During the course of the Chatham Capitol Theatre’s (CCTA) programs, services and projects, the CCTA frequently gathers and uses personal information. Anyone from whom the CCTA collects such information should expect that it will be carefully protected and that any use of or other dealing with this information is subject to consent.

The CCTA is committed to respecting the personal information of all the theatre’s patrons, donors, members, volunteers, staff, board of directors, web-users and other stakeholders. The CCTA does not sell, trade or give out its membership mailing lists.

In order to protect privacy, the theatre has the following regulations:

REGULATIONS:

1. Defining Personal Information
Personal information is any information that can be used to distinguish, identify or contact a specific individual. This information can include an individual’s opinions of beliefs, as well as facts about, or related to, the individual. It would also include the amount of support given to the theatre.

Exceptions: business contact information and certain publicly available information, such as names, addresses and telephone numbers as published in telephone directories, are not considered personal information.

2. Collection of Information
a) The theatre collects personal information (such as an address or ticket history) only from ticket buyers, members, donors, and others who have actively shown or are likely to show an interest in the organization. Those who are giving monies to the theatre must provide their mailing address as this is required on the tax receipt by the Canada Customs and Revenue Agency (CCRA).
b) Individuals will be informed about the purposes for which their information will be used.
c) The CCTA will protect all personal financial information that is shared with it. For reasons of security, the CCTA does not store credit card information in its membership database. The CCTA does retain sales information for its records, but this information is never shared with third parties. The CCTA advises against using a private email system to send financial information, such as credit card numbers.
d) Composite tallies of website page views, search terms and other traffic information are useful for improving the design and content of the CCTA’s site. This composite information does not identify individual website users.
e) Personal information that is no longer required to fulfil the stated purpose will be destroyed or made anonymous.

3. Storage of Information
a) Personal information is stored in the CCTA database(s) and in hard copy files. Only authorized theatre personnel have access to this information.
b) Personal information that is no longer required to fulfil the stated purpose will be destroyed or made anonymous.

4. Use of information
a) The theatre uses personal information to better serve its patrons and to expand the community. Primarily, this includes:
Mailings (by post or electronic) and phone calls to:
• provide information about tickets, memberships and donations.
• thank supporters and issue tax receipts.
• invite members and supporters to special events.
• sell subscriptions, tickets and solicit donations.

Publicity/Public Relations/Solicitations to:
• Inform the government regarding the CCTA’s financial status.
• Assist in further solicitations of gifts.
• Inform the community of the CCTA of donations via any performance programs; newspaper articles; radio interviews and various naming opportunities within the theatre.

b) The theatre is committed to using personal information in a respectful and useful way. Patrons, members and supporters will receive information that the CCTA believes will be in their interest. The theatre will also commit itself to making sure patrons, members and donors do not receive more than a reasonable number of letters or phone calls.

c) The CCTA does not sell, trade, or rent personal information to other organizations or individuals. If the CCTA were to share information with an outside organization (such as the mailing house that sends out the CCTA newsletter), the CCTA would have a contract binding that organization to the same strict privacy controls that the CCTA uses itself.

d) The consent to release is reflected on all relevant materials sent to the theatre’s patrons, donors, members, volunteers, staff, board
of directors, web-users and other stakeholders with the following
clause:

The Chatham Capitol Theatre Association (CCTA) protects your personal information and adheres to all legislative requirements. The CCTA does not rent, sell or make available its mailing or donor lists. Your contact information will be used to keep you informed and up to date on special events, fundraising activities, etc. The CCTA may acknowledge your donation publicly. If you wish to be removed from the CCTA’s mailing list and/or you do not wish to have your name and donation made public, please telephone the CCTA 519-358-7079 or email the CCTA at info@chathamcapitoltheatre.com.

5. Disclosure of Information
The theatre never discloses the personal information of subscribers or donors to any third party. If an individual requests that their personal information not be used for any one the purposes as noted above, or for any other purpose, that request will be honoured. The individual’s account will be updated accordingly.

6. Contact Information
Questions or comments regarding this policy or the administration of
The regulations relating to the Freedom of Information and Protection
Of Privacy Act and the Personal Information Protection and Electronics
Documents Act at the theatre may be directed to:

Chatham Capitol Theatre
238 King St. W.
Chatham, Ontario
N7M 1E7
519 358 7079
info@chathamcapitoltheatre.com

Policy implemented: February 12, 2004

Policy revised: January 9, 2007
Developed under regulations provided by the Freedom of Information and Protection of Privacy Act and the Personal Information Protection and Privacy Electronics Documents Act.