Privacy Notice – KYDS Youth Drama Society

Effective Date: September 6, 2026
Website: https://kyds.org.uk
Contact Email: hello@kyds.org.uk

KYDS Youth Drama Society (“we”, “us”, “our”) is committed to protecting the privacy and personal data of our members, parents/guardians, audience members, volunteers, and website visitors.

This Privacy Notice explains how we collect, use, and protect your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

KYDS Youth Drama Society is a community drama group based in the UK. For the purposes of UK data protection law, KYDS is the “Data Controller” of the personal information collected through our website and organizational operations.

2. The Information We Collect & How We Collect It

Because we run a youth organization, we collect information directly from you (or from parents/guardians on behalf of young members) when you join the society, purchase tickets, contact us, or sign up for updates.

We may collect and process the following information:

• Contact Details: Name, email address, postal address, and phone number.
• Member Details: Age/date of birth, emergency contact details, and school year.
• Special Category Data: Health/medical information, allergies, or accessibility requirements necessary to ensure safety during rehearsals and performances.
• Photos & Video: Performance media, promotional photography, and show recordings (subject to explicit consent).
• Technical Data: IP address, browser type, and usage data automatically collected via cookies when you visit https://kyds.org.uk.

3. Lawful Bases for Processing Data

Under the UK GDPR, we must have a valid legal basis to process your personal data:

• Contractual Necessity: To manage memberships, process ticket sales, and run show productions.
• Consent: For sending direct marketing/newsletters, using media/photographs of members, or placing non-essential cookies on your device. You can withdraw consent at any time.
• Legal Obligation & Vital Interests: To fulfil safeguarding duties, carry out health and safety compliance, and administer emergency medical care.
• Legitimate Interests: To maintain website performance, improve our shows, and respond to general inquiries.

4. Children’s Privacy & Safeguarding

As a youth organization, safeguarding children is our priority.

• We do not collect personal data directly from individuals under 13 without verifiable consent from a parent or legal guardian.
• Medical details, photo permissions, and contact information for minors must always be provided by a parent or legal guardian.

5. Sharing Your Information

We do not sell, rent, or trade your personal information to third parties. We only share data with trusted service providers where strictly necessary to operate (e.g., secure web hosting, online ticketing systems, email delivery platforms). These third parties are bound by strict confidentiality and data protection obligations.

We may also disclose data if required by law, court order, or regulatory authorities.

6. Data Retention & Security

• We only retain personal information for as long as necessary to fulfill the purposes for which it was collected (e.g., for the duration of a membership or production cycle) or to comply with statutory legal and insurance requirements.
• We implement appropriate technical and organizational security measures to protect your data against unauthorized access, loss, or misuse.

7. Your Statutory Rights (UK GDPR)

Under UK data protection law, you have the following rights regarding your personal data:

• Right of Access: Request a copy of the personal data we hold about you.
• Right to Rectification: Request correction of inaccurate or incomplete data.
• Right to Erasure (“Right to be Forgotten”): Request that we delete your personal data under certain conditions.
• Right to Restrict or Object to Processing: Request that we limit how we use your data or object to marketing communications.
• Right to Withdraw Consent: Where processing relies on consent, you may withdraw it at any time by contacting us.

To exercise any of these rights, please email us at hello@kyds.org.uk.

8. Cookies & Trackers

Our website uses cookies to function properly and analyze traffic. For detailed information on the specific cookies we use and how to manage your preferences, please view our Cookie Policy.

9. Complaints

If you have concerns about how we handle your data, please contact us first at hello@kyds.org.uk so we can resolve the issue. If you remain unsatisfied, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection (www.ico.org.uk).