GDPR Policy — Venue Partners

Northern Ballet Technical Equipment Management System

Last Updated: 24 April 2026

1. Data Controller

Northern Ballet Ltd ("we", "us") is the data controller for personal data processed through the Venue Dashboard. We comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Personal Data We Collect

Venue Contact Data: Contact name, email address, phone number, job title of venue staff who register through the dashboard

Access Data: Venue name, venue-specific access password, session data

Safeguarding Data: Safeguarding officer name, email, and phone number (if provided)

Technical Specifications: Uploaded venue technical specifications PDFs

Issue Reports: Venue issue descriptions and any associated photographs

Weight Submissions: Equipment weight data submitted by venue staff

3. Lawful Basis for Processing

Legitimate Interest (Article 6(1)(f)): Coordinating show fit-ups, sharing technical documentation, and managing venue logistics for touring productions

Performance of Contract (Article 6(1)(b)): Fulfilling venue hire agreements and production requirements

Legal Obligation (Article 6(1)(c)): Health & safety documentation sharing and safeguarding requirements

4. How We Use Your Data

Provide your venue with access to show-specific technical documents (ground plans, hanging plots, schedules, etc.)
Share relevant equipment information for your specific shows
Enable two-way communication between your venue and Northern Ballet's technical team
Share health & safety documentation including risk assessments and insurance
Record and track venue issues reported through the dashboard
Store your venue's technical specifications for production planning

5. What Data You Can See

You can access: Show documents, equipment lists, schedules, rigging certificates, truck pack images, and technical staff contacts — only for shows assigned to your venue during your access window.

You cannot access: Other venues' data, internal Northern Ballet staff communications, financial records, or freelancer information.

Your contact data (name, email, phone, job title) is visible to Northern Ballet admin staff and other contacts registered for your venue.

6. Data Retention

Venue contact records: Retained while the venue partnership is active; reviewed annually
Uploaded technical specs: Retained until replaced or deleted by venue staff
Issue reports: Retained for 2 years
Access logs: Session data cleared on logout

7. Your Rights Under UK GDPR

Access — Request a copy of all personal data we hold about your venue contacts
Rectification — Update or correct contact details via the dashboard or by contacting us
Erasure — Request deletion of your venue contact records
Restriction — Limit how we process your data
Object — Object to processing based on legitimate interest

To exercise any of these rights, contact the Northern Ballet Technical Department using the details below.

8. Data Security

Password-protected venue access with time-limited show windows
All data transmitted over HTTPS/TLS encryption
Venue staff can only see data for their assigned shows during active access dates
No tracking cookies, advertising identifiers, or cross-site tracking

9. Complaints

You have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.

10. Contact

Northern Ballet Technical Department

Address: Quarry Hill, Leeds, LS2 7PA, UK
Email: technical@northernballet.com
Phone: +44 (0)113 220 8000