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Privacy Policy

Last updated: 14 August 2026
 

Unusual Crowd is an unincorporated community theatre group based in Cambridge.

This Privacy Policy explains how we collect, use, store and protect personal information when you visit our website, contact us, join our mailing list, buy tickets, book or attend classes or workshops, submit creative work, take part in productions, volunteer with us, work with us, or otherwise interact with Unusual Crowd.

We process personal information in accordance with applicable UK data protection law, including the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, the Privacy and Electronic Communications Regulations (PECR) and relevant provisions of the Data (Use and Access) Act 2025.

1. Who is responsible for your personal information?

Unusual Crowd currently operates as an unincorporated community group.
 

For ease, this Privacy Policy refers to Unusual Crowd as the data controller. Because Unusual Crowd is not yet an incorporated legal entity, legal responsibility for data protection rests with the individual or individuals who manage the group and make decisions about why and how its personal information is processed.


You do not need to identify a particular individual in order to contact us about your information.


For all privacy and data protection enquiries, requests or complaints, please contact:


privacy@unusualcrowd.co.uk

2. What personal information do we collect?

The information we collect depends on how you interact with Unusual Crowd.

Website enquiries

If you contact us through our website or by email, we may collect:
 

  • your name;

  • email address;

  • telephone number, if provided;

  • the subject and contents of your message; and

  • information about when the enquiry was submitted.

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We use this information to read, route and respond to enquiries, booking questions and requests for information or support.

Mailing list

If you join our mailing list, we may collect:
 

  • your name;

  • email address; and

  • information about your interests or preferences where you choose to provide it.
     

We use this information to send newsletters, event announcements and updates about Unusual Crowd.
 

You can unsubscribe at any time.

Creative submissions

If you submit creative work, an artistic proposal or an expression of interest to us, we may collect:
 

  • your name;

  • email address;

  • telephone number;

  • artistic role;

  • biography;

  • portfolio or showreel links;

  • photographs or other portfolio material;

  • creative files such as images, audio, text or scripts; and

  • relevant information associated with uploaded files.
     

We use this information to review submissions, consider people and projects for future opportunities and contact artists about their work.

Ticket purchasers and audience members

If you buy tickets for one of our events, we may collect:
 

  • your name;

  • email address;

  • telephone number, where required;

  • billing address;

  • details of tickets purchased and events booked;

  • payment history; and

  • payment transaction references.
     

Full debit or credit card details are handled by the relevant payment provider. Unusual Crowd does not receive or store your complete payment-card number.

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We use this information to process bookings, issue tickets, manage attendance and venue capacity, provide customer service and maintain appropriate financial records.

Workshop attendees

If you book or attend a workshop, we may collect:
 

  • your name;

  • email address;

  • telephone number;

  • attendance information;

  • booking and payment information;

  • information about accessibility requirements that you choose to provide;

  • dietary requirements that you choose to provide; and

  • other information reasonably necessary to organise and safely deliver the workshop.

Class and course attendees

If you book or attend classes or courses, we may collect:
 

  • your full name;

  • email address;

  • telephone number;

  • billing address;

  • attendance and sign-in information;

  • payment and transaction information;

  • emergency contact information;

  • relevant information about your experience or skill level; and

  • accessibility or other information you choose to provide where this is relevant to your participation.
     

We use this information to administer bookings and payments, communicate with you about the course, track attendance, manage class participation and support safe and accessible sessions.

Video-call interviews

Where you take part in an interview or discussion before or during a course or project, we may collect:
 

  • your name;

  • email address;

  • telephone number;

  • interview notes;

  • video or audio recordings where the call is recorded;

  • transcripts;

  • relevant chat messages; and

  • records of any consent or permission relating to the recording.
     

Where a call is to be recorded, we will tell you.
 

We may use interview information to assess suitability for classes or projects, gather feedback, support course development, conduct relevant community or project research and, where separately agreed, create promotional material.

Volunteers

If you volunteer with Unusual Crowd, we may collect:

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  • your name;

  • email address;

  • telephone number; and

  • emergency contact information.

We use this information to communicate with volunteers, organise activities and shifts and manage safety during Unusual Crowd activities.

Performers and production participants

If you perform or participate in one of our productions, we may collect:

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  • your name;

  • email address;

  • telephone number;

  • emergency contact information;

  • bank details where required for payments, expenses or stipends;

  • headshots and biographies;

  • photographs, video or audio recordings;

  • media or model release forms; and

  • information reasonably necessary to coordinate rehearsals, performances and productions.

Regular company or ensemble members

For people who are more regularly involved in Unusual Crowd's performing company or ensemble, we may additionally hold:

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  • stage name;

  • home address where necessary;

  • headshots;

  • biography;

  • training and performance credits;

  • showreel links;

  • accents;

  • relevant casting information;

  • physical characteristics relevant to casting or production;

  • clothing sizes where required for wardrobe;

  • Equity membership information, where applicable;

  • payment and invoice records;

  • meeting attendance; and

  • voting or governance records.
     

We use this information for casting, production planning, costume and wardrobe requirements, internal administration, industry opportunities, payments and the management of Unusual Crowd's activities.

Photographs, video and audio

Unusual Crowd may create or receive photographs, video footage and audio recordings during rehearsals, performances, classes, workshops and other activities.

 

Where people are identifiable, these recordings are personal information.

 

We may use appropriate photographs or recordings to document our work, maintain a production archive or promote Unusual Crowd and its activities.

 

Where we ask for specific consent for a particular use, that information will be used in accordance with the consent given.

Teachers and freelancers

If you teach or work with us on a freelance basis, we may collect:

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  • your name;

  • email address;

  • telephone number;

  • business or correspondence address;

  • emergency contact information;

  • bank details;

  • invoices and payment information;

  • contracts;

  • professional insurance information;

  • relevant qualifications or professional information;

  • DBS verification information where relevant; and

  • health or medical information that you choose to provide where it is genuinely relevant to safely carrying out your work.

 

We use this information to manage our working relationship, make payments, verify relevant qualifications, insurance or safeguarding checks and manage health and safety.

 

We aim to keep DBS information to the minimum reasonably necessary, such as verification details, dates or reference information. If we need to process information about criminal convictions or offences, we will only do so where this is permitted by data protection law.

Where we ask for specific consent for a particular use, that information will be used in accordance with the consent given.

Other contractors and professional advisers

For contractors and professional advisers such as web designers, accountants or grant advisers, we may collect:

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  • name;

  • business or organisation name;

  • company registration information where applicable;

  • email address;

  • telephone number;

  • business address;

  • bank details;

  • invoices;

  • contracts; and

  • relevant business correspondence.

  • ​

We use this information to manage our working relationships, operate Unusual Crowd and process payments.

Donors and grant funders

We may collect:

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  • names;

  • contact information;

  • organisation details;

  • grant or funding documentation;

  • donation or grant history;

  • relevant correspondence; and

  • financial information required to receive or administer funding.

 

We use this information to manage funding, maintain appropriate financial records, administer grants and report on funded activity.

People involved in managing Unusual Crowd

Where you are a committee member or otherwise involved in formally managing the group, we may hold additional information reasonably required for governance, financial administration and the operation of the organisation.

 

If Unusual Crowd later incorporates as a Community Interest Company, this Privacy Policy will be updated to reflect the new legal entity and any additional information that we are legally required to collect or disclose.

3. Where do we obtain your information?

Most personal information is provided directly by you, for example when you:

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  • complete a form;

  • make a booking;

  • buy a ticket;

  • contact us;

  • subscribe to our mailing list;

  • submit creative work;

  • take part in an interview;

  • join a production; or

  • work or volunteer with us.

 

We may also receive limited information from other sources.

 

For example:

  • a participant may give us another person's name and telephone number as an emergency contact;

  • payment providers may give us transaction confirmations and reference information; or

  • another person may provide information needed to organise a booking or production.

 

If you give us another person's details as an emergency contact, please make sure they know that you have provided their information to Unusual Crowd.

4. Our lawful bases for using personal information

UK data protection law requires us to have a lawful basis for each purpose for which we use personal information.

The basis we use depends on the particular activity.

Website enquiries

We generally rely on our legitimate interests in communicating with people who contact us and responding to enquiries.

 

Where your enquiry concerns a booking, contract or other service you are considering, we may instead process the information because it is necessary to take steps at your request before entering into a contract.

Mailing list and direct marketing

For our general email mailing list, we rely on your consent.

 

You can withdraw your consent at any time by using the unsubscribe option in our emails or by contacting us.

Tickets, paid classes, workshops and other bookings

Where you buy a ticket, book a class or enter into another paid arrangement with us, we rely primarily on contract because we need the information to provide the service you have requested.

 

We may rely on our legitimate interests for related administration, attendance management, safety and appropriate record keeping.

 

We may also retain some financial and accounting information where necessary to comply with a legal obligation.

Creative submissions

We generally rely on our legitimate interests in reviewing creative submissions, finding performers and collaborators, developing projects and communicating with people who have approached us about artistic opportunities.

 

Where a submission directly leads to a proposed contractual engagement, contract or steps before entering into a contract may also apply.

Volunteers

We generally rely on our legitimate interests in organising our activities, communicating with volunteers and managing participation safely and effectively.

Performers and regular company members

Where someone is engaged under a contract or other formal agreement, we rely on contract for the information necessary to manage that relationship.

 

We may also rely on our legitimate interests in organising rehearsals and productions, making casting and production decisions, managing the company or ensemble, maintaining appropriate records and communicating relevant opportunities.

 

Where financial or other information must be retained by law, we rely on a legal obligation.

Teachers, freelancers and other contractors

We rely primarily on contract for information required to manage the engagement and make payments.

 

We may rely on our legitimate interests for reasonable checks relating to qualifications, professional insurance, safeguarding, health and safety and the management of our activities.

 

Where particular records are required by law, we rely on a legal obligation.

Donors and grant funders

We may rely on our legitimate interests in obtaining and administering funding and maintaining relationships with donors and funders.

 

Where financial, tax or other records must be retained by law, we rely on a legal obligation.

Photographs, video and audio

Depending on the circumstances, we may rely on our legitimate interests in documenting, archiving and promoting Unusual Crowd's activities where that use is reasonable and proportionate.

 

For some recordings or uses, particularly where participation or promotional use is optional, we may instead ask for and rely on your consent.

 

Where we rely on consent, you will be told this and you can withdraw that consent for future processing.

5. Our legitimate interests

Where we rely on legitimate interests, those interests may include:
 

  • operating and developing Unusual Crowd;

  • responding to enquiries;

  • organising classes, workshops, performances and community activities;

  • managing performers, volunteers, teachers and contractors;

  • maintaining appropriate administrative and production records;

  • managing safety during our activities;

  • reviewing artistic submissions;

  • protecting Unusual Crowd's legal rights and interests; and

  • documenting and promoting our work where this is reasonable and proportionate.

 

Before relying on legitimate interests, we consider whether our interests are outweighed by the privacy rights and interests of the people whose information we use.

6. Health, accessibility and other special category information

Some information requires additional protection under data protection law.

 

For example, information about a person's health or disability may be classed as special category personal data.

 

You may choose to tell us about an accessibility requirement, medical issue or other relevant need so that we can make appropriate arrangements or support safe participation.

 

We only collect this information where it is genuinely relevant.

 

Where you voluntarily provide health, disability or other special category information and we rely on consent, we will seek your explicit consent to process that information.

 

You can withdraw consent at any time, although this may mean that we are no longer able to make arrangements based on that information.

 

In a genuine emergency, we may also use or share information where this is necessary to protect someone's vital interests and data protection law allows us to do so.

 

Dietary information is not automatically special category information, but it will be treated with appropriate care where it reveals information about health, religion or another protected category of personal information.

7. Is providing your information compulsory?

Some information is necessary for us to provide a service or fulfil an agreement with you.

 

For example, we cannot usually:

  • process a class or workshop booking without appropriate contact information;

  • issue a ticket without the information required for the booking;

  • make a payment to a performer, teacher or contractor without appropriate payment details; or

  • safely administer some activities without essential contact information.

 

If required information is not provided, we may be unable to provide the relevant service or enter into the relevant agreement.

 

Other information is optional.

 

For example, information about your interests for our mailing list, optional accessibility information and some profile or promotional information may be provided voluntarily.

 

We will aim to make clear when information is required and when it is optional.

8. Where we store personal information

Depending on the activity, personal information may be stored using systems including:

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  • Wix, including Wix Forms, Wix Bookings, Wix Events and Wix Inbox;

  • secure Google Drive folders;

  • our shared Gmail account;

  • payment systems such as Wix Payments, Stripe, PayPal and NatWest;

  • video-conferencing systems such as Zoom, Microsoft Teams or Google Meet where these are used; and

  • other systems reasonably required to administer our activities.

 

Access is limited according to role and need.

 

Depending on the information, access may be restricted to relevant people such as those managing Unusual Crowd, project organisers, teachers, production teams, authorised volunteers, finance roles or professional advisers.

9. Payments

Payments may be processed using providers such as Wix Payments, Stripe, PayPal or NatWest.

 

Payment providers process payment-card information through their own systems.

 

Unusual Crowd does not receive or store your complete debit or credit card number.

 

We may receive and retain information such as:

  • payment amount;

  • date;

  • payment method;

  • billing information; and

  • transaction or payment reference numbers.

 

Payment providers may have their own responsibilities under data protection law in relation to some of the information they process.

10. Who we share personal information with?

We do not give everyone involved with Unusual Crowd access to all personal information.

 

Information is shared only where it is reasonably necessary for the relevant purpose.

 

Depending on the circumstances, we may share information with or allow access to:

  • people responsible for managing Unusual Crowd;

  • relevant tutors or workshop leaders;

  • artistic and production teams;

  • project organisers;

  • front-of-house or authorised event volunteers;

  • people carrying out relevant marketing or administrative work;

  • accountants and other professional advisers;

  • website, communications and cloud-storage providers;

  • ticketing and booking providers;

  • payment providers;

  • video-conferencing providers;

  • grant funders where information is legitimately required for funding or reporting purposes; and

  • public bodies, regulators, courts, law enforcement agencies or other organisations where disclosure is required or permitted by law.

 

Some service providers process information on our behalf, while others may have their own legal responsibilities for the information they process.

11. International processing and transfers

Some of the technology and service providers we use operate internationally.

 

This means that, in some circumstances, personal information may be processed or stored outside the UK.

 

Where UK data protection law treats this as a restricted international transfer, we will ensure that an appropriate transfer mechanism recognised under UK data protection law applies, such as an applicable adequacy arrangement or appropriate contractual safeguards.

 

You can contact us at privacy@unusualcrowd.co.uk if you would like further information about safeguards relevant to your personal information.

12. How long we keep personal information?

We do not keep personal information for longer than we reasonably need it.

 

Different records are kept for different periods because they serve different purposes.

 

Our current retention periods include the following.

Website enquiries

Website forms, messages and related email threads are normally deleted 12 months after the enquiry has been fully resolved.

Mailing list

Mailing-list information is retained while you remain subscribed.

 

When you unsubscribe or withdraw consent, we will stop using your information for marketing.

 

We may retain a minimal suppression record where necessary to make sure that your request not to receive marketing is respected in future.

Creative submissions

Information and files relating to unsuccessful creative submissions are normally deleted within 24 months.

 

Where a submission leads to involvement in a project, relevant information may instead become part of the project's production records and will be retained in accordance with the appropriate retention period for those records.

Ticket purchasers

General ticketing customer-service and contact information is normally retained for up to three years.

 

Financial and transaction records may normally be retained for up to six years where reasonably necessary for accounting, tax or legal purposes.

Workshops

Operational workshop records are normally deleted three months after the workshop ends, unless the information has another continuing purpose, for example where you have separately joined our mailing list.

 

Relevant financial and transaction records may be retained for longer where required for accounting, tax or legal purposes.

Classes and courses

Attendance records and general class contact information are normally deleted 12 months after the relevant term ends, unless you continue to attend future terms or there is another legitimate reason to retain the information.

 

Financial and transaction records may normally be retained for up to six years where necessary for accounting, tax or legal purposes.

Video-call interviews

Raw recordings, transcripts and associated chat logs are normally deleted within three months of the call or once the relevant term begins, where they are no longer required.

 

Where a recording or extract is retained for an agreed continuing purpose, the relevant permission or consent record may also need to be retained for as long as that use continues.

Volunteers

Volunteer contact and emergency information is normally deleted within 12 months of the person ceasing to volunteer with us, unless there is a continuing reason to retain particular records

Regular performers

Operational contact and bank information is normally deleted within one year after the relevant production ends.

 

Emergency contact information is normally deleted within 12 months of the production ending.

Extra performers

Operational contact information for extras is normally removed from active communication groups and casual production records within three months after the production ends.

Photographs, recordings and media releases

Photographs, video, audio and other production material may form part of Unusual Crowd's production archive.

 

Media or model releases and other records showing our right or permission to use material may be retained for as long as the associated material is retained or used, and for any additional period reasonably necessary to demonstrate those rights or deal with legal claims.

 

We will periodically consider whether continuing to retain the material remains appropriate.

Regular company or ensemble members

Core information is generally kept for the duration of active membership.

 

Information that is no longer required for casting or participation, such as current emergency contacts, physical casting characteristics or showreel information, is normally removed when the person leaves.

 

Core contracts, financial records and appropriate governance records may be retained for up to six years where required for legal, accounting or governance purposes.

Teachers and freelancers

Emergency contacts, relevant health information and DBS verification records are normally deleted within one year after the person stops working with us, unless there is a lawful reason to retain them longer.

 

Contracts, invoices and financial records may normally be retained for up to six years for accounting, tax or legal purposes.

Other contractors

Routine contact information and operational correspondence are normally retained for up to one year after the working relationship ends, unless there is an ongoing reason to retain them.

 

Contracts, invoices and financial transaction records may normally be retained for up to six years for accounting, tax or legal purposes

Donors and grant funders

Relevant grant, donation and financial records may normally be retained for up to six years after the relevant financial period where necessary for accounting, tax, funding or audit purposes.

Management and governance records

Records relating to the management or governance of Unusual Crowd may be retained while a person holds the relevant role and for an appropriate period afterwards where this is necessary for governance, accountability, legal claims or financial record keeping.

 

We may retain information beyond the periods described above where this is reasonably necessary to comply with a legal obligation, deal with an active dispute or establish, exercise or defend legal rights

13. How we protect your information

We take reasonable technical and organisational steps to protect the personal information we hold against loss, misuse, unauthorised access or inappropriate disclosure.

 

These measures include:

  • restricting access according to role and need;

  • using password-protected and access-controlled systems;

  • limiting access to sensitive folders and records;

  • using established service providers for website, storage and payment services; and

  • reviewing and deleting information when it is no longer required.

 

People with access to personal information are expected to handle it appropriately and only use it for the purpose for which access has been provided.

14. Cookies

Our website uses cookies and similar technologies, including technologies provided through Wix and any services integrated into the website.

 

Some cookies are necessary for the website to work. Other cookies may be used for functions such as preferences, analytics or other optional services.

 

Where consent is legally required, the relevant cookies will not be used until the necessary consent has been obtained.

 

More detailed information about the cookies used by unusualcrowd.co.uk and how you can manage your preferences is provided in our Cookie Policy.

15. Your data protection rights

Depending on the circumstances and our lawful basis for processing your information, you may have the right to:

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  • access personal information we hold about you;

  • correct inaccurate or incomplete information;

  • ask us to erase your personal information in certain circumstances;

  • ask us to restrict the way we use your information in certain circumstances;

  • object to certain uses of your information;

  • receive certain information in a portable format or ask us to transfer it where the right to data portability applies;

  • withdraw consent at any time where we rely on consent; and

  • complain about the way we use your personal information.

 

These rights are not all absolute and whether a particular right applies can depend on the circumstances and our lawful basis for processing.

 

For example, a request to erase information does not necessarily require us to delete records that we have a legal obligation or another lawful reason to retain.

Your right to object

Where we rely on legitimate interests, you have the right to object to our use of your personal information in certain circumstances.

 

You have an absolute right to object to your personal information being used for direct marketing.

 

If you ask us to stop sending direct marketing, we will do so.

16. How to exercise your rights

To exercise any of your data protection rights, contact:

 

privacy@unusualcrowd.co.uk

 

You will not normally have to pay a fee.

 

We may ask for information reasonably necessary to confirm your identity or understand the scope of your request.

 

We will respond without undue delay and normally within one calendar month.

 

Where permitted by law, the response period may be extended by up to a further two months if a request is complex or you have made a number of requests. If an extension is required, we will tell you within the initial response period and explain why.

17. Data protection complaints

If you are unhappy about the way Unusual Crowd has collected, used, stored or shared your personal information, you can make a data protection complaint by contacting:

 

privacy@unusualcrowd.co.uk

 

We will:

  • provide a clear way for you to raise your complaint;

  • acknowledge receipt of the complaint within 30 days;

  • take appropriate steps to investigate it without undue delay;

  • keep you appropriately informed about its progress; and

  • tell you the outcome without undue delay.

 

You also have the right to complain to the UK's independent data protection regulator:

 

Information Commissioner's Office (ICO)
Helpline: 0303 123 1113

 

You do not need to wait for us to resolve a complaint before you have the legal right to approach the ICO, although giving us the opportunity to address your concerns first may allow the issue to be resolved more quickly.

18. Changes to this Privacy Policy

We will review this Privacy Policy periodically and update it where our activities, systems, suppliers or legal obligations change.

 

The date at the top of the policy shows when it was last updated.

 

If there is a significant change to how we use personal information, we will take reasonable steps to bring that change to the attention of affected people where appropriate.

 

When Unusual Crowd incorporates as a Community Interest Company, we will update this Privacy Policy to identify the new legal entity and its relevant company details.

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