Privacy Policy
Last updated: June 2026
Privacy Policy
Introduction
Studio Moffat is committed to protecting and respecting your privacy.
This Privacy Policy explains what personal information we collect, how we use it, how we keep it secure and the rights you have in relation to your information.
Studio Moffat is a charitable organisation responsible for managing The Studio Theatre in Moffat.
Contact details
Studio Moffat
The Studio Theatre
Dundanion Road
Moffat
DG10 9AH
Email: hello@studiomoffat.co.uk
About Studio Moffat and Make/Change Collective
Studio Moffat works closely with Make/Change Collective CIC, which provides administrative and operational support for some activities and communications.
Studio Moffat remains the data controller for personal information collected and used for its own purposes, including venue hire, governance, financial administration and Studio Moffat communications.
Where activities, events or projects are delivered directly by Make/Change Collective CIC, Make/Change Collective may act as the data controller and its own Privacy Policy will apply.
What information we collect
Depending on your relationship with Studio Moffat, we may collect:
- Name
- Postal address
- Email address
- Telephone number
- Venue hire information
- Invoicing and payment information
- Trustee contact information
- Supplier and contractor information
- Correspondence sent to us by email, post or other means
- Photographs or video recordings where relevant
We also collect limited technical information through our website, including information gathered through cookies and website analytics.
How we use your information
We use personal information to:
- Respond to enquiries
- Manage venue hire bookings
- Issue invoices and maintain financial records
- Communicate with trustees, suppliers, contractors and hirers
- Meet legal, accounting, charity and governance obligations
- Maintain and manage the venue
- Protect the security and operation of the organisation
We will never sell your personal information.
Lawful basis for processing
We process personal information under one or more of the following lawful bases:
Contract
Where information is needed to fulfil a venue hire, booking, purchase or other agreement with you.
Legal obligation
Where we are required to retain information for accounting, taxation, charity governance or other legal purposes.
Legitimate interests
Where processing is necessary for the effective management and operation of Studio Moffat and does not override your rights and freedoms.
Consent
Where we ask for your permission, for example to receive newsletter communications or for the use of identifiable photographs.
Studio Moffat newsletters
Studio Moffat newsletters are administered on our behalf by Make/Change Collective CIC.
You will only receive marketing communications where you have chosen to receive them. Every email contains an unsubscribe option and you may withdraw your consent at any time.
Photography and video
Studio Moffat may occasionally take photographs or video recordings during performances, workshops and other activities.
We do not normally photograph audiences without notice. Where identifiable images are used on our website, social media channels or publicity materials, we will normally seek permission before publication.
If you do not wish to be photographed or filmed, please let us know.
Website, cookies and analytics
Our website is built using WordPress and uses services including Jetpack, Google Analytics and website backup systems.
These services help us understand how visitors use our website, improve website performance and protect the site against accidental loss or technical failure.
They may collect limited technical information such as IP address, browser type, device information and pages visited.
Where information is stored
Personal information may be stored securely within:
- Microsoft 365
- Sage Accounting
- WordPress and website hosting systems
- Website backup systems
- Studio Moffat email records
- WhatsApp communications used for trustee and organisational business
- Studio Moffat governance and financial records
We take reasonable technical and organisational measures to protect personal information from loss, misuse, unauthorised access or disclosure.
Sharing information
We only share personal information where necessary to operate Studio Moffat or where required by law.
We may use trusted third-party providers including:
- Microsoft 365
- Sage Accounting
- WordPress and website hosting providers
- Jetpack
- Google Analytics
- Website backup providers
We may also share information with professional advisers, regulators or public authorities where legally required.
How long we keep information
We retain personal information only for as long as necessary.
As a guide:
- Venue hire enquiries are normally retained for up to one year.
- Venue hire invoices and financial records are normally retained for seven years.
- Trustee records are retained during the period of trusteeship and for a reasonable period afterwards.
- Supplier and contractor records may be retained while there is an ongoing relationship or continuing need to retain them.
Information that is no longer required will be deleted or disposed of securely.
Your rights
Under UK data protection law, you have the right to:
- Request access to the personal information we hold about you.
- Request correction of inaccurate information.
- Request deletion of information where appropriate.
- Request restriction of processing in certain circumstances.
- Object to certain uses of your information.
- Withdraw consent where processing is based on consent.
To exercise any of these rights, please contact us at hello@studiomoffat.co.uk.
Data protection complaints
If you are unhappy with how we have handled your personal information, you have the right to complain directly to us.
Complaints can be submitted by email or post using the contact details above.
We will acknowledge complaints within 30 days and will investigate and respond without undue delay.
If you remain dissatisfied after receiving our response, you have the right to complain to the Information Commissioner’s Office (ICO).
Information about the ICO can be found at www.ico.org.uk.
Links to other websites
Our website may contain links to external websites. We are not responsible for the privacy practices of those websites and encourage you to read their privacy policies before providing personal information.
Changes to this policy
We may update this Privacy Policy from time to time. The most recent version will always be available on our website.
Contacting us
If you have any questions relating to this Privacy Policy then please contact us.
Our postal address is: Studio Moffat, The Studio Theatre, Dundanion Road, Moffat, DG10 9AH.
We can be reached by WhatsApp on 07985 400 556.
Our Data Protection Officer can be contacted via the above address or WhatsApp number, or by email.