Privacy Policy

Introduction

Back to Back Theatre is committed to protecting your personal information, being transparent about what data we hold and giving you control over how we use it.The purpose of this Privacy Policy is to give you a clear explanation about how we use the information we collect from you.

About us

We are a registered business is Australia (ABN: 95 834 484 241) and also a registered charity with the Australian Charities and Not-For-Profits Commission, with business details as set out below. You can contact us as follows:

Business Name: Back to Back Theatre Inc
Visit us: Back to Back Theatre, 60 Little Mallop Street, Geelong, Victoria, Australia 3220
Write to us: PO Box 1257, Geelong, Victoria, Australia 3220
Email Us: info@backtobacktheatre.com
Phone us: (03) 5221 2029

How do we collect personal information?

We collect your information when you sign up to receive updates from us by email and other digital channels and when you contact us for more information. We also monitor how audiences use the website to help us understand how it could be improved.

We collect personal information when you:

1. Sign up to our mailing and agree to receive emails from us
2. Contact us by phone e.g. to enquire about presenting a Back to Back Theatre work
3. Contact us by post, e.g. by sending a donation
4. Buy tickets to a performance that we are presenting e.g. Theatre of Speed
5. Participate in CAMP or a workshop
6. Attend an event by invitation, such as a fundraising event or opening night performance.
7. From time to time, we may also get data about you from third parties. For more information see the next section.

What information do we collect from you?

We only collect the information that’s necessary to carry on our business, provide the particular product or service you’ve requested and to keep you informed. There are occasions when you can choose not to give us certain information, but this may mean that we cannot provide you with certain products or services and that our communications are less relevant and personalised. For example, you may not hear about an event that we think would appeal to you.

The type of information we collect depends on where and when it is gathered. Read on to find out more.

Information we obtain directly from you:When you sign up to our mailing list, purchase tickets or contact us directly by phone, post or email we need to collect information from you in order to provide the service or information you are requesting.

We collect the following information in this process: First and last name; Email address; Country; Contact phone number(s); Address; Postcode

If you have specific needs, such as a disability, we collect: Details of your disability (if relevant); Contact details of your support worker or other relevant people; Details of any special needs that we would need to accommodate

When you visit our website, we may collect the following information: Automatically populated IP address: a public IP address is a unique number which allows a computer, group of computers or other internet connected device to browse the internet. The log file records the time and date of your visit, the pages that were requested, the referring website (if provided) and your internet browser version.

If you contact us with feedback online, by email, by phone or in person, we keep a record of the correspondence on our database to help us improve customer service.

Information we receive from third parties:In certain circumstances, your information will be shared with us by third parties. For example:

• Venues and presenters: performance spaces may share data audience data with us, if you have given them permission to share your data with us
• Service providers: we collect personal information from our website developer, IT support provider, payment services provides and agents who sell tickets on our behalf
• Social media plugins: we may use social media plugins from the following service providers who are based both inside and outside on Australia: Facebook and Twitter. Such plugins allow you to register with us using your social media account, and you will be aware when this is happening. By providing your social media account details you are authorizing that third party to share with us certain information about you.;
• Employers and referees: if you are a job applicant we may contact your recruiter, current and former employers and/or referees, who may be based inside or outside of Australia, to provide information about you and your application.

We might also receive information about you from third parties if you have indicated to such third party that you would like to hear from us.

Why do we collect this information, and what do we do with it?

The main reasons we collect information are to provide a service you have requested, to keep you up to date with news and events, to personalise your communications, or to contact you if we need to obtain or provide additional information. The information we collect also helps us understand how we can best meet their needs.

We will use your information for the purposes listed below either on the basis of:

• performance of your contract with us and the provision of our services to you;
• your consent (where we request it);
• where we need to comply with a legal or regulatory obligation; or
• our legitimate interests (see below for further information).

Specifically, we use the information we collect from you in the following ways:

To send you marketing communications. We will use your personal information to:

• keep you up-to-date with news, offers, events and information, and let you know about opportunities to support our work (where you have provided your consent or on the basis of our legitimate interests to provide you with marketing communications where we may lawfully do so).
• send information by post about how you can support Back to Back Theatre (on the basis of our legitimate business interests to seek support); and
• send marketing information to companies and organisations about ways to support us (on the basis of our legitimate business interests to promote Back to Back Theatre.

To manage your booking or purchase with us. We will use your personal information to:

• fulfil ticket and donation requests (on the basis of performing our contract with you);
• process payments (on the basis of performing our contract with you). Please note that Back to Back does not store any Credit Card or other payment information once the transaction has been
• provide good customer service at the theatre or by phone (on the basis of performing our contract with you or on the basis of our legitimate interests to provide you with customer service); and
• contact you with important information relating to your booking or purchase, such as confirming your order, reminding you of an upcoming performance you’ve booked for or letting you know about cast changes, travel disruption or changes to event times that may affect your visit (on the basis of performing our contract with you or on the basis of our legitimate interests to provide you with service information).

To provide you with special assistance, if required (on the basis of our legitimate interests to provide you with assistance or where you have provided your consent when you have provided sensitive information about your health).

To personalise your experience (on the basis of our legitimate interests to present you with the right kinds of products and services). We will use your personal information to:

• help us target our marketing communications so that they’re more relevant to you.
• keep track of your interests and preferences so that we can contact you with information that is relevant to you;
• show you advertising on such Social Media platforms as Facebook and Instagram or via other third party advertising that may appear on other websites you use. You can opt-out of targeted advertising(please note that you may not see fewer ads, but they will be less relevant to your interests);

To conduct research (on the basis of our legitimate interests to improve our products, services and customer service). We will use your personal information:

• for classifying our audiences into groups or segments, using information from bookings and digital interactions, and publicly available information. We do this to better understand our audience and tailor messaging accordingly;
• to measure and understand how our audiences respond to a variety of marketing activity so we can ensure our activity is well targeted, relevant and effective;
• to undertake audience research via an online or telephone survey or in person. Participation in these is entirely voluntary, so you can choose whether or not to disclose any information requested. We will make it clear whether your response to surveys is anonymous or not and, should you provide any further information, the Back to Back Theatre will inform you how it will be used;
• to analyse and continually improve the services we offer including our artistic programme, our website and our other products;
• to help us run the test version of our website that we use internally to pilot new features and ensure the smooth running of our web services; and
• to help diagnose and manage the website, to audit the geographical make-up of users, and to establish how they have arrived at the website.

To ensure security and protect our business interests. In certain circumstances, we use your information to ensure the security of our services, buildings, and people, including to protect against, investigate and deter fraud, unauthorised or illegal activities, systems testing, maintenance and development (on the basis of our legitimate interests to operate a safe and lawful business or where we have a legal obligation to do so).

To comply with our legal obligations. In certain circumstances, we will need to use your information to comply with our legal obligations, for example to comply with any court orders or subpoenas, carry out due diligence in accordance with statutory regulations or keep our database accurate and relevant.

To identify individuals for memberships and philanthropic support (on the basis of our legitimate interests to seek support, promote fundraising or legacy campaigns by post to a select number of our supporters, issue invitations to some of our fundraising events). We explain this further below.

In addition to general use of the internet for research we make use of company, director and shareholder information from publicly available, officially registered information providers.

We may also use publicly sourced images to help identify individuals who attend our special events.

Legitimate interests

Where we refer to using your information on the basis of our ‘legitimate interests’, we mean our legitimate business interests in conducting and managing our business and our relationship with you, including the legitimate interest we have in:

• personalising, enhancing, modifying or otherwise improving the services and/or communications that we provide to you;
• detecting and preventing fraud and operating a safe and lawful business;
• improving security and optimisation of our network, sites and services; and
• providing you with customer service.

Where we use your information for our legitimate interests, we make sure that we take into account any potential impact that such use may have on you. Our legitimate interests don’t automatically override yours and we won’t use your information if we believe your interests should override ours unless we have other grounds to do so (such as your consent or a legal obligation). If you have any concerns about our processing please refer to the ‘How can you manage your personal information?’ section below.

Where is your information?

We’re committed to protecting your personal information. We adopt robust and appropriate technologies and policies to protect it from unauthorised access and improper use. In addition, whenever we transfer your personal data, we ensure a similar degree of protection is afforded to it.

As part of the services offered to you, the personal information you provide may be transferred to countries outside of Australia. By way of example, this may happen if any of the computer servers used to host the website are located overseas. If Back to Back transfers your personal information outside of the country in this way, we will take steps to ensure that your privacy rights continue to be protected as outlined in this privacy policy.

How long do we keep your data?

We will keep your information only for as long as is reasonably necessary for the purposes set out in this Privacy Policy and to fulfil our legal obligations. We will not keep more information than we need.

Is personal information shared with any third parties?

Back to Back Theatre will never share, sell, rent or trade your personal information to any third parties for marketing purposes without your prior consent. We will ask for your consent to share personal information with arts organisations who have collaborated with us on shows you have seen.

Some of our service providers may have access to your data in order to perform services on our behalf (payment processing is a good example of this) or to advise us (such as legal advisors). We make sure anyone who provides a service for Back to Back enters into an agreement with us and meets our standards for data security. They will not use your data for anything other than the clearly defined purpose relating to the service or advice that they are providing.

We may also disclose personal information to appropriate third parties to assist in anti-fraud checks and investigations.

How can you manage your personal information?

You can access and amend the personal information that we hold for you, or request that we stop contacting you at any time.

To do this you can contact us by phoning, emailing, or writing using our contact details set out at the top of this Privacy Policy.

You have certain rights in respect of the information that we hold about you, including:

• the right to be informed of the ways in which we use your information, as we seek to do in this Privacy Policy;
• the right to ask us not to process your personal data for marketing purposes;
• the right to request that we correct or rectify any information that we hold about you which is out of date or incorrect;
• the right to lodge a complaint about our handling of your personal data with the Victorian Privacy Commissioner, or other relevant body in your home state or country.
• the right to withdraw your consent for our use of your information in reliance of your consent (refer to “Why do we collect this information, and what do we do with it?”   above to see when we are relying on your consent), which you can do by contacting us using any of the information at the top of this Privacy Policy;
• the right to object to our using your information on the basis of our legitimate interests (refer to “Why do we collect this information, and what do we do with it?” above to see when we are relying on our legitimate interests) (or those of a third party)) and there is something about your particular situation which makes you want to object to processing on this ground;
• the right to receive a copy of any information we hold about you in connection with the performance of our contract with you or on the basis of your consent (or request that we transfer this to another service provider) in a structured, commonly-used, machine readable format, in certain circumstances; and
• the right to ask us to limit or cease processing or erase information we hold about you in certain circumstances.

How to exercise your rights

• You may exercise your rights above by contacting us using the details at the top of this Privacy Policy and we will comply with your requests unless we have a lawful reason not to do so.
• Every email we send to you will include details on how to change your communications preferences or unsubscribe from future communications.

What we need from you to process your requests

• We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
• You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances. We will try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

Please note that we may need to retain certain information for our own record-keeping and research purposes. We may also need to send you service-related communications relating to your website user account even when you have requested not to receive marketing communications.

Are you under 18?

If you are under 18, please ensure that you obtain your parent/guardian’s consent beforehand whenever you provide personal information to the website. If you don’t have that consent, you must not provide personal information to us.

Changes to this Privacy Policy and your duty to inform us of changes

We may make changes to this Privacy Policy from time to time. We will post any changes to our site and/or notify you of any material changes by e-mail.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us by contacting us via the contact details at the top of this Privacy Policy.

This Privacy Policy was last updated on 26 June 2018.