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Showroom Work Station Privacy Policy

This is the Privacy Policy of Sheffield Media and Exhibition Centre (SMEC, Charity No.1002020). 

At Showroom Work Station, we are committed to protecting your personal data and ensuring transparency in how we collect, use, and store your information. 

This Privacy Policy explains how we process your personal data when you interact with our website, including when you: 

  • Book a venue for hire 
  • Purchase a cinema ticket 
  • Sign up for a membership 

We encourage you to read this policy carefully to understand how we handle your data and your rights in relation to it.
 
1. Contacting Us 

If you have any questions about this Privacy Policy or how we handle your personal data, you can contact us using the details below: 

Email: Marketingdept@showroomworkstation.org.uk
Postal Address: Showroom Work Station, 15 Paternoster Row, Sheffield, S1 2BX
 
2. Collecting Information

The Personal Data We Collect 

Personal data refers to any information that can be used to identify an individual. This does not include data that has been anonymised in a way that prevents identification. 

We may collect, use, store, and process various types of personal data, which we have categorised as follows: 

  • Identity Data – Includes your first name, last name, username or similar identifier, title, date of birth, company name (if applicable), and CCTV footage. 
  • Contact Data – Includes your billing address, email address, and telephone numbers. 
  • Financial Data – Includes your bank account details and payment card information. 
  • Transaction Data – Includes details of payments made to and from you, as well as records of products and services you have purchased from us. 
  • Technical Data – Includes your IP address, login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system, and other technical information about the devices you use to access our website. 
  • Profile Data – Includes your username and password, purchase history, orders made by you, interests, preferences, feedback, and survey responses. 
  • Usage Data – Includes information about how you use our website, products, and services. 
  • Marketing and Communications Data – Includes your preferences for receiving marketing from us and your preferred communication channels. 

Aggregated Data 

We also collect, use, and share aggregated data for analytical and business purposes. Aggregated data may be derived from your personal data but is not considered personal data under the law as it does not directly or indirectly reveal your identity. For example, we may analyse website usage data to determine how users interact with certain features. If aggregated data is ever combined with your personal data in a way that makes you identifiable, we will treat it as personal data in accordance with this Privacy Policy. 

Sensitive Personal Data 

We do not collect any Special Categories of Personal Data (such as race or ethnicity, religious beliefs, sexual orientation, political opinions, health information, or biometric data), except where anonymised as part of voluntary surveys related to funding processes. Any data collected in this way will be fully anonymised to ensure that it cannot be linked to an individual. 

We also do not collect information regarding criminal convictions or offences. If you are applying for a job with us, a separate privacy policy within the application pack will outline how we process your data. 

If You Fail to Provide Personal Data 

In certain cases, we are required to collect personal data by law or under the terms of a contract with you. If you do not provide this information when requested, we may be unable to fulfil our contractual obligations (for example, providing you with goods or services). If this applies, we will notify you at the time. 

3. How we use your information 

We use your personal data for various purposes, depending on our legal basis for processing. These include: 

  • Providing and managing our services, such as processing bookings, venue hire, ticket purchases, and memberships (Contractual Necessity). 
  • Enhancing user experience, including website optimisation, security measures, and fraud prevention (Legitimate Interests). 
  • Complying with legal obligations, such as responding to regulatory requirements and enforcing our terms (Legal Compliance). 
  • Marketing and promotional activities, where you have not opted out (Legitimate Interests/Consent). 

We carefully assess our legitimate interests to ensure they do not override your fundamental rights and freedoms. You can request details of this assessment by contacting us. 
 
In some cases, we may process your personal data based on more than one legal ground, depending on the specific use. If you require further details, please contact us. 

Marketing and Communications 

We want to provide you with relevant offers and content while respecting your preferences. We may use your Identity, Contact, Technical, Usage, and Profile Data to determine products, services, or promotions that may interest you. 

You will receive marketing communications from us if you have: 

  • Requested information or purchased goods or services from us. 
  • Not opted out of receiving marketing messages. 

We do not use automated decision-making that significantly affects individuals. If this changes, we will update this policy accordingly. 

You can manage your preferences or opt out at any time by following the instructions in our communications or contacting us directly. 

4. How we share your information 

We only share your personal data when necessary to provide our services, meet legal requirements, or support our business operations. This may include sharing with: 

  • Service Providers – Companies that help us operate our business, such as IT providers, Box Office systems, and email marketing platforms. 
  • Professional Advisors – Legal, financial, and insurance professionals who assist with compliance, audits, and business operations. 
  • Regulatory Authorities – Government bodies, such as HM Revenue & Customs, when required by law. 
  • Business Transfers – In the event of a sale, merger, or restructuring, your data may be shared with new business owners who will continue to use it as described in this policy. 

We ensure that all third parties handle your data securely and in accordance with legal requirements. They are not permitted to use your personal data for their own purposes and may only process it under our instructions. 

5. Accessing your information 

Under data protection laws, you have the right to access the personal data we hold about you. This is known as a Data Subject Access Request.  
 
When you exercise your rights, we may need to request specific information from you to help us confirm your identity and ensure your right to access your personal information. This is a security measure to ensure that personal information is not disclosed to any person who has no right to receive it. 

Your Rights Include: 

  • Access Your Data – You can request a copy of the personal data we hold about you and check that we are lawfully processing it. 
  • Correct Your Data – If any personal data we hold about you is incomplete or inaccurate, you can ask us to correct it. We may need to verify the accuracy of the new data you provide. 
  • Request Deletion – You can ask us to delete your personal data if: 
  • There is no longer a valid reason for us to hold it. 
  • You have objected to our processing of your data (see below). 
  • We have processed your information unlawfully. 
  • We are required by law to erase it. 
  • Please note: In some cases, we may not be able to delete your data due to legal obligations. If this applies, we will inform you at the time of your request. 
  • Object to Processing – You can object to us processing your personal data where: 
  • We are relying on a legitimate interest to process your data, and you believe this affects your rights and freedoms. 
  • We are using your personal data for direct marketing purposes. 
  • In some cases, we may have compelling legal grounds to continue processing your data despite your objection. 
  • Restrict Processing – You can ask us to temporarily stop processing your personal data in the following cases: 
  • You want us to verify the accuracy of the data. 
  • We are processing your data unlawfully, but you do not want it deleted. 
  • You need us to keep your data to establish, exercise, or defend a legal claim. 
  • You have objected to our processing, and we are verifying whether we have overriding legal grounds to continue. 
  • Request Data Transfer – You can ask us to provide your personal data in a structured, commonly used, machine-readable format so you can transfer it to another service. This applies only to automated data processing based on consent or a contract. 
  • Withdraw Consent – If we are processing your personal data based on your consent, you can withdraw it at any time. This will not affect any processing carried out before you withdrew your consent. If withdrawing consent affects our ability to provide a service, we will inform you at the time. 

Fees and Verification 

  • No Fee Required – You do not have to pay a fee to access your personal data or exercise your rights. However, if your request is clearly unfounded, repetitive, or excessive, we may charge a reasonable fee or refuse to comply. 
  • Verifying Your Identity – To protect your data, we may ask you to provide information to confirm your identity before processing your request. We may also contact you for further details to speed up our response. 

 

If you are unhappy with how we handle your data, you have the right to lodge a complaint with the UK’s Information Commissioner’s Office (ICO). More information can be found at www.ico.org.uk. 

6. Data Retention 

We retain your personal data for as long as necessary to fulfil the purposes outlined in this Privacy Policy, unless a longer retention period is required by law or needed to protect our legal rights. 

  • We keep your personal data for as long as you maintain an active relationship with us, such as holding a membership, purchasing cinema tickets, or using our venue hire services. 
  • When your relationship with us ends, we may retain certain information to comply with legal obligations, resolve disputes, prevent fraud, or protect our business interests. 
  • For example, tax and sales laws may require us to retain records of purchases and transactions for a legally mandated period. 

7. Data Security 

We take the security of your personal data seriously and have implemented measures to protect it from loss, misuse, unauthorised access, alteration, or disclosure. Access to your data is restricted to employees, contractors, and trusted third parties who need it for business purposes. They are required to follow our instructions and maintain confidentiality. 

If a data breach poses a high risk to your rights, we will notify you as soon as possible, along with any steps you can take to protect yourself. 

Some of our service providers store or process data outside the UK. Where this occurs, we ensure appropriate safeguards are in place, such as UK-approved Standard Contractual Clauses. 

In the event of a suspected data breach, we have procedures in place to investigate and respond appropriately. If required by law, we will notify you and the relevant regulatory authorities. 

8. Cookies and How We Use Them 

We use cookies to enhance your experience on our website. Cookies are small text files stored on your device that help us understand how you use our site, improve functionality, and personalise your experience. 

Types of Cookies We Use 

  • Essential Cookies – These are necessary for basic site functions, such as enabling secure login, processing bookings, and remembering your selections. Without these, certain features may not work properly. 
  • Performance and Analytics Cookies – These help us analyse website traffic and improve our services. For example, we use Google Analytics to track how visitors interact with our site and identify areas for improvement. 
  • Preference Cookies – These remember your settings, such as language preferences or login details, to provide a more personalised experience. 

Managing Cookies 

You can control cookies through your browser settings. Most browsers allow you to accept or block all cookies, delete existing cookies, and set preferences for certain websites. 

Please note that blocking all cookies may affect the functionality of our site. 

To opt out of third-party cookies for interest-based advertising, visit www.youronlinechoices.eu. This won’t remove ads entirely but will prevent them from being tailored to you. 

To opt out of Google Analytics tracking, visit Google’s opt-out page. You can also manage Google Ads settings via Google Ads Settings.  

9.  Third-Party Links and Services 

This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you.  

We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy policy of every website you visit.  

10. Changes to this privacy policy 

We may update this Privacy Policy from time to time to reflect changes in legal requirements, regulations, or how we operate. If we make significant changes, we will notify you in line with legal requirements. 

By continuing to use Showroom Work Station’s services after any updates take effect, you acknowledge and accept the changes. If you do not agree with the updates, you may choose to stop using our services.