Privacy Policy

Last updated: 1 November 2025

KOS Musical Theatre Company (“KOS”, “we”, “us”, “our”) is an unincorporated musical theatre organisation based in the United Kingdom. We are committed to protecting the personal data of our members, supporters, participants, website visitors, and anyone who interacts with us. This Privacy Policy explains how we collect, use, store, and protect your personal information, in line with UK data protection law including the UK GDPR and the Data Protection Act 2018.

1. Who We Are

KOS Musical Theatre Company
Email: data@kosmtc.co.uk
Website: https://kosmtc.co.uk

As an unincorporated organisation, the committee collectively acts as the data controller for all personal data we handle.

2. What Personal Data We Collect

We collect different types of data depending on how you interact with us:

A. Website Visitors

  • Name and contact details (if submitted through forms)

  • Email address (e.g., newsletter sign-up)

  • Technical data (IP address, browser type, cookies, analytics)

B. Members and Performers

Stored in our secure membership database:

  • Name, address, telephone number, email

  • Emergency contact details

  • Date of birth (if required for safeguarding)

  • Membership status and payment records

  • Participation information (shows, auditions, roles)

  • Medical or access information only where voluntarily provided and relevant to participation

C. Supporters and Ticket Buyers

  • Name and contact details

  • Payment and transaction information (processed securely by third-party providers)

  • Marketing preferences

D. Volunteers and Committee Members

  • Contact information

  • Role information

  • DBS details if applicable

3. How We Collect Your Data

We collect data:

  • When you complete online forms

  • When you become a member

  • When you audition or participate in productions

  • When you join our mailing list

  • When you visit our website (via cookies and analytics)

  • When you contact us by email or phone

  • When you buy tickets (via third-party ticketing providers)

4. Why We Use Your Data (Lawful Basis)

We use personal data under the following lawful bases:

Performance of a Contract

  • Managing your membership

  • Communicating about rehearsals, performances, fees, and company activity

Legitimate Interests

  • Promoting productions and activities

  • Managing auditions and participation

  • Maintaining organisational records

  • Ensuring site security and functionality

Consent

  • Sending marketing or promotional emails

  • Collecting optional medical or access information

  • Website cookies where required

Legal Obligations

  • Safeguarding responsibilities (if working with children or vulnerable adults)

  • Financial record-keeping

5. How We Use Your Data

We may use your data to:

  • Administer membership and participation

  • Communicate with you about productions, rehearsals, and events

  • Process payments for membership or tickets

  • Maintain internal records

  • Send newsletters (with your consent)

  • Improve our website and services

  • Comply with safeguarding or legal obligations

We do not sell your data.

6. Sharing Your Data

We may share your data with:

  • Ticketing or payment processors (e.g., Ticketsource, Stripe, PayPal)

  • Email or cloud service providers (e.g., Google Workspace, Mailchimp, Microsoft)

  • Theatre venues (limited data where necessary for access, health & safety)

  • Emergency services if required in urgent situations

All third-party services are required to comply with UK GDPR standards.

We will never share personal data for marketing purposes with external organisations.

7. Children’s Data

If we work with under-18s, we collect only data necessary for:

  • Contact with parent/guardian

  • Safeguarding or participation needs

We do not contact minors directly without parental consent.

8. How Long We Keep Your Data

We retain data only for as long as necessary:

  • Member records: up to 3 years after membership ends

  • Participation/audition records: up to 3 years

  • Financial records: 6 years (legal requirement)

  • Marketing emails: until you unsubscribe

  • Medical/safeguarding data: only as long as is strictly necessary

Data is then securely deleted or anonymised.

9. How We Store and Protect Your Data

We use reasonable technical and organisational measures to protect your data, such as:

  • Password-protected systems

  • Limited access for authorised committee members

  • Secure online storage providers

  • Encryption where appropriate

  • Regular reviews of member data

10. Your Data Protection Rights

Under UK data protection law, you have the right to:

  • Request access to your personal data

  • Request correction of inaccurate data

  • Request deletion of your data (“right to be forgotten”)

  • Restrict or object to certain types of processing

  • Withdraw consent at any time (for marketing or optional data)

  • Request data transfer (data portability)

To exercise these rights, contact us at: data@kosmtc.co.uk

11. Cookies and Website Tracking

Our website may use cookies to:

  • Enable functionality

  • Track analytics and performance

  • Remember preferences

You can manage or disable cookies in your browser settings.

Full details are available in our Cookie Policy which can be found here.

12. External Links

Our website may contain links to external sites (e.g., social media, ticketing).
We are not responsible for their privacy policies or content.

13. Changes to This Privacy Policy

We may update this policy occasionally.
The most current version will always be available on our website.

14. Contact Us

If you have any questions about this Privacy Policy or your personal data, please contact:

KOS Musical Theatre Company
Email: data@kosmtc.co.uk
Postal address: 137 Main Road, Wellingborough, NN8 2UB

You also have the right to complain to the Information Commissioner’s Office (ICO) if you are unhappy with how we handle your data: https://ico.org.uk/

Social Media

© 2025. All rights reserved.