Privacy Policy

CADS wishes at all times to respect the privacy of those with whom we come into contact. At the same time, we request that anyone wanting to reuse or disseminate any material found on this web site should first obtain written permission from one of the officers of the Society whom you can contact via the Contact us page of the website.

1. Your personal data – what is it?

Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation (the “GDPR”).

2. Who are we?

Cranbourne Amateur Dramatic Society (CADS) Committee is the data controller (contact details below). This means it decides how your personal data is processed and for what purposes.

3. How do we process your personal data?

CADS complies with its obligations under the “GDPR” by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.

We use your personal data for the following purposes: -

• To enable us to provide a voluntary service for the benefit of the members and the public as specified in our Constitution;

• To administer membership records;

• To raise funds and promote the interests of the society;

• To manage our volunteers;

• To maintain our own accounts and records (including the processing of any donations);

• To inform you of news, events, activities and performances running at CADS and other local groups;

• To share your contact details, specific interests and previous participation with the director and or producer of a show so that they can keep you informed about read-throughs, auditions, rehearsals of shows to be staged by CADS and events, activities and performances that will be organised by CADS or other groups in the area in which you may be interested.

• To celebrate our activities, promote upcoming productions, and engage with our members and the wider community through media channels: print, web, radio and social media

4. Our Use of media channels (including social media)

4.1. General Principles

The Society uses media channels (including social media) to celebrate our activities, promote upcoming productions, and engage with our members and the wider community. We currently use social media platforms including Facebook, Instagram, X (formerly Twitter), and  YouTube. We often engage with media such as Round & About magazines, online publications, Fringe publications when on tour, and local radio such as Radio Berkshire

Our presence on these platforms is intended to be a positive and respectful space. This section outlines how we handle personal data, primarily photographs and videos, in this context.

4.2. Photography and Videography

By its nature, theatre is a public-facing activity. We regularly take photographs and videos at rehearsals, performances, workshops, and social events. These may be used for:

Promotional purposes: On social media, our website, posters, and local press to advertise our shows and attract new members.

Archival purposes: To maintain a record of the Society’s history and achievements.

Community engagement: To share the process and fun of creating theatre with our followers.

Preparation for performances: reviewing rehearsal footage for example

4.3. For Our Members (Cast, Crew, and Volunteers)

When you join the Society and participate in a production or event, you acknowledge that you may be photographed or filmed for the purposes listed above.

We will often credit individuals by name in photo captions (e.g., "Jane Doe as 'Juliet'"). We may also tag your personal social media profile if you have provided it or if it is publicly available.

Your Right to Object: If you are a member and do not wish to be featured in promotional photographs or videos, please inform a member of the Committee in writing. While we will make every reasonable effort to accommodate your request, it may not always be possible to exclude you from wide-angle group shots or performance recordings. If you see a specific image of yourself online that you are uncomfortable with, please see section 8.6.

4.4. For Our Audience and the Public

We will place clear notices at the entrance to our performance venues and events, informing attendees that official photography and filming may be taking place.

By attending the event, you consent to being included in crowd or audience shots.

We will not deliberately focus on individual audience members without a specific reason and their verbal consent (e.g., for a testimonial).

4.5. Children and Vulnerable Adults

The safeguarding of children (persons under 18) and vulnerable adults is paramount.

We will not publish an individual, identifiable image of a child without the express written consent of a parent or legal guardian.

Where possible, we will avoid naming children in photo captions. If a name is required for context (e.g., in a cast list), we will only use a first name unless we have specific parental consent to use their full name.

4.6. Requesting Removal of Content

We want everyone to feel comfortable with our online presence. If you see a photograph or video of yourself on one of our official social media channels that you wish to have removed, please follow these steps:

Take a screenshot or copy the link to the content in question.

Request removal via the "Contact us" page of our website. Clearly state your name, your relationship to the Society (e.g., member, audience member), and the reason for your removal request.

We will review all requests promptly and, where it is within our power to do so, we will remove the content from the social media platform we control. Please note that once content has been shared online, we cannot control its spread by third parties.

4.7. Interacting With Our Pages

We welcome comments, shares, and messages on our social media pages. However, we expect all interactions to be respectful and lawful. We reserve the right to hide or delete comments and block users who post content that is offensive, defamatory, spam, or breaches the platform's terms of service.

Please do not share sensitive personal information (e.g., your home address, phone number) in public comments. If you need to share such information with the Society, please do so via a private message or email.

4.8. Third-Party Platforms

Please be aware that social media platforms like Facebook and Instagram are third-party services with their own privacy policies. Our policy covers the content we post and manage, but your interaction with the platform itself is governed by their terms and conditions.

5. What is the legal basis for processing your personal data?

• Processing your personal information in the Society's legitimate interests, or

• Explicit consent, or 

• Processing carried out by a not-for-profit body with a philosophical aim and: 

  •  the processing relates only to members or former members (or those who have regular contact with it in connection with the Society’s purposes); and

  •  there is no disclosure to a third party without consent.

6. How long do we keep your personal data?

We  will retain your personal information only for as long as is necessary for the purposes set out in this Privacy Policy. We will retain and use your information to the extent necessary to comply with our legal obligations, resolve disputes, and enforce our policies.

7. Your rights and your personal data

In certain circumstances, you have the following data protection rights under law:

• The right to access, update or to delete the information we have on you.

• The right of rectification.

• The right to object.

• The right of restriction.

• The right to data portability

• The right to withdraw consent

8. Cookies and Web Beacons

8.1 Like any other website, the Society uses ‘cookies'. These cookies are used to store information including visitors' preferences, and the pages on the website that the visitor accessed or visited. The information is used to optimise the users' experience.

8.2 Privacy Policies

Third-party ad servers or ad networks use technologies like cookies, JavaScript, or Web Beacons that are used in their respective advertisements and links that appear on the Society's web site, which are sent directly to users' browser. They automatically receive your IP address when this occurs. These technologies are used to measure the effectiveness of their advertising campaigns and/or to personalize the advertising content that you see on websites that you visit.

Note that the Society has no access to or control over these cookies that are used by third-party advertisers.

8.3 Third Party Privacy Policies

The Society's Privacy Policy does not apply to other advertisers or websites. Thus, we are advising you to consult the respective Privacy Policies of these third-party ad servers for more detailed information. It may include their practices and instructions about how to opt-out of certain options.

You can choose to disable cookies through your individual browser options. To know more detailed information about cookie management with specific web browsers, it can be found at the browsers' respective websites.

9. Consent

By using our website, you hereby consent to our Privacy Policy and its Terms and Conditions.

10. Contact Details

To exercise all relevant rights, queries or complaints in the first instance please contact the Society via the "Contact us" page of this website.