bristol Music Trust account will erase any personal information in your account that we have about you and it will mean any data we hold will be made anonymous.
Please contact us if you have any questions about our privacy notice or information we hold about you:
Email us: firstname.lastname@example.org
Write to us: Communications & Special Projects Director, Colston Hall, Colston Street, Bristol. BS1 5AR