Welcome to ISTA’s Privacy and Cookies Policy.
We respect your privacy and are committed to protecting your personal data. This policy explains how we collect, use, disclose, and protect your personal data when you visit our website (www.ista.co.uk), become an ISTA member, register for an event, or otherwise interact with us. It also outlines your rights under applicable data protection laws, including the UK GDPR.
1. Who We Are
We are The International Schools Theatre Association (ISTA), a UK registered charity (No. 1050103) and a company limited by guarantee (No. 03108893), with our registered office at:
3 Omega Offices, 14 Coinagehall Street, Helston, Cornwall TR13 8EB, United Kingdom.
We are the data controller responsible for your personal data when you interact with us directly (e.g., through our website, by email, or by becoming a member). We are registered with the Information Commissioner’s Office (ICO) under registration number ZA172994.
If you have questions about this policy or wish to exercise your rights, please contact us:
Email: office@ista.co.uk
2. Important Information
- Version: This policy was last updated on 1st March 2025.
- Accuracy: Please keep us informed if your personal data changes during your relationship with us.
- Third-party links: Our website may contain links to external websites, plug-ins, and applications. We do not control these third parties and encourage you to read their privacy policies when leaving our site.
3. What Data We Collect and Why
We collect and process personal data in the following contexts:
Purpose
Data Collected
Legal Basis
Membership Applications (Individual or Organisation)
Name, email, job title, school/organisation name, billing details
Performance of a contract (membership agreement)
Managing Membership Benefits
Contact details, membership tier (Solo/Ensemble/Company/Association), event participation records
Performance of a contract / Legitimate interest (to manage membership benefits)
Event Registrations
Name, age, gender, dietary requirements, health/disability needs, emergency contact, travel details
Performance of a contract / Legitimate interest (safe event management) / Consent (for special category data)
Marketing (newsletters, event promotions)
Name, email, job title, organisation
Consent (for individuals) / Legitimate interest (for organisations)
Website Analytics & Security
IP address, device type, browsing behaviour
Legitimate interest (improving and securing website)
Photos/Video at Events
Images, video, audio of participants
Legitimate interest (promoting ISTA events) / Consent (where required for minors)
Artist in Residence (AiR) Directory
Artist bio, photo, contact details
Legitimate interest (promoting artist opportunities)
Recruitment (staff/contractors)
CV, cover letter, contact details
Legitimate interest (recruitment)
4. Cookies
What are cookies?
Cookies are small files placed on your device when you visit our website. They help us understand site usage and enhance your experience.
Types of cookies we use
Cookie
Purpose
Legal Expiration
_ga, _gid, _gat
Google Analytics tracking
24 hours – 2 years
ista_logged_in
Tracks logged-in users
Session only
YouTube Cookies
Embedded video player
Various
You can manage cookies via your browser settings. For further details, visit: www.allaboutcookies.org
5. Who We Share Data With
We only share your data when necessary, and only with trusted partners, including:
- Payment providers (e.g., Xero or Stripe)
- IT service providers (website hosts, CRM platforms)
- Host schools and event venues (for event planning and logistics)
- Professional advisors (legal, accounting, and insurance partners)
- Marketing platforms (e.g., Mailchimp, social media platforms)
- Regulators (e.g., HMRC, ICO)
All third parties are bound by contracts requiring data protection and confidentiality.
6. International Data Transfers
As an international organisation, ISTA works with schools, artists, and event venues worldwide, meaning some data may be transferred outside the UK/EEA.
We ensure appropriate safeguards, including:
- Transfers to countries with adequacy decisions by the UK government.
- Use of Standard Contractual Clauses for other countries.
- Additional technical, contractual, and organisational safeguards where needed.
7. Data Security
We have implemented security measures to prevent unauthorised access, misuse, or loss of your data, including:
- Access control (only authorised staff/contractors can access your data).
- Encrypted data transfers.
- Regular system audits and security training.
8. Data Retention
We only retain personal data for as long as necessary for the purposes set out in this policy, including:
- Membership data: Retained for 7 years after membership ends.
- Event data: Retained for 7 years after the event.
- Marketing data: Retained until you unsubscribe (plus record of consent for compliance).
- Job applications: Retained for 12 months unless you join our team.
In some cases, we may anonymise data for statistical research.
9. Your Rights
You have the following rights under GDPR:
Right
What it Means
Access
Request a copy of the data we hold about you
Rectification
Correct inaccurate or incomplete data
Erasure
Ask us to delete your data (subject to legal requirements)
Restriction
Ask us to pause processing if data is disputed or unlawful
Portability
Receive your data in a machine-readable format
Objection
Object to processing based on legitimate interest or for direct marketing
Withdraw Consent
Where processing relies on consent, you can withdraw this at any time
To exercise any of these rights, contact: office@ista.co.uk. If you are unhappy with how we handle your data, you can lodge a complaint with the Information Commissioner’s Office (ICO) at: www.ico.org.uk
10. Membership Tiers
This policy applies to all ISTA membership types:
- Individual Members: Solo and Ensemble tiers (for individual educators)Organisation Members: Company tier (for teams of educators within a school) and Association tier (for school groups and other organisations). Each tier requires the provision of key contact details, payment information, and relevant membership data.
11. Updates to this Policy
We may update this policy from time to time to reflect changes in our services or legal obligations. Significant updates will be highlighted on our website.
Contact Us:
The International Schools Theatre Association
3 Omega Offices, 14 Coinagehall Street, Helston, Cornwall TR13 8EB, UK
Email: office@ista.co.uk