Privacy Policy

Outside In Theatre is committed to protecting your personal information and being transparent about what information we hold about you. We want you to be confident that we are using your data responsibly and you can tell us to stop using your data whenever and if you want to.

The purpose of this policy is to give you a clear explanation about how we collect your personal data, how we keep it secure and how we use the information we collect from you.


Outside In Theatre, a not-for-profit company, is the Data Controller of your personal information. We will ensure your personal information is used and stored in accordance with the Data Protection Act (DPA 2018) and the UK General Data Protection Regulation (UK GDPR).


This policy may change as we update and develop our activities and projects – it was last updated on 20 April 2023. Updates will be posted to this page on our website and we may inform you of changes by email where appropriate.


This policy explains:


  • What information we may collect about you
  • In what situations we may disclose your details to third parties
  • Your rights to access the data we collect about you
  • How we may use, store and delete that information

Our 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.
Email: Tel: 07810 803541.
Our postal address is: Oxford House, Cliftonville, Northampton, NN1 5BE.
Our website address is:


What type of information we have

We currently collect and process the following information:


  • Personal identifiers, contacts and characteristics (for example, name and contact details)
  • Freelance workers & individual supplier’s information, contact and bank details (for example, artists, printers, designers etc if they can be identified through this data)
  • Information provided to us in the form of job applications
  • Information provided to us by participants in events


How we get the information and why we have it

Most of the personal information we process is provided to us directly by you via email sign up, paper feedback form or in information you have shared with us in a job application or in the course of agreeing a contract. We collect it for one of the following reasons to:


  • Promote upcoming events to you via our mailing list
  • Promote opportunities to get involved with our work 
  • Make announcements specific to a project or piece of work we are making 
  • Provide you with information about events you have signed up to
  • Make general announcements about Outside In Theatre as an organisation
  • Recruit and contract freelance workers for projects or to provide Outside Theatre with services
  • Pay individuals we work with
  • Partner with individuals on project development or delivery
  • Process your purchases from our online shop.


Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are: 


  • Your consent. You are able to withdraw your consent at any time. You can do this by contacting 
  • We have a contractual obligation. 
  • We have a legitimate interest.


What we do with the information


We aim to communicate with you about the work that we do in ways that you find relevant, timely and respectful. For email communications, we use your opt-in consent to be contacted in this way as our legal basis (for example, when you join our mailing list on our website). We will give you an opportunity to opt out of receiving our email communications every time we contact you. 


We process personal information in the following ways that are within our legitimate organisational interests:


  • We may analyse data we hold about you to ensure that the content and timing of communications that we send you are as relevant to you as possible.
  • We may analyse data we hold about you in order to identify and prevent fraud.
  • We may analyse anonymised data to learn about audience behaviour within our work and use this information to inform future works.
  • In order to improve our website, we may analyse information about how you use it and the content that you interact with.
  • We may use the information we collect to help us to understand your interests and preferences. We may also use publicly available information about you from sources such as public registers, online (including records that you have made public on social media) or the electoral roll. This information helps us to communicate with you in a relevant way, in particular when we are approaching you about potential philanthropic support. This enables us to raise funds sooner and in a more tailored way than we otherwise would.

In all of the above cases we will always keep your rights and interests at the forefront. You have the right to object or withdraw your consent for us to process your data. If you wish to exercise this right, please use the contact details below. Please bear in mind that if you object, it may affect our ability to carry out tasks that help us improve our service. 


Third Parties

We regularly collaborate with other artists, organisations and partners and we will only share an individual’s data where consent has been sought and given. Outside In Theatre may include information about events and projects by third parties who we have worked with, or who we believe have similar values and artistic aims, through our social media channels or email communications. 

Under no circumstances will we ever sell personal data to anyone. There are certain circumstances under which we may disclose, or be obliged to disclose, your personal information to third parties. These are as follows:


  • To our own service providers who process data on our behalf and on our instructions (for example our ticketing system software provider). In these cases we require that these third parties comply strictly with our instructions and with data protection laws, for example around security of personal data. Where we are under a duty to disclose your personal information in order to comply with any legal obligation (for example to government bodies and law enforcement agencies).
  • We may share reports about audience behaviour within our projects in anonymised form with our commissioners, partners and general audiences to share industry learning and best practice. Such reports will use anonymised data only.
  • If there is a lawful reason to do so, such as where safety may be at risk in line with our Safeguarding Policy.


Google Analytics

Outside In Theatre’s website uses Google Analytics cookies to track anonymous usage statistics and does not collect any personal information that can be used to identify you. This data helps us analyse web page usage and improve our website in order to tailor it to our audience needs. Google Analytics stores information about what pages you visit, how long you are on the site, how you got there and what you clicked on.

You can opt out of being tracked by Google Analytics across all websites you visit by installing a browser plugin at


If you just want to find out more information about Google’s privacy policy then please click here:



We use YouTube for providing videos across the website.  To find out more about embedding videos and YouTube’s privacy policies please click here for Youtube which is managed by Google: 


Embedded content from other websites

Our site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.


These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.


How we store your information

We only hold email addresses in our mailing list database for people who have previously opted in to be contacted by us as defined above.

Our database is cleaned every May to ensure the data we hold is accurate. We’ll give you the opportunity to opt-in again in the process of cleaning the database.


We hold names, addresses, email addresses, bank details for the purposes of paying freelance workers and other individual suppliers in a locked spreadsheet that is stored on a password protected device. These data are collected during recruitment, contracting, or through partnership building and project delivery and stored as follows:


  • Unsuccessful job applicants, we’ll keep your data for 6-12 months.
  • Freelance workers, we’ll keep your data for 6 years after you end your contract with us, in line with the amount of time we would keep the data of employees.
  • Individual suppliers, we’ll keep your data for 6-12 months after we’ve stopped working with you.


Your data protection rights

Under data protection law, you have rights including:


Your right of access – You have the right to ask us for copies of your personal information.

Your right to rectification – You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing – You have the right to ask us to restrict the processing of your information in certain circumstances.

Your right to object to processing – You have the right to object to the processing of your personal data in certain circumstances.

Your right to data portability – You have the right to ask that we transfer the information you gave us to another organisation, or to you, in certain circumstances.


You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at if you wish to make a request.


For example, you can request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.


How to complain

You can complain to the ICO if you are unhappy with how we have used your data.

Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, SK9 5AF. 

Helpline number: 0303 123 1113

This policy was reviewed, amended and approved on 20.4.23

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