Privacy Policy

Northern Ballet Technical Equipment Management System

Last Updated: March 6, 2026

This Privacy Policy explains how Northern Ballet collects, uses, and protects your personal information when you use our Technical Equipment Management System. We are committed to protecting your privacy and ensuring transparency about our data practices.

Camera and Media Access

Why we need camera access:

Northern Ballet Technical requires camera access to perform the following essential functions:

Equipment Photography: Capture photos of rigging equipment, flightcases, and wardrobe items to document their current condition for safety inspections and insurance records
QR Code & Barcode Scanning: Scan QR codes and barcodes physically attached to equipment to quickly identify items, check inspection status, and track their location across venues and trailers
Technical Rehearsal Documentation: Photograph stage setups, lighting positions, and technical notes during rehearsals so crew at future venues can reference exact configurations
Fit-Up & Show Reports: Attach visual evidence of equipment issues, venue conditions, or completed work to digital reports shared with the technical team

How camera data is used:

Photos are uploaded and stored securely within the Northern Ballet equipment management system
Images are associated with specific equipment records, show reports, or rehearsal notes
Photos are only accessible to authorised Northern Ballet staff and approved venue partners
Camera data is never used for advertising, tracking, or any purpose unrelated to equipment management

Your control: You can deny camera access at any time through your device settings. The app will continue to work but you will not be able to take photos or scan QR codes. You can re-enable camera access at any time from your device Settings.

Location Data

What we collect:

Equipment location data (storage facilities, trailers, venues)
RFID scan locations for equipment tracking
Venue information for tour management

Purpose: Location data helps us track equipment movement, manage inventory across multiple sites, and ensure equipment is in the correct location for performances and tours.

Information We Collect

Account Information:

Name, email address, role
Profile photo (optional)
Department and job title

Equipment Data:

Equipment details, specifications, and photos
RFID tags and serial numbers
Inspection dates and test results
Location history and current status

Usage Data:

Activity logs and equipment check-in/out records
Technical rehearsal notes and fit-up documentation
Chat messages and team communications
Show reports and daily performance logs

RFID Tracking

We use RFID technology to track equipment movement and location:

RFID tags are attached to equipment for automated tracking
RFID readers at various locations scan equipment as it enters/exits
Scan data includes: equipment ID, location, timestamp, and user
Historical location data is retained for audit and reporting purposes

RFID tracking helps prevent equipment loss, manage inventory, and ensure safety compliance.

How We Use Your Information

Equipment Management: Track, maintain, and manage technical equipment inventory
Safety Compliance: Ensure equipment inspections and certifications are up to date
Tour Coordination: Manage equipment across venues and tours
Communication: Enable team collaboration and notifications
Reporting: Generate reports for technical directors and stakeholders
System Improvement: Analyze usage patterns to improve functionality

Data Sharing and Third Parties

We share data with:

Venue Partners: Limited show and equipment information with authorized venue staff
Service Providers: Cloud hosting (Base44), email services (SendGrid), notifications (MagicBell)
Integration Partners: Dropbox (document storage), Zapier (workflow automation)

We do NOT:

Sell your personal information to third parties
Share data with advertisers or marketers
Use your data for purposes unrelated to equipment management

Data Security

We implement industry-standard security measures to protect your data:

Encrypted data transmission (HTTPS/TLS)
Secure cloud storage with regular backups
Role-based access controls and authentication
Regular security audits and updates
Limited data access to authorized personnel only

Push Notifications

What we use notifications for:

Alerting you when equipment inspections are due or overdue
Notifying you of new technical rehearsal jobs assigned to your department
Informing you when show documents (riders, ground plans, schedules) are updated
Chat messages from your team channels
Urgent fit-up notes and schedule changes at venues

Your control: You can enable or disable push notifications at any time in your Notification Preferences. You can also choose which types of notifications to receive and unsubscribe from push entirely.

Your Rights

You have the right to:

Access: Request a copy of your personal data
Correction: Update or correct inaccurate information
Deletion: Request deletion of your account and data
Restrict Processing: Limit how we use your data
Data Portability: Receive your data in a portable format
Object: Object to certain types of data processing

To delete your account, visit the Account Deletion page. To exercise other rights, contact our Technical Director.

Data Retention

We retain your information for as long as necessary to:

Provide equipment management services
Comply with safety and inspection regulations
Maintain audit trails for equipment history
Meet legal and contractual obligations

Equipment records and inspection certificates may be retained for up to 7 years for compliance purposes. Chat messages and non-essential data may be deleted after 2 years of inactivity.

Cookies and Tracking

We use essential cookies and local storage to:

Maintain your login session
Remember your preferences and settings
Enable core functionality

We do not use advertising or tracking cookies from third parties.

Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify users of significant changes via:

In-app notifications
Email announcements
Updates to this page with a new "Last Updated" date

Your continued use of the system after changes indicates acceptance of the updated policy.

Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or your personal data, please contact:

Northern Ballet Technical Department

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

App Tracking Transparency

This app does not track you.

Northern Ballet Technical does not:

Collect or use your device's advertising identifier (IDFA)
Track your activity across other companies' apps or websites
Share your data with data brokers or advertising networks
Use any form of cross-app or cross-site tracking

All data collected is used solely for the purpose of managing Northern Ballet's technical equipment, shows, and operations as described in this policy.

Account Deletion

You can request permanent deletion of your account and all associated personal data at any time.

How to delete your account:

Navigate to the Delete Account page from the sidebar menu or the link below
Review the information about what data will be removed
Type DELETE to confirm
Click Request Account Deletion

Your request will be processed within 30 days. You will receive a confirmation email when complete. Equipment records and inspection data may be retained for safety compliance, but all personal identifying information will be removed.

Go to Account Deletion →

This Privacy Policy applies to the Northern Ballet Technical Equipment Management System.