This Privacy Statement provides information about the different types of personal data that the Ottawa Children's Theatre (OCT) collects and the ways in which we use it. It applies to all those who visit our Site and interact with us online through our website and associated sites:
 

• www.ottawachildrenstheatre.net

• www.trinitycollege.com

• and any other website we may operate from time to time

​

This Privacy Statement applies to personal data collected in connection with registering for courses at OCT and booking examinations through the Trinity College of London, with whom we are affiliated. The contents of the Sites, including their terms and conditions, are subject to change by us without notification. Any external links to other websites are clearly identified as such. We are not responsible for the content or privacy practices of other websites.

​

Our role

The Ottawa Children's Theatre is the data controller with respect to any personal information we collect about you. As a data controller, we are committed to protecting your privacy at all times in accordance with all applicable laws and regulations governing the use or processing of personal data, including (where applicable) the General Data Protection Regulation (GDPR) and any subsequent data protection legislation.

By simply visiting our Site, you do not disclose, nor do we collect, personal data about you.

 

When and what personal information we collect

(a) When you visit our Site

The information collected about your visits to our Site is limited to technical data such as for example:

(i) the Internet address (or IP address) of the device you used to access the Site;

(ii) whether you reached the Site using a search engine or if you clicked a link on another website;

(iii) the type of web browser you used; and

(iv) the type of device you used to access the Internet.

We use this data for administrative and statistical purposes as well as to help us improve our Site. More information about the technical information we collect about your visits to our Site and the purposes for which we collect it can be found in our website provider, Wix's, Privacy Policy. Wix uses Cookies to collect and save personal settings when a user visits a Site for the first time

(b) Information you give to us directly

We will collect certain personal information about you when you interact with us, for example when you complete an online form on one of our Site (including our online “Contact Us” forms and/or when you subscribe to our newsletter), or a printed form which you (or the person who fills it on your behalf) have downloaded from the Site or obtained by participating in a course or event, when you respond to a survey, when you register as a user on our Site, where you post entries on our online forums and every time you send us an email of contact us by other means.

We may collect the following information from you:

• Your full name and contact details, including email address, postal address, telephone number;

• Other information about your application provided on your application form;

• Information necessary to verify your identity, such as the details and/or a copy of your passport, driving licence or other identity documentation;

• Profile information if you register on our Site;

• Information about your communication preferences;

• Payment information, when you make a payment through our Site, by telephone or online

(c) Information we obtain indirectly

Upon registration, we request some medical information pertaining to your child that might influence their participation in the class, as well as for use in the event of a medical emergency. This information is kept confidential. In some cases, relevant information may be shared with the child’s instructor to ensure their success and safety in the class environment.

​

We may share your information with third parties in order to process payment, book examinations, and send you information via e-mail and social media regarding classes are registered for, as well upcoming courses and events. 

 

How we use your personal information

We may use your personal information for one or more of the following purposes (depending on the nature of our relationship, and whether you are just visiting our Site, interacting with us online or registering for a course or exam):

 

• providing, improving and personalising our services and our Site;

• providing you with information and news about our courses, Trinity College of London exams, as well as products and events if you have requested to receive our newsletters or if you are our existing or former customer;

• considering and processing your courses, application for one of our exams, and communicating with you in connection with your registration and examination results, including by providing you a copy of your exam certificate if you successfully pass your exam;

• fulfilling an order you make to purchase any products from us

• retaining a record of incoming and outgoing communications (e.g. e-mail, telephone call). Information in the e-mail we receive and send will not be disclosed to any third party without the permission of the sender unless otherwise in accordance with the applicable data protection laws;

• providing you access to downloadable support resources (if available on the relevant Site);

• inviting you to participate in marketing and academic surveys, if you have specifically consented to receive such communications or if you are our existing of former customer;

• administering registered user records;

• verifying and carrying out financial transactions in relation to payments made by you;

• to satisfy legal obligations which are binding on us;

• for the prevention of fraud or misuse of service; and

• for the establishment, defence of enforcement of legal claims.

Marketing communications - Opt-in and Opt-out

OCT operates an ‘opt-in’ policy for individuals. That means we will not send you any information unless you have requested to receive e-mail/text/social media message updates from us. If you (whether an individual or a legal entity) wish to be removed from our direct marketing list and do not wish to receive any further information from us (opt-out) you can inform us by emailing us at admin@ottawachildrenstheatre.com. Once this information is received we will remove you from our direct marketing database and delete your personal information.

 

Lawful processing

We are required to rely on lawful grounds to collect and use the personal information that we have outlined above. The following are applicable, depending on the context:

(a) Consent

Where you have provided your consent for our use of your personal information in a certain way, for example where we ask for your consent to send you our newsletter.

(b) Legal obligation

Where the processing of your personal information is necessary for us to comply with a legal obligation to which we are subject e.g.to comply with our obligation to provide reasonable adjustments to students/exam candidates with a disability or special need.

(c) Contractual relationship

Where it is necessary for us to process your personal information in order to perform a contract to which you are a party (or to take steps at your request prior to entering a contract), for example to provide our examination services to you.

(d) Legitimate interests

We rely on this basis where applicable law allows us to collect and use personal information for our legitimate interests and the use of your personal information is fair, balanced, and does not unduly impact your rights.

 

Sharing your Personal Data

We will not sell, rent or lease your personal information to others. We will only share personal information we collect from you with:

• to persons or bodies contracted by us to carry out the roles of instructor, administrator, coach, examiner, or other similar roles on our behalf in the context of our provision of qualifications;

• our web provider, Wix, for the purposes of disseminating information regarding our services. You may read Wix's Privacy Policy here;

• our booking system, Bookeo, for the purposes of gathering personal information upon registration, to collect emergency contact information, and send updates and welcome messages upon registration where necessary. You may read Bookeo's Privacy Policy here;

• our national and local representatives who deliver information and services in relation to Trinity College of London exams in your locality to the extent necessary to provide them with information about your results, as well as the service providers we engage to process results data and produce qualification certificates on our behalf. You may read Trinity College of London's Privacy Policy here;

• our marketing automation tool service provider, MailChimp, for the purpose of managing email lists and issuing communications on our behalf. You may read MailChimp's Privacy Policy here.

​

We may disclose your personal information to selected third party processors (such as agents and our suppliers) but only in connection with our own processing purposes, as outlined above. Any such third party will be required to use any personal data they receive from us in accordance with our instructions and the applicable data protection laws.

 

Payment transactions

We use Square as our credit card processor ('data processor'). You may read Square's Privacy and Security Policy here.

 

Security of Data

OCT takes seriously its security obligations in respect of your personal data under the data protection laws in order to prevent unauthorized access to, or alteration or destruction of personal data in our possession. We will endeavour to take all reasonable steps to protect your personal information. All the personal information we collect is stored securely on servers and we use secure internet protocols and secure networks to protect data collection and processing. Any payment transaction from our Site will be encrypted. While we will use all reasonable efforts to safeguard your personal data, you acknowledge that the use of the internet is not entirely secure and for this reason, we cannot guarantee the security or integrity of any personal data that are transferred via the internet. If you have any particular concerns about your information, please contact us.

 

How long we keep your personal information for

We will retain your personal information for as long as necessary to fulfill the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. In addition, we keep your contact information (e-mail address) on file in order that you may continue to receive marketing information and newsletters. You may 'unsubscribe' from any newsletters (which we send via MailChimp), or contact us and we will delete all of your personal information.

 

Your rights

Where we rely on your consent to use your personal information, you have the right to withdraw your consent. Under certain circumstances, by law, you have the right to:

(a) Request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a confirmation from us as to whether we process any of your personal information or not, and if this is the case, to receive a copy of such personal information and to check that we are lawfully processing it.

(b) Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.

(c) Request erasure of your personal information (often referred to as “the right to be forgotten”). This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing.

(d) Object to the processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object if we are processing your personal information for direct marketing purposes.

(e) Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example, if you want us to establish its accuracy or the reason for processing it, or if we no longer need your data for our legitimate interests but we need to hold some of it for the purpose of legal proceedings.

(f) Request the transfer of your personal information to another party.

If you decide you do not wish to receive any further emails from us, please tell us and we will remove you from the mailing list. At any point you can request to unsubscribe from our mailing by contacting us directly. If you would like to exercise any of the above rights, please:

• email, call or write to us (see Contact Us section below)

• let us have proof of your identity (a proof identity). This is to allow us to verify your identity and prevent disclosure to unauthorized third parties; and

• let us know the details of your request, for example by specifying the personal data you want to access, the information that is incorrect and the information with which it should be replaced.

 

Contact us

Please contact us if you have any questions about this privacy policy or the information we hold about you. If you wish to contact us, please contact: admin@ottawachildrenstheatre.net.

 

Changes to this Privacy Statement

From time to time we may update this Privacy Statement. When we do, we will publish the changes on the Site. If material changes are made to this Privacy Statement we will notify you by email or by placing a prominent notice on the Site. OCT respects and values your right to privacy, and appreciate you trusting us with your personal data, knowing that we will not use it for any inappropriate purpose.