Privacy Policy

Committed to protecting your personal information

Last updated: 11th November 2025  

Purpose of this policy  

We are committed to protecting your personal information. This privacy policy is an explanation of how we collect, process, and store your data. 

The Wiltshire Music Centre Trust Ltd is committed to protecting the privacy and security of our customers, partners and website users. This privacy policy outlines how we collect, use and, and process your personal information.  

Using your personal information allows us to develop a better understanding of our customers, staff, users, and partners, enabling us to provide you with relevant and timely information about the work that we do – both on and off stage. As a registered charity, this information also enables us to connect with potential donors, members, and supporters who help sustain our work. 

This Privacy Notice explains: 

• What information we may collect about you  
• How we may use that information
• In what situations we may disclose your details to third parties
• Our use of cookies to improve your use of our website
• How we keep your personal information secure, how we maintain it and your rights to be able to access it 

The information we collect  

When you buy tickets, sign up for an event, register your details on our website, or make a donation, we will store personal information you give us such as your name, email address, postal address, telephone number and credit/debit card details. We keep a record of your booking and transaction history to help us manage your account and provide the best possible service. We do not store full payment card details — only the last four digits may be retained securely to help identify specific transactions if needed. 

Other personal data we process may include: 

• Information about event/activities attendance and purchase/donation information
• Records of communications sent to you by Wiltshire Music Centre, such as email and newsletter records, and feedback received by you
• Preferences regarding receiving marketing communications from us. We record open and click through rates on email communication to improve future email communications
• Website Usage Information: IP address, browser type, pages visited, and time spent on our website. 

Sensitive personal data  

Data protection law recognises that some personal information is more sensitive — such as details about health, ethnicity, religion, or political opinions. We do not collect this type of information about our audiences unless there is a clear reason for doing so (and is collected with explicit consent) for example to provide aggregated and anonymised information to statutory funders such as Arts Council England.  This may include information such as cultural or socio-economic segmentation of audience members and visitors. We may also collect health or access information to support participation in our Creative Learning activities. Any sensitive information is stored securely, accessible only to staff who need it, and deleted as soon as it’s no longer required. 

How we may use that information 

Provide Services

Process ticket purchases, manage bookings, and provide event-related information. 

Marketing Communications 

We aim to communicate with you about our events and activities in ways that are relevant, timely, and respectful. To do this, we may use information we hold about you — such as your previous bookings, donations, or stated preferences — to ensure our messages are appropriate and of genuine interest. 

We rely on our legitimate organisational interests to send marketing communications by post and email. You can opt out of postal mailings at any time using the contact details provided at the end of this notice. For email communications, you’ll have the option to opt out during your first transaction with us, and every marketing email we send will include a simple unsubscribe link. You can also contact us directly at any time to update your preferences.  

We may occasionally contact you by telephone about our work, but we will only do so with your explicit consent. This does not apply to service calls related to bookings, payments, or event changes. 

We may use profiling techniques or third-party insight companies to provide us with information about you that will help us to communicate in a relevant way with you, when we are approaching you about potential philanthropic support. Such information is compiled from publicly available sources, for example, Companies House, the Electoral Register, company websites, ‘rich lists’, social networks such as Linkedin, political and property registers and news archives. We may also carry out wealth screening to fast track the research using our trusted third party partners. You will always have the right to opt out of this processing. We may also carry out research using publicly available information to identify individuals who may have an affinity to our cause but with whom we are not already in touch. This may include people connected to our current major supporters, trustees or other lead volunteers. We also use publicly available sources to carry out due diligence on donors in line with the charity’s Gift Acceptance Policy and to meet money laundering regulations. This research helps us to understand more about you as an individual so we can focus conversations we have with you about fundraising and volunteering in the most effective way, and ensure that we provide you with an experience as a donor or potential donor which is appropriate for you. We conduct this research on the basis of Legitimate Interest. If you would prefer us not to use your data in this way, please email us at info@wiltshiremusic.org.uk or call us on 01225 860100.

Customer Service

Respond to enquiries, requests and provide support. We may analyse data we hold about you to identify and prevent fraud.  

Improvement of Services

Analyse usage to enhance our services, website functionality, and user experience. 

Compliance

We only collect and use your personal information where we have a lawful reason to do so under data protection law. The main legal bases we rely on are: 

Contract
When you purchase tickets, make a donation, or become a member, you are entering into an agreement with us. In order to carry out that contract, we need to process your personal information and data.
For example, we may use your information to process your payment or booking, contact you about event changes, cancellations, or important updates, or to manage your customer account or donation records. 

Legitimate Interests 

In some cases, we use your personal information to support our legitimate organisational interests — such as improving our services, understanding our audiences, or sharing information about performances and events, which, based on our purchasing history, we believe may be of interest to you. You have the opportunity to unsubscribe in each email or communication we send to you. You can also object, or exercise your rights under the GDPR, including the right to request your data to be removed in its entirety. 

Consent 

For any situations where contract purposes or legitimate interest do not apply, we will instead ask for your explicit consent before using your personal information in that specific situation. 

Sharing your information 

The data processors we use include: Spektrix Ltd to process our Box Office ticketing, purchase, marketing and fundraising activities and Indigo Share; independent companies that provide digital data gathering and insight services. 

We do not sell your personal information to third parties. However, we may share your information with:  

1. Service Providers: Third-party service providers who assist us in operating our business, such as payment processors, IT support, and marketing agencies. The data processors we use include: Spektrix Ltd to process our Box Office ticketing, purchase, marketing and fundraising activities; Indigo Share; an independent company that provides digital data gathering and insight services.
2. Legal Requirements: Authorities (such as government or law enforcement agencies) if required to comply with legal obligations or protect our rights and safety.
3. Visiting Companies: Specific named visiting companies whose performances you have attended. In these cases, we will always ask for your explicit consent before doing so.
4. To meet the requirements of our public funding agreements, we securely share attendance data with Arts Council England. Your data is anonymised before being used for analysis, meaning it cannot be used to identify you personally. The anonymised data is then combined with information from other organisations to help assess audience engagement, reach, and the impact of public funding across the arts sector. 

Cookies and Google Analytics 

Our website uses cookies to improve your browsing experience and to help us understand how people use our site. Cookies are small text files stored on your device that allow our website to recognise your browser and remember certain information — such as your preferences or login details. 

We use Google Analytics, a web analytics service provided by Google, to collect anonymous information about how visitors use our website. This includes data such as which pages are visited, how long users spend on each page, and how they found our site. This helps us improve our website and tailor our content to audience interests. 

Google Analytics collects data in an aggregated and anonymised form. It does not identify individual users or associate your IP address with any other data held by Google. You can opt out of Google Analytics tracking at any time by installing the Google Analytics Opt-out Browser Add-on, or by adjusting your cookie preferences through your browser settings. 

Wiltshire Music Centre’s website is built on the WordPress platform and uses a number of standard cookies in order to function fully. You can also choose to accept or reject non-essential cookies through our website’s cookie banner or settings tool. Essential cookies — those required for the site to function properly — cannot be disabled. 

Payment Security 

If you use a credit or debit card to make a purchase or donation, your payment will be processed securely in line with the Payment Card Industry Data Security Standard (PCI-DSS). We use trusted payment providers to handle card transactions, and your full card details are not stored on our systems. All ticket and donation payments are processed through our box office system, Spektrix, which is fully PCI-DSS compliant and uses secure encryption to protect your personal and payment information. 

Data Retention and Accuracy 

We retain your personal information so that any future purchases or interactions can be linked to a single, unique record on our system. This helps us provide a consistent and efficient service. If we have had no contact with you for five years, your personal data will be anonymised, leaving only non-identifiable purchase information for analysis and reporting purposes. 

You can update or correct your personal details at any time by logging in to your online account or by contacting our box office by phone, in person, or via the contact details at the end of this notice. 

If you object to any form of data processing, this preference will be recorded on your account to ensure we respect your wishes. 

Changes to your data privacy 

We may update this privacy policy from time to time. Any changes will be posted on this page with an updated effective date.  

Contact Us 

If you have any questions or concerns about this privacy policy or our data practices, please contact us at:  

Wiltshire Music Centre Trust Ltd
Ashley Road
Bradford on Avon
Wiltshire 
BA15 1DZ
01225 860 100
Email: info@wiltshiremusic.org.uk