Privacy Policy

Last updated: August 2026

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1. Who We Are

Electric Theatre Workshop Ltd produces Dumfries & Galloway Carnival. We are a registered charity and community-owned social co-operative based in the South of Scotland. We are committed to protecting your privacy and ensuring you have a positive experience on our website and when engaging with our events, workshops, and community programmes.

If you have any questions about this Privacy Policy or how we handle your personal data, please get in touch:

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2. What Information We Collect

We collect personal information from you in the following ways:

• Newsletter Sign-ups: When you subscribe to our newsletter, we collect your name and email address.
• Contact Information: When you contact us via our website contact forms, we collect your name, email address, phone number (if provided), and the content of your message.
• Event Registration & Participation: When you sign up for workshops, volunteer opportunities, or participate in our events, we collect relevant information such as name, contact details, emergency contact information, and any accessibility requirements or dietary requirements.
• Donations: When you make a donation, we collect your name, contact details, donation amount, and date of donation. If you choose to claim Gift Aid, we also collect your address for tax purposes.
• Gift Aid Declarations: If you are a UK taxpayer and wish to claim Gift Aid on your donation, we collect your full name, home address, and confirmation that you are a UK taxpayer.

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3. How We Use Your Information

We use your personal information for the following purposes:

• Communications: To send you updates about Dumfries & Galloway Carnival and Electric Theatre Workshop activities, including event announcements, news, and opportunities to participate.
• Donations & Gift Aid: To process your donations and manage Gift Aid claims with the UK tax authorities.
• Event Organisation: To organise workshops, events, performances, and community participation opportunities, including managing registrations, sending event reminders, and providing essential event information.
• Feedback & Improvement: To gather feedback on our events and services to help us improve our offering.
• Legal Compliance: To comply with charity law, tax obligations, and other legal requirements.

We do not:

• Sell or share your data with third parties for marketing purposes.
• Share your data with commercial organisations without your explicit consent.
• Use your data for purposes other than those listed above without your prior permission.

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4. Gift Aid Data

If you provide Gift Aid information, we are required by law to share this data with the UK tax authorities (HMRC). Your Gift Aid declaration will include your name, address, and confirmation of your taxpayer status.

We retain Gift Aid records for a minimum of 6 years in accordance with UK charity law and HMRC requirements. After this period, we will securely delete this information.

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5. Newsletters & Marketing Communications

We only send marketing communications and newsletters if you have explicitly consented to receive them. This includes emails about upcoming events, news from Electric Theatre Workshop, and invitations to participate in our activities.

You can unsubscribe from our mailing list at any time by:

• Clicking the ‘Unsubscribe’ link in any email we send you.
• Contacting us directly using the button below.

Unsubscribing will only affect marketing communications; we may still contact you with essential information about events you’ve registered for or donations you’ve made.

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6. Your Rights

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

• Right of Access: You have the right to request a copy of all personal data we hold about you at any time.
• Right to Rectification: If any of your personal data is inaccurate or incomplete, you have the right to ask us to correct it.
• Right to Erasure: You have the right to request that we delete your personal data, subject to certain legal exceptions (for example, if we need to retain it for Gift Aid purposes).
• Right to Withdraw Consent: If you have consented to us processing your data for a particular purpose, you can withdraw that consent at any time.
• Right to Lodge a Complaint: If you have concerns about how we handle your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK’s independent authority for data protection.

To exercise any of these rights, please contact us using the button below:

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7. Cookies

Our website may use basic cookies to improve your browsing experience. Cookies are small text files stored on your device that help us understand how you use our website.

We use cookies for:

• Functionality: To remember your preferences and settings when you visit our website.
• Analytics: To understand how visitors use our website, which helps us improve our content and service.

No personal data is collected via cookies without your explicit consent. You can control cookie settings through your web browser. If you disable cookies, some features of our website may not work as intended.

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8. Data Retention

We keep personal data only as long as necessary for the purpose for which it was collected. The retention periods for different types of data are:

• Newsletter Subscribers: Until you unsubscribe or request deletion.
• Event Participants & Volunteers: For the duration of the event and for up to 2 years afterward for records and follow-up purposes.
• Donors: We retain donation records and contact information for 7 years for accounting and charity law purposes.
• Gift Aid Declarations: Minimum of 6 years, as required by HMRC.
• Website Enquiries: Until the enquiry is resolved, then for up to 2 years for record-keeping.

After the relevant retention period has ended, we will securely delete or anonymise your personal data.

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9. Contact Us

If you have any questions or concerns about this Privacy Policy, how we handle your personal data, or if you wish to exercise any of your rights, please contact us:

Address: Electric Theatre Workshop Ltd, Dumfries & Galloway, South of Scotland

We aim to respond to all data requests and privacy concerns within 30 days of receipt.

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10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or in response to legal changes. Any significant changes will be communicated to you via email or through a prominent notice on our website. Your continued use of our website or engagement with our services after such changes means you accept the updated Privacy Policy.

This policy was last updated in August 2026.

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