Privacy Policy

Bristol Jazz and Blues Festival use of data is governed by this Privacy Policy.

Last updated 25 October 2018

What our Privacy Policy contains

  • Who we are
  • How we use the data we collect
  • What information do we collect?
  • How and when we use the information we collect
  • The legal basis on which we use this information
  • How we keep your details safe and secure
  • Bristol Jazz and Blues Festival as a charity and how we respect our donors
  • Special Category information
  • Offensive or inappropriate content
  • Education and Community
  • Cookies
  • Your Rights and how to contact us
  • Our fundraising promise
  • Can I find out what personal information Bristol Jazz and Blues Festival holds about me?
  • Can I delete my data?
  • Contact information

Who we are

Bristol Jazz and Blues Festival is a national arts organisation and a registered charity. Our income comes from ticket sales, commercial partnerships, sponsorship, individual donations and funding from Arts Council England.

Bristol Jazz and Blues Festival is a charity registered in England & Wales (no.1149781).

We aim to be entirely open and transparent about the customer data that we use. Collecting this data makes it easy for you to book shows and events, keep up to date with our activities, and engage with us in other ways like supporting our future or our school touring activities.  We do not obtain any personal data that we think would be likely to cause individuals to object or complain, and we are always available to discuss with you any of the information we hold.

How we use the data we collect

Bristol Jazz and Blues Festival is committed to protecting you and your family’s personal information when you are using any of our services. We want the services we provide to be safe and enjoyable for our audiences and members.

This Privacy Notice relates to our use of any personal information we collect from you via the following services:

  • our website
  • social media
  • our emails to you
  • your visit to Bristol Jazz and Blues Festival and other venues where we hold events
  • your participation in school touring activities

This Privacy notice relates to our use of any personal information you provide to us by phone, SMS, email, in letters and other written correspondence, and in person.

This Privacy and Cookies Notice explains the following:

  • Who we are
  • What information Bristol Jazz and Blues Festival may collect about you
  • How and when Bristol Jazz and Blues Festival will use the information we collect about you
  • How Bristol Jazz and Blues Festival will keep your details safe and secure
  • Bristol Jazz and Blues Festival as a Charity and how we respect our donors
  • Sensitive information
  • Offensive or inappropriate content
  • The use of cookies on our website and how you can reject cookies
  • Your choices and rights regarding the personal information you provide to us.

Bristol Jazz and Blues Festival is committed to safeguarding your personal information. We will use the information we collect about you in line with all applicable laws and regulations concerning the protection of personal information, including the Data Protection Act 1998, the EU General Data Protection Regulation 2016, Privacy and Electronic Communication Regulation 2003 and the Fundraising Regulator.

Our website contains hyperlinks to websites owned and operated by third parties. These third party websites have their own privacy policies, and are also likely to use cookies, and we therefore urge you to review them. They will govern the use of personal information you submit when visiting these websites, which may also be collected by cookies. We do not accept any responsibility or liability for the privacy practices of such third party websites and your use of such websites is at your own risk.

Bristol Jazz and Blues Festival is the data controller for all the data we store. We use Data Processors to help us collect, process, and safely store the data that we obtain.

What information do we collect?

You give us your information when you buy or reserve a ticket, make any other purchase from us (i.e. membership), sign up for one of our free events or school programmes update your preferences on our website, make a donation or communicate with us. We also keep your details when you sign up to receive email from us.

We aim to be clear when we collect your data and not to do anything you wouldn’t reasonably expect and you have the right to decline to give any of this information.

The information that we or our partner venues may collect, process, hold and share is:

  • Personal Information
  • Full Name and Title
  • Email Address
  • Phone Numbers and Mobile Number
  • Date of Birth
  • Delivery Address
  • Billing Address
  • Access requirements
  • Genre Preferences
  • Membership Level
  • Purchase History
  • Donation History and Pledges
  • Gift Aid status
  • Employer
  • Gender
  • Special Category information
  • Demographics
  • Marketing Preferences including for Third Parties
  • Card Details (for purchases). We maintain a record of your transaction history, but we never store your credit or debit card number.
  • Bank Details (for Direct Debits)
  • Email and Newsletter records including emails sent, emails opened by you, and links opened by you
  • Publicly Accessible Profile Information from the internet including Facebook, Instagram and Twitter.
  • Images of you when you visit our partner sites (CCTV or as a member of the audience for promotional use)
  • Anonymised Information
  • IP address
  • Operating system
  • Cookies
  • Information gathered via Google Analytics
  • Information gathered via Campaign Monitor

How and when we use the information we collect

Historically Bristol Jazz and Blues Festival have collected data in the following key ways.

  1. We use our website to sign you up to our E-Newsletter database.
  2. Via those signing up to our Membership scheme
  • We use Campaign Monitor to send Newsletters and keep in touch via email.
  • We email you with our upcoming shows and events, providing we have your consent to do so. In our e-newsletter, we will tell you about events, concerts, offers, priority booking and information about our site (for example our opening times). Occasionally, we may include information in these communications from partner organisations or organisations who support us. We will give you the opportunity to opt out, at any time, from any marketing email or postal communications you receive from us.
  • To enable us to call you with details of how you can support us, or of specific offers or events that may be of interest.
  • We keep a record of the emails we send you, and we may track whether you receive or open them so we can make sure we are sending you the most relevant information.
  1. Via Ticket sales data via the Colston Hall and other venues. They provide us with the names that have agreed to be contacted. Their data policies suggest your data will be used for these specific purposes unless you ask us not to:
  • To enable you to book and pay for tickets via our venue websites, over the telephone and in person by setting up a customer account in your name.
  • To enable you to donate to us with a single payment or regular direct debit agreement.
  • To enable us to contact you to provide important information in advance of your booked event, such as details of the location of the event or if the event has been cancelled.
  • To enable us to email you with a survey after seeing a show in order to evaluate the success of an event and improve our programme and facilities.
  • To enable us to contact you by post about similar shows and events to those you have purchased.
  • To enable us to email you with our upcoming shows and events, providing we have your consent to do so. In our e-newsletter, we will tell you about events, concerts, shop offers, priority booking and information about our site (for example our opening times, or updates on building works on site). Occasionally, we may include information in these communications from partner organisations or organisations who support us. We will give you the opportunity to opt out, at any time, from any marketing email or postal communications you receive from us.
  • To enable us to call you with details of how you can support us, or of specific offers or events that may be of interest.
  • To enable us to text you with offers or details of upcoming shows and events.
  • To enable us to contact you about how you can support us, if we have your consent to do so, or to thank you for donating to us and telling you how your money will be well spent. We will give you the opportunity to opt out, at any time, from any fundraising email or postal communications you receive from us.
  • To allow you to enquire about our Events services; book your event, and keep in touch with you about all the necessary arrangements before and after the event date.
  • To provide evaluation and statistics of the services and events, in order to improve them in the future, and report on them to our funders like Arts Council England and Bristol City Council.
  • To identify recurring visitors and to analyse their browsing habits within the Web Site (cookies)
  • To identify people on our system who may be interested in becoming a member, supporting the charity or increasing their support, based on their ticket purchasing and donation history.
  • On occasion, for promoting our shows and events or for archival or reference purposes, by the use of photographs and videos taken of our audience.
  • For storing CCTV images of people within the premises for security
  • To share anonymised information to support arts marketing commissioned in England (Arts Council England, Audience Finder) to enable the delivery of high-quality art.
  • To help us investigate complaints, legal claims or important incidents
  • We keep a record of the emails we send you, and we may track whether you receive or open them so we can make sure we are sending you the most relevant information. We may then track any subsequent actions online, such as buying a ticket.
  • We use Patronbase Ltd to process our Box Office ticketing system, and to report on your order history, donation history, membership status, and to show trends in sales patterns.
  • We use Paritor Ltd to process bookings for our education workshops and young people’s learning and engagement.
  • We use Mailchimp to send Newsletters and keep in touch via email.
  • We use SMS, which is a Text Message service to send out group texts from time to time.
  • We use Purple Seven, an independent audience insight agency service.
  • We may use other similar services provided by other parties, but which do not adversely affect your rights on the terms of this notice.
  • We do not use any services that include automated decision making of any significance to the individual. The consequences of being subjected to the automated profiling systems that we have in place is limited to specific marketing or fundraising campaigns directed at specific customer types based on their purchase and donation history or post code area. This will not override your marketing preferences which can be updated at any time within your customer account on the website or by contacting box office.
  • You may be asked for further information if we run surveys, competitions, prize draws and other promotional activities. If this is the case, then this Privacy Notice will apply to the personal information you provide, but please check for any specific terms that apply each time you participate in these activities.
  • We may also obtain personal information about you from other sources, such as if a family member or friend contacts us on your behalf. We may combine information you provide to us with information available from external sources in order to gain a better understanding of our audiences, visitors and supporters to improve our fundraising and marketing methods. These sources include:

Third party organisations

We do not share your data with third party organisations

Social Media

We use social media to broadcast messages and updates about events and news. On occasion we may reply to comments or questions you make to us on social media platforms. You may also see adverts from us on social media that are tailored to your interests. Depending on your settings or the privacy policies of social media and messaging services like Facebook, LinkedIn or Twitter, you might give third parties (like Bristol Jazz and Blues Festival) permission to access information from those accounts or services.

Information available publicly

This may include information found in places such as Companies House, your biography on your work website and available social media or information that has been published in articles/ newspapers

Partner Organisations

Many of the events at Bristol Jazz and Blues Festival are presented in partnership with other companies such as with our visiting orchestras and other artistic organisations and promoters. Where there is a data sharing agreement in place and a Legitimate Interest Assessment has been completed, we will let them know about your booking and share your name and address and some other some non-sensitive information with them. This will be done securely. The organisation cannot contact you electronically unless you give explicit consent as part of your booking online, at the Box Office or over the phone.  We will not share sensitive information or your payment details.

The legal basis on which we use this information

There are five legal bases under which we may process your data.

Contract Purposes

When you make a purchase from us or make a donation to us, you are entering into a contract with us. In order to perform this contract we need to process and store your data.

Explicit Consent

When appropriate, we will ask you for your explicit consent before using your personal information in that specific situation. We will ask you to update your consent periodically. You have the right to withdraw consent at any time, and this can be done via the ‘unsubscribe’ button on an e-newsletter or by contacting us at info@bristoljazzandbluesfest.com

Legal Obligation

We may process and collect data that is necessary for Bristol Jazz and Blues Festival to comply with any legal obligations, requirements.

How we keep your details safe and secure

  • Your personal data will be held and processed on Bristol Jazz and Blues Festival’s systems or systems managed by suppliers on behalf of Bristol Jazz and Blues Festival. Our partners (i.e. Colston Hall) maintain a customer relationship management (CRM) system to hold contact details and a record of your interactions with Bristol Jazz and Blues Festival such as ticket purchases, donations, memberships, queries, complaints and attendance at special events. Where possible we aim to keep a single record for each customer.
  • Your data is always held securely. Access to customer information is strictly controlled. The CRM system can only be accessed by people who need it to do their job. Certain data, for example some sensitive information, is additionally controlled and is only made visible to members of staff who have a reason to work with it.
  • We may need to disclose your details if required to the police, regulatory bodies or legal advisors.
  • We will only ever share your data in other circumstances if we have your explicit and informed consent or it is necessary to saving someone’s life or to fulfil any legal obligation.
  • We will hold your personal information on our systems for as long as is necessary for the relevant activity, or as long as is set out in any relevant contract you hold with Bristol Jazz and Blues Festival but no longer than seven years.
  • If you ‘unsubscribe’ your personal information is deleted immediately, and the remaining information is anonymised for analytical purposes.
  • If you have not used your Bristol Jazz and Blues Festival account in the last seven years then your account may be classed as dormant or may be deleted in line with this privacy policy. We will contact you to remind you before deletion, this may be post or email so please check your inbox regularly to see if we have sent you any emails about this.

Bristol Jazz and Blues Festival as a charity and how we respect our donors

  • Bristol Jazz and Blues Festival is a registered charity (no.1149781), and we rely on charitable support to maintain our artistic programme, as well as our schools touring work and to make them available to everyone. We keep a record in our database of your donations, including memberships.
  • You can opt in to receive information about supporting Bristol Jazz and Blues Festival by going to our website and signing up http://www.bristoljazzandbluesfest.com or by emailing info@bristoljazzandbluesfest.com.
  • We will tell you about our current campaigns that we think are most relevant to you, ways that you can make a real difference to our education programmes, and invitations to events where you and your family can get closer to our artistic programme by joining one of our membership schemes or Patron schemes.
  • We want to ensure our communications to our supporters are personal, relevant and timely and we want to give you an enhanced experience.
  • We invite people who might be interested in joining one of our supporter groups to special events such as drinks receptions and rehearsals to tell them more about our work and extra benefits including priority booking. Guests invited might include people who have donated, audience members who attend concerts regularly, be existing supporters, Patrons, Members, friends of current supporters, our Board and staff.

Special Category information

Sometimes our partner venues and ourselves may ask you to provide sensitive information:

  • When you join our access register
  • book for certain events
  • participate in some activities
  • when you apply for a job.

As with all the personal information we hold, sensitive information is held securely and restricted to those who need to use it. We will delete sensitive information when we no longer need it.

Offensive or inappropriate content

  • If you post or send content which may reasonably be deemed to be offensive, inappropriate or objectionable anywhere on or to Bristol Jazz and Blues Festival websites or otherwise engage on any other social media, Bristol Jazz and Blues Festival may remove such content.
  • Where Bristol Jazz and Blues Festival reasonably believes that you are or may be in breach of any applicable laws, for example on hate speech, we may disclose your personal information to relevant third parties, including to law enforcement agencies or your internet provider.
  • Bristol Jazz and Blues Festival would only do so in circumstances where such disclosure is permitted under applicable laws, including data protection law.