1. About this Policy

1.1                   This policy explains when and why we collect personal information about our members, production team, patron members, patrons of our shows and other supporters, how we use it and how we keep it secure and your rights in relation to it.

1.2                   We may collect, use and store your personal data, as described in this Data Processing Policy and as described when we collect data from you.

1.3                   We reserve the right to amend this Data Processing Policy from time to time without prior notice.  You are advised to check our website www.epsomplayers.com regularly for any amendments (but amendments will not be made retrospectively).

1.4                   We will always comply with the General Data Protection Regulation (GDPR) when dealing with your personal data.  Further details on the GDPR can be found at the website for the Information Commissioner (www.ico.gov.uk).  For the purposes of the GDPR, we will be the “controller” of all personal data we hold about you.

  1. Who are we?

2.1                   We are Epsom Players.  We can be contacted at c/o 11 Hurtwood Road, Walton on Thames, Surrey KT12 3QP, treasurer@epsomplayers.com or 07970596314.

  1. What information we collect and why.


Type of information Purposes Legal basis of processing
Member’s name, address, telephone numbers, e-mail address(es). Managing the Member’s membership of the society.

Managing the rehearsal schedules.  Sending newsletters or e-mails to give information about General meetings, shows, rehearsals, productions meeting and similar events.

Performing the Societies contract with the Member.

For the purposes of our legitimate interests in operating the society.

Supporters name, address, telephone numbers, e-mail address(es). Managing the Supporters interaction with the society.


Performing the Societies contract with the Member.

For the purposes of our legitimate interests in operating the society.

The names and e-mail address of audience members Managing the audience member’s for current show booking and future shows. Performing the Societies contract with the Audience member and their Legitimate interest in hearing about current and future productions.
Emergency contact details Contacting next of kin in the event of emergency Protecting the Member’s vital interests and those of their dependants
Date of birth / age related information Managing membership categories which are age related


Performing the Societies contract with the Member.
Gender Provision of adequate facilities for members.






For the purposes of our legitimate interests in making sure that we can provide sufficient and suitable facilities (including changing rooms and toilets) for each gender.
Medical information for Members and backstage crew Provision of adequate facilities and medical care for Members For the purpose of the Members interest in order to make sure adequate medical care can be provided if required.
Photos and videos of members and during rehearsals and performing on stage Putting on the Society website and social media pages and using in press releases. Consent.  We will seek the Member’s consent on their membership application form and the Member may withdraw their consent at any time by contacting us by e-mail or letter.
Bank account details of the member or other person making payment to the Society Managing the Member’s and their dependants’ membership of the Club, the provision of services and events. Performing the Societies contract with the Member.  To ensure future payments made have less risk of error.
Production Teams name, address, email addresses, phone numbers Managing the Production team for each show. For the purposes of our legitimate interests in ensuring that we can contact those individuals and provide details of the production team to members.


  1. How we protect your personal data

4.1                   We will not transfer your personal data outside the EEA without your consent.

4.2                   We have implemented generally accepted standards of technology and operational security in order to protect personal data from loss, misuse, or unauthorised alteration or destruction.  We will notify you promptly in the event of any breach of your personal data which might expose you to serious risk.

4.3                   Please note however that where you are transmitting information to us over the internet this can never be guaranteed to be 100% secure.

4.4                   For any payments which we take from you online we will use a recognised online secure payment system.

4.5                   We will notify you promptly in the event of any breach of your personal data which might expose you to serious risk.

  1. Who else has access to the information you provide us?

5.1                   We will never sell your personal data. We will not share your personal data with any third parties without your prior consent (which you are free to withhold) except where required to do so by law or as set out in the table above or paragraph 5.2 below.

5.2                   We may pass your personal data to third parties who are service providers, agents and subcontractors to us for the purposes of completing tasks and providing services to you on our behalf (e.g. to print newsletters and send you mailings).  However, we disclose only the personal data that is necessary for the third party to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own purposes.

5.3                   Epsom Players management committee will have access to your personal data but only to legitimately perform the societies functions.

5.4                   Personal data such as your name, personal biography and photograph may also be used in show programmes, which will be sold to the general public and /or distributed to other members and supporters.

  1. How long do we keep your information?

6.1                   We will hold your personal information indefinitely after you first become a member or supporter of the Society. We keep your information because you may resume your connection with the Society.

6.2                   We securely destroy all financial information once we have used it and no longer need it.  Your financial data might be stored by our bank to provide an audit trail for any payments to the Society or payments to you.  In these circumstances we have made sure that Bank complies with paragraph 5.2. The financial information will only be stored in this way.

6.3                   We will review your personal data every year to establish whether we are still entitled to process it.  If we decide that we are not entitled to do so, we will stop processing your personal data except that we will retain your personal data in an archived form to be able to comply with future legal obligations e.g. compliance with tax requirements and exemptions, and the establishment exercise or defence of legal claims.

  1. Your rights

7.1          You have rights under the GDPR:

(a)          to access your personal data

(b)          to be provided with information about how your personal data is processed

(c)           to have your personal data corrected

(d)          to have your personal data erased in certain circumstances

(e)          to object to or restrict how your personal data is processed

(f)           to have your personal data transferred to yourself or to another business in certain circumstances.

7.2         You have the right to take any complaints about how we process your personal data to the Information Commissioner: https://ico.org.uk/concerns/ 0303 123 1113.


For more details, please address any questions, comments and requests regarding our data processing practices to our Data Protection Manager Darren Flick, treasurer@epsomplayers.com .