Warwick Arts Centre Privacy Notice

This privacy notice applies to all individuals who engage with Warwick Arts Centre ("you" and "your"), including customers, visitors, supporters, members, subscribers, performers, participants, venue hirers and users of Warwick Arts Centre services. Warwick Arts Centre is a department of the University of Warwick ("Warwick", "UoW", "us", "we" and "our").

This privacy notice explains how we collect, use and protect your personal data in accordance with the Data Protection Act 2018 and the UK GDPR ("data protection law").

Please note that this notice is provided for informational purposes only and does not form part of any contractual relationship between you and the University.

What personal data do we collect and use?

As part of your relationship with Warwick Arts Centre, we may collect, store and process a range of personal data. This includes, but is not limited to:

• name
• postal address
• email address
• telephone number
• date of birth
• payment and transaction information, including bank account details and payment card information
• records of bookings, ticket purchases, memberships, subscriptions and venue hire arrangements
• communication preferences and marketing preferences
• technical information including IP address, browser type, operating system, device information and website usage information
• CCTV footage and security-related information
• photographs and video recordings taken during events and activities
• records of correspondence, enquiries, complaints and feedback
• information relating to your participation in Warwick Arts Centre events, programmes and activities.

We may also collect and process more sensitive personal data where necessary, including (but not limited to) the following:

• information concerning disabilities, accessibility requirements and health conditions
• racial or ethnic origin
• religious or philosophical beliefs
• information concerning a person's sex life or sexual orientation;
• political opinions
• other special category personal data where required for a particular service, event or activity.

In certain circumstances, you may be legally or contractually required to provide specific personal data. Failure to provide this information may prevent us from providing services, processing bookings, administering memberships or fulfilling our legal obligations.

How do we obtain your personal data?

Warwick Arts Centre collects personal data directly from you when you:

• purchase tickets or make bookings online, by telephone or in person
• create or manage an online account
• sign up to mailing lists, newsletters or marketing communications
• become a member, supporter or subscriber
• book venues, rooms or facilities
• participate in activities, programmes or events
• contact us by email, telephone, social media or in person
• enter competitions, promotions or surveys
• use our website and digital services.

We may also collect personal data from third parties, including payment service providers, event organisers, visiting companies, artists, University departments and publicly available sources where appropriate.

Additional personal data may be collected throughout your ongoing relationship with Warwick Arts Centre as part of the services and activities we provide.

How do we use your personal data, and which legal bases do we rely on?

We use your personal data for a range of purposes connected with the delivery of arts, cultural, educational and community activities, the provision of services, and the effective operation of Warwick Arts Centre.

The table below sets out the main purposes for which we process your personal data and the legal bases we rely upon.

Purpose	Legal Basis
Registration and administration of customer accounts.	Necessary for the performance of a contract and/or our legitimate interests.
Where applicable, administration of competitions, prize draws and promotional activities.	Necessary for the performance of a contract and/or consent.
Management of donations, sponsorships and supporter contributions.	Necessary for the performance of a contract and/or legitimate interests.
Management of venue hire arrangements, including liaison with event organisers and third-party contractors.	Necessary for the performance of a contract and/or legitimate interests.
Administration of bursaries, scholarships and financial support programmes associated with Music Centre activities.	Necessary for the performance of a contract and/or legitimate interests.
Fraud prevention, debt recovery and protection of Warwick Arts Centre's financial interests.	Legitimate interests and/or compliance with a legal obligation.
Processing ticket sales, memberships, subscriptions, venue hire bookings and activity registrations.	Necessary for the performance of a contract.
Equality, diversity and inclusion monitoring, where information is provided voluntarily.	Public interest, substantial public interest and/or consent where appropriate.
Monitoring and improving the quality, accessibility and effectiveness of Warwick Arts Centre services.	Legitimate interests.
Internal reporting, governance, audit and risk management activities.	Legitimate interests and/or compliance with a legal obligation.
Managing customer relationships, including notifying you of changes to services, terms or this privacy notice.	Necessary for the performance of a contract and/or our legitimate interests.
Management of health and safety obligations relating to visitors, participants, performers and staff.	Compliance with a legal obligation and/or legitimate interests.
Administration of events, performances, workshops and activities.	Necessary for the performance of a contract and/or legitimate interests.
Processing payments and preventing fraudulent transactions.	Necessary for the performance of a contract, compliance with a legal obligation and/or legitimate interests.
Provision of accessibility support and adjustments.	Necessary for the performance of a contract, compliance with a legal obligation and/or explicit consent where required.
Management of memberships, supporter schemes and subscriptions.	Necessary for the performance of a contract.
Audience research, surveys and service improvement activities.	Consent and/or legitimate interests.
Sending non-marketing communications relating to bookings, events, services and customer support.	Necessary for the performance of a contract and/or legitimate interests.
Sending marketing communications about Warwick Arts Centre events, services, offers, fundraising activities and other opportunities you may be interested in, in accordance with your marketing preferences.	Consent and/or legitimate interests.
Photography and video recording of events and activities.	Legitimate interests.
Use of CCTV to protect individuals, property and assets and to assist with the prevention and detection of crime.	Legitimate interests and/or compliance with a legal obligation.
Website administration, analytics and service improvement.	Legitimate interests and/or consent where required.
Investigation of complaints, incidents, disputes or breaches of policies and procedures.	Legitimate interests, compliance with legal obligations and/or establishment, exercise or defence of legal claims.
Compliance with legal, regulatory and governance requirements.	Compliance with a legal obligation.
Responding to Freedom of Information requests, subject access requests and other legal rights requests.	Compliance with a legal obligation.
Business continuity planning, emergency response and crisis management.	Legitimate interests, vital interests and/or compliance with a legal obligation.
To safeguard children, vulnerable adults and other individuals at risk.	Legitimate interests, substantial public interest and/or compliance with a legal obligation.
To detect, investigate or prevent crime, or assist law enforcement agencies and regulatory authorities.	Compliance with a legal obligation and/or legitimate interests.
Research, statistical analysis and reporting regarding Warwick Arts Centre activities and audiences.	Legitimate interests and/or public interest.
To safeguard vulnerable individuals (e.g. children and vulnerable adults)	Recognised Legitimate Interests
To protect public/national security and defence (e.g. measures to help prevent harm and support safety)	Recognised Legitimate Interests
Emergency response (e.g. where there is a need to act in relation to events or situations that pose a threat or risk to human welfare and/or the environment)	Recognised Legitimate Interests
To detect, investigate or prevent crime, or apprehend or prosecute offenders	Recognised Legitimate Interests
Toassistpublic bodies and bodies carrying out public tasks	Recognised Legitimate Interests

Should Warwick Arts Centre rely upon your consent to process personal data, you retain the right to withdraw that consent at any time by contacting us at ticketing@warwick.ac.uk or infocompliance@warwick.ac.uk.

Once Warwick Arts Centre is notified of your decision to withdraw consent, we will cease processing your personal data for those purposes unless another lawful basis applies. Where another lawful basis exists, we will inform you accordingly.

Which third parties may we share your personal data with and what legal bases do we rely on?

Warwick Arts Centre may share your personal data with third parties when required by law, when necessary to manage our relationship with you, or where there is a legitimate interest in doing so.

The third parties with whom we may share your personal data include:

Third parties	Legal Basis
Payment service providers and financial institutions for the processing and verification of payments.	Necessary for the performance of a contract.
Ticketing system providers and customer relationship management providers.	Necessary for the performance of a contract and/or legitimate interests.
Visiting companies, artists and performers where you have consented to such sharing.	Consent.
Marketing, communications and mailing service providers.	Consent and/or legitimate interests.
Audience research organisations and survey providers.	Consent and/or legitimate interests.
IT support providers, software suppliers and helpdesk providers.	Performance of a contract and/or legitimate interests.
Cloud hosting and data storage providers.	Performance of a contract and/or legitimate interests.
Website analytics, performance monitoring and user experience providers.	Consent and/or legitimate interests.
Security contractors and CCTV system providers.	Legitimate interests.
Professional advisers including lawyers, auditors, insurers and consultants.	Legitimate interests.
The University of Warwick and relevant University departments where necessary for administration, governance, safeguarding, legal compliance or operational purposes.	Legitimate interests, legal obligation and/or public task.
Emergency services	Recognised Legitimate Interests
Law enforcement bodies/agencies	Recognised Legitimate Interests
Local authorities	Recognised Legitimate Interests
Healthcare providers	Recognised Legitimate Interests
Environmental protection and regulatory bodies	Recognised Legitimate Interests
Specialist safeguarding, welfare, security, or crisis management service providers	Recognised Legitimate Interests
Government departments, public bodies and other bodies carrying out legally authorised public tasks.	Recognised Legitimate Interests

We will only share your personal data with third parties where there is a lawful basis for doing so and appropriate safeguards are in place. We will never sell your personal data or share it with third parties for their own marketing purposes. Please note that, where we rely on your consent, you have the right to withdraw your consent at any time. If we need to transfer your personal data outside the UK, we will ensure that appropriate safeguards are put in place where required by data protection law. Further details of these safeguards can be provided upon request to Legal and Compliance Services.

Warwick Arts Centre's website may contain links to third-party websites and social media platforms. If you follow a link to any third-party website, please note that those organisations have their own privacy notices and Warwick Arts Centre is not responsible for how they process your personal data.

Cookies

Warwick Arts Centre uses cookies and similar technologies on its website to support website functionality, analyse website usage and, where applicable, support marketing activities. Further information about the cookies we use, the purposes for which they are used, and how you can manage your preferences can be found in our Cookie Policy: https://www.warwickartscentre.co.uk/cookie-policy/

How long do we keep your personal data?

The University retains personal data in accordance with its Records Retention Schedule.

Personal data will be kept only for as long as necessary for the purposes for which it was collected, including meeting legal, regulatory, accounting or reporting requirements.

Further information on retention periods can be found in the University Records Retention Schedule.

Data protection law gives you specific rights over your personal data, as follows:

• the right to access personal data held about you;
• the right to be informed about how and why your data is used;
• the right to have your data rectified, erased or restricted;
• the right to object to the processing of your data;
• the right to portability of your data; and
• the right not to be subject to a decision based solely on automated processing.

If you have concerns about how we use your personal data, you have the right to make a data protection complaint directly to us.

If you would like to make a data protection complaint directly to us, please complete and submit the form below providing as much information as possible:

https://warwick.ac.uk/services/legalandcomplianceservices/dataprotection/complaints/complaintform/

Once we have received your complaint, we will:

• acknowledge receipt of your complaint;
• review the matters raised and make appropriate enquiries; and
• keep you informed (where appropriate) and, without undue delay, report the outcome of your complaint to you.

If you are dissatisfied with the University’s response to your complaint, you have the right to escalate your complaint to the Information Commission's Office (the ICO). You can contact the ICO at www.ico.org.uk.

How can you obtain more information about this privacy notice?

If you have any questions about this privacy notice, please do not hesitate to contact our Data Protection team and/or Data Protection Officer at:

infocompliance@warwick.ac.uk. You may also contact Warwick Arts Centre directly regarding your personal data at: ticketing@warwick.ac.uk.

This privacy notice was last updated on 5 October 2026. We reserve the right to update or modify this notice at any time to reflect changes in legal requirements, operational needs, or best practices. Any significant changes will be communicated to relevant individuals through appropriate channels (e.g. on our website). The most recent version of the notice will always be available for your reference.

 

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