Privacy Notice and GDPR Policy

To effectively produce In The Room Festival, we need to retain certain personal data about participating schools. This information allows us to coordinate meetings, timetables, fire registers, prepare contracts, apply for child performance licences, and administer invoices.

This section explains the types of data we collect, how it is stored, who we share it with, and what happens when our festival comes to an end.

We retain information provided by schools for the duration of our agreed engagement, including phone numbers, email addresses, home addresses, dates of birth, and banking information. We also collect the names and ages of participating students, which are provided to the host theatre and local council for performance licensing purposes.

We take appropriate steps to keep all data secure. Electronic copies are stored on remote, encrypted servers, while physical documents are kept securely locked away.

We only share personal information with verified individuals who have a legitimate need for it, including those organising call sheets, transportation, and accommodation; In The Room Festival staff; host theatres; and educational authorities responsible for processing performance licences.

Once your booked festival has concluded, we will securely dispose of all physical documents and delete student details within seven working days.

Electronic contracts, approved performance licences, and school contact details will be retained securely online where necessary.

Any marketing material featuring participating students may be retained by In The Room Festival and used in perpetuity. Permission for online and print use is included in the school contract, with schools given the opportunity to notify In The Room Festival of any pupils who do not have permission to appear online.

Data Sharing – In The Room Festival, Host Theatres and Local Councils

We follow GDPR guidelines and require all third parties to confirm their own GDPR compliance before we disclose any personal information.

Data Controller: Clare Taylor
Contact: info@intheroomfestival.com