Privacy Policy

SquirrelARTS is committed to protecting your privacy, including online, and in the transparent use of any information you give us. This policy sets out what information we may hold about you if you provide it, and how that data will be used. If you have any queries please contact us at or by using the contact details at the end of this policy.

What information we collect
Information you give us
You give us your personal information when you buy a ticket in person, on the phone or online. You also give us your information when you sign up to our mailing or e-mail list, make a donation, join our membership scheme or communicate with us. We will store personal information you provide including name, address, telephone number and email address. We will also store a record of your purchases and donations.

Information about your interactions with us
We will keep a record of emails we send you and we may track whether you receive or open them, which links you have clicked on and whether you have made a subsequent purchase online. When you visit our website, we may analyse how you interact with our content.

Sensitive information
Data Protection law recognises that certain categories of personal information are more sensitive such as health information, race, religious beliefs and political opinions. We do not usually collect this type of information about our patrons unless there is a clear reason for doing so.

How we keep your data secure
Your personal data will be held on the SquirrelARTS system or on systems managed by suppliers on behalf of SquirrelARTS. All details provided when purchasing tickets including personal details and purchase history are held by BookWhen who act as the booking platform for SquirrelARTS. Access to BookWhen is strictly controlled and only accessed by people who need it to do their job.

How we will use your data
Communication about events you are attending

We will contact you by email or telephone with any essential information regarding any event you have purchased tickets for e.g. cancellations, timings, reschedules etc. and to collect feedback following the event under the fulfilment of contract basis. If you do not provide us with your personal information when purchasing your ticket, we will not be able to contact you regarding any changes to your event.
If we run an event in partnership with another named organisation your details may need to be shared in order that they can help us run the event.

Membership Scheme
When you sign up to our membership scheme, we will contact you by email or post with information about your membership and benefits of your membership scheme, for example renewal information, show releases and invitations to events under the fulfilment of contract basis.

Marketing communications
We want to communicate with you about the work that we do in a way that is relevant and reasonable. To do this, we use data we have stored about you such as contact details, previous purchases and preferences. We will provide you with information on forthcoming events, offers and our fundraising efforts where appropriate.
The first time you give us your details, we will ask you if you consent to receive different types of marketing communication from us. If you give your consent but then change your mind at any time, you can let us know you would like to opt-out by updating your preferences in your BookWhen account, unsubscribing from future emails, or by contacting us at

If we already hold your details and you are currently opted in to receive marketing communications from us, we will continue to contact you using our legitimate organisational interest until we are able to update your consent preferences or hear from you otherwise. You can change your preferences or opt-out of further communications through your BookWhen account, unsubscribing from future emails, or by contacting us at

Debit and credit card information
If you use your credit or debit card to purchase from us or to make a donation, we will ensure that this is carried out securely and in accordance with the Payment Card Industry Data Security Standard (PCI-DSS). We do not store card details after the transaction is complete.

Photography and filming
From time to time SquirrelARTS may take photographs or record film of events or activities. These are used for marketing purposes, to document our work and to report to our funders.  All images are stored securely. Whenever photography or filming is taking place we ensure clear signage is placed in appropriate areas. At any time, you can ask the photographer or a member of staff not to be included in the photographs.

Website, cookies and browsing
Our website uses cookies. These cookies collect information about how visitors use a website, for instance, which pages visitors go to most often, and if they get error messages from web pages. These cookies don’t collect information that identifies a visitor. All information these cookies collect is aggregated and therefore anonymous. It is only used to improve how a website works.
You can prevent the action of cookies by adjusting the settings on your browser. Be aware that disabling cookies will affect the functionality of the website and may result in the disabling of certain features and functionality.

Our website uses secure server software (SSL) with 128-bit encryption: the industry standard for secure commercial transactions. It encrypts all of your personal information, including name, address and credit card number, so that it cannot be read as the information travels over the internet. While on a secure page, such as a donation form, the lock icon on web browsers becomes locked, as opposed to un-locked, or open, when you are just surfing. Additionally, our choice of payment provider means we never hold your credit card details on our website.

Third parties and data processing services
Visiting artists and companies
When booking tickets for some events you may be asked if you consent to have your contact details shared with the visiting artist or company providing the performance you are booking. This allows them to analyse their audiences and contact you directly about their work. If you choose to opt-in we will pass your details on to those companies. They, in turn, will provide you with their own privacy policy within 30 days and provide a means for you to opt-out of receiving further information from them.
We will share your data with certain data processors to allow us to deliver our services to you. More information on each of our current data processors is below.

Any online payments are processed securely via Paypal.

Our post-event and service feedback is collected using, a standard feedback online platform. As a default, responses are recorded anonymously. Where users choose to submit their contact details (usually name, email address and telephone number) at the end of the survey, these will be stored securely on our Survey Monkey account. Individual responses to surveys can be deleted by request.


Our email communications are processed via (an industry-standard bulk email system) in order to maintain your subscription. If we email you to collect post-event feedback, if you sign up to our membership scheme or if you choose to receive marketing emails from us, MailChimp will hold your name and email address, as well as records of emails we have sent to you and your activity within these emails. All email communications via will provide you with a means to unsubscribe from further feedback collection and marketing email communications from us.

We ensure that our third-party service providers who handle data outside the UK or EU, for example through data servers or relays, adhere to the EU-US Privacy Shield.

Maintaining your personal information
We store your personal information so that for any subsequent purchases you make we are able to link them back to a single unique record that we hold for you on our system. If there are aspects of your record that are inaccurate or that you would like to remove, please use the contact details at the end of this policy. Customer data on BookWhen and MailChimp will be removed after 6 years of customer inactivity. Any contact details submitted to Survey Monkey will be deleted after 1 year. Any objections you make to any processing of your data will be stored against your record on our system so that we can comply with your requests.

Your rights
Under the GDPR, you may at any time request a copy of the information we hold on you by contacting us or ask for rectification of inaccurate personal details.  You can also request the erasure of your personal data in any of the specific circumstances set out in Article 17 of the GDPR. Please use the contact details at the end of this policy if you would like to exercise this right.

Contact details
Please get in touch with us if you have any questions about any aspect of this privacy policy, and in particular if you would like to object to any processing of your personal information that we carry out for our legitimate organisational interests.

We can be contacted at the below address:

We may review and update this Privacy Policy. This version is current from 01 Aug 2020. This Privacy Policy works hand-in-hand with our internal data protection policy. Our trustees review both documents annually.

35, Windsor Avenue