Who we are

We are Portchester Youth Theatre and Portchester Theatre Company. A small theatre group located in Portchester with students of many ages ranging from 5 – 25. Our website URL is https://portchesteryouththeatre.co.uk/.

Portchester Youth Theatre and Theatre Company needs to collect and use certain types of information about the individuals who encounter us to enable us to carry out our work.  This personal information must be collected and is dealt with appropriately following the safeguards to ensure this under the General Data Protection Regulation May 2018. 

On our website, we collect only necessary data. This may differ from account to account. Please see below for more info:

Visitors:

Users who visit our account will not have data saved about them other than Page visits. This is collected anonymously by the website host in order to keep track of performance across the site.

Users who try to log in:

When a login attempt is made, the website will take a log of the current IP address of the device attempt to log in as well as the date and time of the attempt. The username used to try and login is also recorded along with weather the login was successful or not. If successful, the user account will be listed with the login attempt without our security logs.

Users who are logged in:

When a user is logged in, the site will collect and store information in our system logs. The purpose of this is to enable us to review a users path and process is there is an issue on the website and helps us better understand where something went wrong.

Data collected for this consists of:

  • Users Device IP Address
  • Users first and last name along with a backend like to their account
  • Their user role
  • Date and time of log
  • What the log type is (Example is viewed a page)
  • Details of the page quoted in the log

Who can access these logs? Only site administrators can access and view these logs. These will only be used when monitoring new updates or investigating an issue.

Users who create an account:

Only users who have been granted permission can create an account on our website. This site is designed to be an information hub for people interested in joining PYT/PTC. This is also a portal for students and parents to access to see timetables, event information, access recourses and order uniforms with more to come. 

In order for all of this to work correctly and remain accessible only to those who are approved, our website will take details and store them against a site user account in order to correctly grant access to sections of the site.

The information collected when registering an account includes:

  • Device IP address
  • Date and time of registration
  • First and last name
  • Email address
  • Consent to store information submitted

This information is then processed on the website to generate a user account. An email will then be sent to the user confirming the account creation. An email is also sent to the approved site administrator notifying them that a user is awaiting access. Only the First and last name, Username and email of the user is sent.

Our system has a user manager that only the site administrator and all approved PYT Committee members can access. All that is displayed is the users First and last name as well as email address. The site administrator can then select the user who has registered and allocate them a user role (this determines what content they can access). 

When a user wishes to contact us, we have a contact us page where a form submission can be made through the website. This is emailed directly to Portchester Youth Theatres dedicated inbox where it can be delt with accordingly.

 

When submitting a form, custom information may be requested, all of which will be displayed to the user. When submitting a filled out form, the user must consent to this Privacy Policy and to storing and using their provided data where necessary.

When storing data, we will keep the following for a set amount of time before automatic deletion:

  • User accounts – Indefinitely unless a deletion is requested
  • Activity & Audit log – Up to 6 Months data retention
  • Live Traffic IP Address Audit log – 30 days
  • Contact/Order Forms – Up to 6 months submission retention onsite (IP and user Geolocation is only retained for 1 week after submission)
  • Polls & Quizzes – Up to 6 months submission retention onsite (IP and user Geolocation is only retained for 1 week after submission)

For all logged in users:

For security and auditing purposes, a record of all of your logged-in actions and changes within the WordPress dashboard will be recorded in an activity log. The audit log also includes the IP address where you accessed this site from.

 

When a user is logged out, anonymous data is collected like page view count or form view. This is anonymous logging ans is used by our web hosting provider in order to monitor site performance.

Under normal circumstances, data is not sent to anyone external top the organisation. If there comes a time when this is required, the effected users, students and parents will be informed/contacted.

  • The rules of PYT/PTC and the associated community centre are that no one under the age of 16 is to be left unattended at any time. A member of the committee will always be on site at the desk. 
  • No child is to leave the community centre unless collected or accompanied by a parent/guardian. 
  • Please do not arrange to collect your child from the car park. Please collect your child from the desk. 
  • If you are held up for any reason, please contact us asap. 
  • If you are late, your child/children will be asked to sit with our admin staff until you arrive. (Please ensure that we have an up-to-date contact number) 
  • Children are not permitted to venture outside the community centre unattended. 
  • PYT/PTC takes no responsibility for accidents outside the classroom and centre if a child is unattended. 
  • This policy and medical questionnaire must be handed into the front desk within the first week of receipt. 
  • Use social networking sites safely and respectfully, PYT/PTC holds no responsibility for bad comments online and uses the site as a professional way of communication. 
  • Please remember when uploading any photographs to social media or onto the internet that the photograph is of your child/children only. 
  • Always be considerate and respectful of teachers, students, family members and people using the centre. 
  • Students will be given 3 warnings for misbehaving or disruptive behaviour inside the class: after 3 warnings they will be sent out of class with a member of staff if parent/guardian is not on the premises. 
  • Repeated bad behaviour will result in the student being permanently excluded from PYT/PTC. 
  • Bad behaviour of any kind or vandalism to the community centre property, or any location that PYT/PTC uses, will not be tolerated.  
  • Put your rubbish away and help with equipment to make sure our centre and equipment remain in good condition. 
  • PYT/PTC holds no responsibility for missing belongings or injuries during or after classes. 
  • Accidents will be reported, and first aid will be administered if needed and/or consent has been given. 
  • Please fill in the required medical form and hand it in a.s.a.p.  
  • No shouting, swearing or loud noises are permitted at any time. 
  • Once a uniform has been purchased/issued it must be always worn. 
  • All Mobile phones must be stored in bags unless being used for show related content. 

Data and personal information for Portchester Youth Theatre and Portchester Theatre Company is stored in a secure cloud service which is only accessible to authorised individuals.

Data from our website is stored and protected by built in security and firewalls. This data is only fully accessible to the site administrator and only required information is accessible to approved PYT Committee members.