Privacy & Cookies

Upstagers Theatre Charity Ltd takes the privacy of our members, volunteers, audiences and website visitors seriously. This page explains what personal information we may collect, why we need it, how we use it and the choices you have.

Upstagers Theatre Charity Ltd is responsible for the personal information described in this notice.

Information we collect

Depending on how you interact with Upstagers, we may collect information including:

• your name and contact details;
• a parent or guardian's name and contact details where appropriate;
• information supplied when joining Upstagers, registering for an audition, taking part in a production or attending an Upstagers Academy activity;
• emergency contact and relevant medical, accessibility or safeguarding information where this is necessary for someone's safe participation;
• information required for child performance licensing and chaperoning;
• photographs, video and audio recordings made during rehearsals, performances and other Upstagers activities;
• correspondence you send to us; and
• information connected with ticket bookings, fees, purchases, payments or donations.

We only ask for information that we reasonably need for the purpose for which it is being collected.

How and why we use your information

We may use personal information to:

• administer membership, auditions, rehearsals, productions and Academy activities;
• communicate with members, parents, guardians, volunteers and participants;
• organise performances and allocate roles;
• keep participants safe and meet our safeguarding responsibilities;
• apply for licences and comply with other legal or regulatory requirements;
• manage ticket bookings, fees, purchases, payments and donations;
• maintain appropriate records of our activities; and
• promote Upstagers and its productions through our website, programmes, publicity and social media.

Under UK data protection law, organisations need a lawful basis for using personal information. Depending on the circumstances, Upstagers may rely on legitimate interests, contractual necessity, legal obligation or consent. Different lawful bases may apply to different activities.

Where we rely on consent, you can withdraw that consent at any time.

Children and young people

A large part of Upstagers' work involves children and young people, so we take particular care with their personal information.

We collect information about young people where it is needed to enable them to participate safely in our productions and activities, to communicate with them and their parents or guardians, and to meet safeguarding, licensing and other legal requirements.

We do not assume that parental consent is the appropriate legal basis for every use of a child's information. The basis we use depends upon why the information is needed and the circumstances in which it is being used.

Where information needs to be shared for safeguarding purposes, protecting a child or young person will take priority where appropriate.

Photographs, video and publicity

Photography and video are an important part of Upstagers' activities. We may photograph or record rehearsals, performances, workshops, awards and other events for purposes including publicity, programmes, social media, our website and our historical archive.

Where appropriate, members and parents or guardians will be told how images may be used and given an opportunity to raise any concerns.

If you have a concern about a photograph or recording of you or your child being used by Upstagers, please contact us.

Google Forms

We use Google Forms for some registrations and administration, including activities such as audition registration and collecting information needed for productions.

Information entered into these forms is processed using Google's services and is also available to authorised Upstagers personnel who need it for the relevant activity.

Google may process information in accordance with its own privacy policies.

Tickets

Online ticket sales are provided through TicketSource.

When you make a booking through TicketSource, the information you provide is processed through its service. Upstagers may receive information needed to administer your booking, such as your name, contact details, tickets purchased and payment status.

Your payment-card details are handled by the payment provider and are not stored by this website.

TicketSource has its own privacy policy explaining how it processes your information.

Donations

Online donations are provided through Enthuse.

When you make a donation through Enthuse, the information you provide is processed through its service. Upstagers may receive information needed to administer and acknowledge your donation, such as your name, contact details, donation amount and payment status.

Your payment-card details are handled by the payment provider and are not stored by this website.

Enthuse has its own privacy policy explaining how it processes your information.

Fees, merchandise and other payments

We use Square to process some payments, including fees, merchandise and other purchases.

When you make a payment using Square, information relating to the transaction is processed through Square's services. Upstagers may receive and retain information needed to administer the payment and maintain appropriate financial records.

Your full payment-card details are processed securely by Square and are not stored by Upstagers.

Square has its own privacy policy explaining how it processes your information.

How long we keep information

We keep personal information only for as long as it is reasonably required for the purpose for which it was collected, or where we need to retain it to meet legal, safeguarding, financial or administrative requirements.

Different types of information therefore have different retention periods. We periodically review the information we hold and delete or securely dispose of information that is no longer required.

Some photographs, programmes, cast lists and other material may be retained permanently as part of Upstagers' historical archive.

Who we share information with

We do not sell personal information.

Where necessary, information may be shared with people or organisations involved in running Upstagers' activities, such as authorised trustees, production teams, teachers, chaperones, local authorities, venues and service providers.

We may also share information where required by law or where this is necessary for safeguarding or protecting somebody's vital interests.

Cookies and this website

This website uses a small number of cookies and similar technologies to help it work properly and support embedded content.

We do not use cookies for advertising, behavioural profiling or visitor analytics.

Some pages may contain content provided by third-party services, such as video. Wherever practical, we use privacy-enhanced options for embedded content. Third-party services may nevertheless process information or store cookies when you interact with their content.

You can control or delete cookies using your web browser's settings.

Your rights

UK data protection law gives you rights over your personal information. Depending on the circumstances, these may include the right to:

• ask what personal information we hold about you;
• ask us to correct inaccurate information;
• ask us to delete information in certain circumstances;
• object to or restrict certain uses of your information;
• withdraw consent where we are relying on consent; and
• ask for a copy of information you have provided to us in certain circumstances.

If you have a question or concern about the way Upstagers uses your personal information, please contact us first and we'll do our best to help.

You also have the right to raise a concern with the Information Commissioner's Office (ICO).

Contact us

For questions about privacy or the information Upstagers holds about you, please contact:

Upstagers Theatre Charity Ltd
The Upstagers Barn
Rear Midland Hotel
Station Road
Ilkley
West Yorkshire
LS29 8HA

Email: upstagers@upstagers.org.uk

Changes to this notice

We may update this Privacy & Cookies notice from time to time to reflect changes in our activities, services or legal requirements.

Last updated: August 2026