Privacy policy.

OperaUpClose Privacy Policy

At OperaUpClose, we take your privacy seriously. This policy explains how we collect, use, store, and share personal data, in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who we are

OperaUpClose is the Data Controller, which means we decide how and why your personal data is used.

Contact Details:

Email: info@operaupclose.com

Address:

Mayflower Studios
142–144 Above Bar St
Southampton
SO14 7DU

2. Personal data we collect

We may collect personal data such as:

Your name, email address, phone number
Donation and support history
Mailing list preferences
Feedback, survey responses, or correspondence
Payment information (processed securely by Xero and stored on Donorfy)

We do not collect more personal data than is necessary for our purposes.

3. How we use your data

We use your personal data to:

Process memberships and donations
Send newsletters, event updates, and marketing communications (where you have opted in)
Respond to enquiries and feedback
Comply with legal obligations, such as financial and charity reporting

We always rely on a lawful basis for processing, usually:

Consent (e.g. newsletter sign-up)
Legal obligation (e.g. accounting records)
Legitimate interests (e.g. improving our services and fundraising activities)

4. How we share your data

We may share personal data where necessary with:

Trusted service providers, including Donorfy (Customer Relationship Management) and Xero (accounting software)
Our professional advisors (such as accountants or auditors)
Funding bodies, where required by grant conditions

All third parties are required to keep your data secure and use it only for specified purposes. We do not sell your personal data.

5. International data transfers

Some of our service providers may process or store personal data outside the UK. Where this occurs, we ensure appropriate safeguards are in place, such as UK adequacy regulations or approved contractual protections, to keep your data secure and protected in line with UK GDPR requirements.

6. How long we keep your data

We retain personal data only for as long as necessary for the purposes it was collected, for example:

Financial records: 6–7 years for tax and accounting purposes
Marketing data: until you unsubscribe or withdraw consent
Enquiries and feedback: up to 3 years

After this period, data is securely deleted or anonymised.

7. Your rights

You have the right to:

Access your personal data
Correct inaccurate or incomplete data
Request deletion of your data (“right to be forgotten”)
Restrict or object to processing
Request data portability
Withdraw consent at any time

You can exercise these rights by contacting us at info@operaupclose.com.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection: https://ico.org.uk/

8. Children’s data

OperaUpClose does not knowingly collect personal data from children under the age of 13 without appropriate parental or guardian consent. If you believe we have collected such data in error, please contact us and we will take appropriate action.

Where we work with young people aged 13–18, we collect and use personal data only where it is necessary to deliver our activities. We do not use the personal data of under-18s for marketing or fundraising purposes, and we may seek parental or guardian consent where appropriate.

9. Security

We take appropriate technical and organisational measures to protect personal data, including:

Secure storage systems, access controls, and encryption where appropriate
Regular backups and recovery procedures
Staff training in data protection and cyber security

Our provides further detail on how we protect data and respond to Cyber Security Policy potential breaches.

10. Cookies and website data

Our website may use cookies and basic analytics to improve user experience and monitor performance. Where required, you will be asked for consent. Further details are provided in our Cookie Policy.