Privacy &
safeguarding

High Tor Players is the data controller for the information described here. We are a Charitable Incorporated Organisation, registered charity number 1219197. Our address for communications is Cavendish House, Bank Road, Matlock, Derbyshire DE4 3NF.

If you have a question about your information, or want to exercise any of the rights below, contact the Chair via hightorplayers@gmail.com. We comply with the Data Protection Act but are exempt from registering with the Information Commissioner's Office.

We hold your name, address, email address, phone number, and a record of the productions and roles you have taken part in. Where relevant we also hold emergency contact details and, for anyone under 18, a parent or carer's contact details.

We use this to run the society, to organise productions and rehearsals, to keep you informed about our activities, and to maintain proper membership and financial records.

Our lawful basis is legitimate interests. Running a membership society requires us to keep in touch with our members, and holding your contact details is the least we can do to achieve that. Where we hold emergency contact details, we do so to protect your vital interests.

We keep membership and contact records while you are a member and for 12 months afterwards. Records with a financial dimension, including subscriptions and Gift Aid declarations, are kept for six years from the end of the financial year they relate to, because charity and tax law requires it.

We hold your name, email address, phone number where you give it, and details of the tickets you have booked. Bookings are handled by TicketSource, who process your booking on our behalf. We never see or hold your card details.

Our lawful basis is performance of a contract, since you are buying a ticket from us.

Your booking details are retained in TicketSource for 12 months from your most recent booking, after which your personal details are removed automatically.

We hold your name and email address, so that we can tell you about our forthcoming productions and events.

Our lawful basis is your consent. You gave it when you signed up and you can withdraw it at any time, either by using the unsubscribe link in any email we send or by contacting us. Withdrawing is as easy as signing up was.

We keep your details until you unsubscribe, and we remove them within one month of you asking.

We hold whatever you send us, usually your name, contact details and something about your experience, so that we can cast our productions and respond to you.

Our lawful basis is legitimate interests, or your consent where you have volunteered information we did not ask for.

We keep it until casting for that production is complete, unless you go on to become a member.

Occasionally a role calls for an actor of a particular heritage or background, and we will say so in the casting call. If you choose to tell us about your ethnicity, health, disability or anything else of that kind, we treat it as sensitive information: we rely on your explicit consent, we use it only for that casting decision, we keep it in the casting mailbox and nowhere else, and we delete it once casting is complete. We do not keep any record of our members' ethnicity, religion, health or similar characteristics.

We photograph our productions and publish photographs on this website and on our social media, and we keep a permanent public archive of our productions going back to 1937. The archive exists for historical and public interest reasons and to record the work of the society, and we intend to keep it indefinitely.

If you appear in a photograph or an archive page and would like it reconsidered, contact us at hightorplayers@gmail.com and we will discuss it with you.

Photographs of members under 18 are only published with the specific consent of a parent or carer.

Where a member is under 18, we take their contact details from a parent or carer and we communicate with the parent or carer rather than the young person. Any safeguarding concern is handled through our safeguarding procedure and by our designated safeguarding lead, not through this website.

We use a small number of service providers who handle information on our instructions and under contract. They are not permitted to use it for their own purposes.

• TicketSource, who run our online ticketing
• Lovable, who host this website
• Cloudflare, who help deliver and protect this website
• Google, who provide our email

Some of these providers are based outside the UK, or use suppliers who are, so your information may be transferred abroad. Where it happens it is protected by the safeguards their contracts require.

We do not sell, rent or trade your information, and we do not share it with anyone for their own marketing. We will only disclose it beyond the providers above where the law requires us to.

This website uses only the cookies and browser storage needed to make it work: keeping members signed in, remembering your text size and colour choices, and remembering if you said yes to maps. We do not use advertising or analytics cookies and we do not track you across other websites, so there is no cookie banner to click through.

Our venue maps come from Google Maps, which can set its own cookies. We only load a map after you press "Show the map". You can still use the "Get directions" links without loading anything. To change your mind, clear this site's data in your browser settings.

Access to member and supporter records is limited to the committee members who need it. Our online accounts are protected by strong passwords and two-step verification. We use established providers who are contractually required to keep your information secure. We do not keep personal information on unencrypted memory sticks or removable drives.

You have the right to:

• ask for a copy of the information we hold about you
• have inaccurate information corrected
• ask us to delete information
• ask us to restrict how we use it
• object to us using it, including for direct marketing
• receive information you gave us in a portable format
• withdraw your consent at any time, where we rely on consent

These requests are free of charge. We will respond within one month. If a request is a particularly complex one we may take up to two further months, and we will tell you within the first month if so and explain why.

The easiest way to make a request is the short form below. You can also email the Chair at hightorplayers@gmail.com. To stop newsletters straight away, use the unsubscribe link at the bottom of any of our emails.

If you are not happy with how we have handled your information, you can complain to us first, and you also have the right to complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.

If personal information is lost or disclosed in error, we record what happened and put it right. Where a breach is likely to put anyone's rights at risk, we report it to the Information Commissioner's Office within 72 hours of becoming aware of it, and we tell the people affected where we are required to.

We review this notice every year and whenever we change the way we work.

Last updated: October 2026. Approved by the committee of High Tor Players, 2026.

To view or download a copy of the High Tor Players Safeguarding and Child Protection Policy, use the link below.