Support, AGM Minutes and Privacy Policy

Become a Friend

The greatest way to show support for the Regal, apart from coming to see the shows and having some fun, is to become a FRIEND OF THE REGAL. The Regal values highly the support and encouragement it receives from the Friends and in return offers them many concessions and benefits. The annual subscription entitles you to receive regular newsletters about activities, discounts on most tickets when booking in advance (usually 50p) and the satisfaction of knowing that you are supporting the local community theatre! (Please note that membership of the Friends of the Regal is separate from Film Society Membership)

To become a friend, call at the box office and pick up an application form. Alternatively, you can donate via localgiving.com – donations always gratefully received!

If you would like to get more involved in the everyday running of the theatre, please contact us, as new volunteers are always welcome!

Volunteer

The Regal Theatre is a hugely successful community project. Over 200 volunteers contribute to maintaining the building and to opening the theatre for events, and refreshments in the bar, on over 120 nights a year.

Whatever your interest and skills, if you have time and energy you would like to contribute, we would welcome you enthusiastically. There are hosts of areas which need volunteers to keep them going.

  • Performing: Please see our list of Member Companies for contact details
  • Back Stage: Stage management, make-up, costumes, props – contact the companies and offer your help; you will be snapped up!
  • Sets: Join a regular team which designs, builds, paints
  • Front of House: Programmes and tickets on the night of performances
  • Publicity: Hand delivering brochures, stuffing envelopes, sending information to the media, gather advertising/sponsorship for our brochure, keeping the editorial up to date on our website
  • Box Office: Volunteering morning or afternoon sessions to work in the box office
  • Technical: Working to set up sound and lights for performances and managing the desk during performances – training given
  • Bar: Serving refreshments behind the bar on performance days
  • Performance Days: Help visiting professional companies with their get-ins, give them information; help carry in/set up

The Regal Theatre, The Avenue, Minehead, Somerset, TA24 5UQ
Phone the theatre Box Office 01643 706430 (Monday to Saturday 10am to 3pm)
Or email us.


AGM OF THE MATA Regal Theatre Co Ltd

Sunday 8 July 2018 in the Regal Bar (Subject to ratification at the 2019 AGM)

 

Present           Board: Elaine Ross (Chair/PR), Ray Tew (Vice Chair) Lewis Lintern (Artistic Director), Jean Armin (Treasurer), Georgina Charnock (General), Andy Kingston-James (WSC), Ian Melhuish (General), Fred Owen (Waterfront), Doug Ross (Barnstormers), James Scott (Building), Sue Swann (Box Office), Victoria Thomas (Film Society), Peter Thompson (Panto People), Jim Woodley (Tech), Mervyn Yeandole (Co Secretary)

Committee:    Val Ayres (Minutes), Heather Bryant (Friends), Monica Hartwell (General), Rosie Paterson (MDS), Chris Rendell (First Aid/Risk) Richard Seale (Tech/H&S), Liz Sizer (Bar), Derek Webb (Website),

Also present: Liz and Herbert Vicary and Hayley Rendell 

  1. Apologies None

Declarations of Interest   None

2          Minutes of the AGM Sunday 18 July 2017

The 2017 AGM Minutes had been provisionally accepted at the August 2017 MATA Meeting.  Formal acceptance was proposed by LL, seconded by DR, with two ‘don’t know’ votes (as weren’t in attendance) the remainder agreed the proposal.

  1. Annual Report and Finance 2017 (period covered 1.1.17 – 31.12.17)

3.1 – JA had already presented the Report and Accounts at the July MATA meeting and digital copies were circulated prior to the AGM, but she highlighted the following points:

  • In the year January to December 2017 our income from shows was slightly up on the previous year: the direct cost of putting on those shows was also up.
  • The indirect cost of ‘running the theatre’ increased by about the same percentage, and then there was the additional cost of the work in relation to the installation of the new screen, and other necessary work to the roof and walls that was carried out at that time.
  • The accountant’s 5 year summary reflects this pattern of increased income and expenditure, leaving much the same small surplus of funds at the end of the year to offset bigger projects.
  • This year we know of further costs to be met, and so are very grateful to Monica for her hard work in finding grant money for some of these, so we can continue to provide the physical and organisational structure in which shows can happen.
  • Our annual fee to Local Giving of £72 has again proved worthwhile, as we received £1047.21 through this scheme in 2017.
  • We have not yet succeeded in setting up online bank with NatWest.
  • The accountant has asked us to consider changing from a Ltd Co to a Charitable Incorporated Organisation (CIO), an option recently introduced by the government: this is for future discussion.

The Chair’s Report on 2017 achievements and performance was agreed for inclusion in the Annual Report and LL proposed the acceptance of the complete report, which was seconded by FO and agreed unanimously.

3.2 – Show Report – 2017 figures show MATA income of £41,619 (which includes 6/9ths of the Panto income) plus Bar takings of £21,936.  Only a small number of the ninety plus shows made a loss and audience figures reached around 23,000.

3.3       We need to remove Mrs J Thompson’s name from the Charity Commission and Companies House records and our list of Directors, as she resigned prior to the 2017 AGM.

  1. Introduction by the Chair

Colin Isherwood had been nominated for Chair and Front of House Manager but has since resigned from the Board and all other roles at the theatre – issues raised are being considered.  In the absence of a new Chair ER proposed she conduct the whole AGM, which was agreed unanimously.  Action is being taken to replace the Chair and Front of House Manager, 21 days notification is required for nominations for the Chair, elections could be held at an Extraordinary General Meeting.  In the meantime ER and RT have agreed to conduct alternate meetings.

ER said it had been an honour to serve as Chair and thanked everyone for their support during her time in office, she plans to take a step back and ‘downsize’ her community activities and commitments.

4.1  Confirmation of Directors

Position                                  Nominee

Proposed by LL, seconded by SS and were carried unanimously

Chair                                       None

Vice Chair                                Ray Tew

Vice Chair                                Elaine Ross 

Honorary Appointments

Proposed by DR, seconded by FO and carried unanimously

Company Secretary                Mervyn Yendole

Minutes Secretary                  Val Ayres (not a director)

Proposed by, RT seconded by DR and carried unanimously

Treasurer                                Jean Armin

Auditiors/Accountants            Amhurst & Shapland

MATA Company & WSC Delegates

These appointments were voted on by members of their own Companies

Barnstormers                          Doug Ross (awaiting confirmation at their AGM)

Film Society                             Victoria Thomas

Waterfront                              Fred Owen

Panto People                           Peter Thompson

West Somerset Council          Andy Kingston-James (Elected by the District Council)

The following people agreed to stand again this year  

Proposed by PT, seconded by HB and carried unanimously

Artistic Director                      Lewis Lintern

Publicity Officer                      Elaine Ross (pro tem)

Buildings Officer                     James Scott

Box Office Manager/Theatre

Manager Co-ordinator            Sue Swann

FOH Manager

Chief Lighting Technician        Jim Woodley

General Director                     Georgina Charnock

General Director                     Ian Melhuish

ELECTION OF OFFICERS & REPRESENTATIVES TO THE MANAGEMENT COMMITTEE 

The following agreed to stand again this year

Proposed by LL seconded by SS and agreed unanimously

Minehead Dramatic Society               Rosie Paterson*

Friends of the Regal                            Heather Bryant

Bar Rep                                               Liz Sizer

Training Officer                                  Vacant

Health & Safety                                   Richard Seale

Technical Adviser                                Richard Seale

Regal Websites                                   Derek Webb

Head of Sound                                     Chaz Hardiman  (non attending)

First Aid and Risk Assessment             Chris Rendell

General Committee Member             Monica Hartwell

(* R Paterson might become a Director, after being advised of the full role and responsibilities involved)

  1. MATA REPRESENTATIVES TO OUTSIDE BODIES

West Somerset Voluntary Forum  -ER has decided to step down, however, LL, MH and RT agreed to continue as representatives, when their time and commitments allow.

BID and Minehead Christmas Festival Group – LL will continue to represent the Regal

Minehead Coastal Community Towns Initiative – RT will continue as our representative.

 

There were no questions from the floor so ER declared the meeting closed at 7.40.


THE REGAL THEATRE PRIVACY POLICY 

  1. Who are we? THE REGAL THEATRE

The theatre is run by the M.A.TA. (Minehead Amateur Theatrical Association) Regal Theatre Company Limited (Company no. 3149984) and is a registered charity (No. 1052714). The company was started by a group of volunteers devoted to maintaining and developing live theatre in the centre of Minehead and the Board of Trustees meets once a month to manage its affairs. Everyone who regularly works in the theatre is a volunteer, and MATA gratefully acknowledges the invaluable contribution they make. Without them, the theatre could not operate.

WAYS TO KEEP IN TOUCH with theatre events, auditions, opportunities and news:

  • Become a Friend of the Regal to receive a Regal brochure and newsletter.
  • Visit the Regal website (www.regaltheatre.co.uk) to see what’s on and book tickets.
  • Send us an email from the website to sign up to receive our regular Regal E-News.
  • ‘Like’ our page on Facebook to receive day to day news of events and auditions. 
  1. Our commitment to your privacy

We are committed to protecting your personal information and being transparent about what information we hold about you.

Using personal information allows us to develop a better understanding of our patrons and in turn to provide you with relevant and timely information about the work that we do – both on and off stage. As a not-for-profit organisation, it also helps us to engage with potential donors and supporters.

The purpose of this policy is to give you a clear explanation about how we collect and use the information we receive from you directly and from third parties.

We use your information in accordance with all applicable laws concerning the protection of personal information. This policy explains:

  • What information we may collect about you
  • How we may use that information
  • In what situations we may disclose your details to third parties
  • Our use of cookies to improve your use of our website. Information about how we keep your personal information secure, how we maintain it for and your rights to be able to access it

If you have any queries about this policy, please contact our Data Protection Lead at The Regal Theatre.  Contact details can be found at the end of this policy.

3. Information collection

3.1   Information you give us

For example when you register on our website, buy tickets, attend activities or make a donation, we’ll store personal information you give us such as your name, email address, postal address and telephone number.   We also keep a record of your purchases and donations.  We do not keep a record of debit/credit card details.

3.2 Information about your interactions with us

For example, when you visit our website, we may collect information about how you interact with our content. When we send you a mailing we store a record of this, and in the case of emails we may keep a record of which ones you have opened and any links you have clicked on.

3.3 Information from third parties

We may occasionally receive information about you from third parties. For example, we may use third party research companies to provide general information about local demographics, compiled using publicly available data.

3.4 Sensitive personal data

Data Protection law recognises that certain categories of personal information are more sensitive such as health information, race, religious beliefs and political opinions. We do not usually collect this type of information about our patrons unless there is a clear reason for doing so. (As an example, in seeking parental permission for a young person under eighteen to appear in our amateur drama performances, we may collect health information relevant to their safeguarding.  We would only store this with the approval of their parents).  We do not collect personal details from young people aged under 18 unless we have the express permission from a parent or guardian.

  1. Legal basis

4.1 Contract purposes

When you make a purchase from us or make a donation to us, you are entering into a contract with us. In order to perform this contract we need to process and store your data. For example we may need to contact you by email or telephone in the case of cancellation of a show or activity, or in the case of problems with your payment.

4.2 Legitimate organisational interests

In certain situations we collect and process your personal data for purposes that are in our legitimate organisational interests. However we only do this if there is no overriding prejudice to you by using your personal information in this way. We describe below all situations where we may use this basis for processing.  Other than in the ways described, we will never share your information with a third party.

5   Marketing communications

We aim to communicate with you about the work that we do in ways that you find relevant, timely and respectful. To do this we may use data that we have stored about you, such as what events you have booked for in the past, as well as any preferences you may have told us about.

We use our legitimate organisational interest as the legal basis for communications by post and email. In the case of postal mailings, you may object to receiving these at any time using the contact details at the end of this policy. In the case of email, we will give you an opportunity to opt out of receiving them during your first purchase with us. If you do not opt out, we will provide you with an option to unsubscribe in every email that we subsequently send you, or you can alternatively use the contact details at the end of this policy.

We may also contact you about our work by telephone however we will always get explicit consent from you before doing this. Please bear in mind that this does not apply to telephone calls that we may need to make to you related to your purchases (as above).

6       Other processing activities

In addition to marketing communications, we also process personal information in the following ways that are within our legitimate organisational interests:

  • We may analyse data we hold about you to ensure that the content and timing of communications that we send you are as relevant to you as possible.
  • We may analyse data we hold about you in order to identify and prevent fraud.
  • In all of the above cases we will always keep your rights and interests at the forefront to ensure your own interests or fundamental rights and freedoms are not overridden. You have the right to object to any of this processing at any time. If you wish to do this, please use the contact details at the end of this policy. Please bear in mind that if you object this may affect our ability to carry out tasks above that are for your benefit.

7       Third parties

There are certain circumstances under which we may disclose your personal information to third parties. These are as follows:

  • To our own service providers who process data on our behalf and on our instructions (for example our ticketing system software provider). In these cases we require that these third parties comply strictly with our instructions and with data protection laws, for example around security of personal data.
  • Where we are under a duty to disclose your personal information in order to comply with any legal obligation (for example to government bodies and law enforcement agencies).
  • We will never share your information with a third party without first seeking your consent.

8       Our Website

8.1 Cookies

Cookies are small text files that are automatically placed onto your computer by websites that you visit. They are widely used to allow a website to function (for example to keep track of your basket) as well to provide website operators with information on how the site is being used and what improvements we can make.  We only use this information for statistical analysis purposes and then the data is removed from the system.

Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies and by using our website, you agree that we can place these types of cookies on your device.

You can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.  To learn more about cookies, you can visit www.aboutcookies.org. You will also find details on how to block and delete cookies from your computer as well as more general information about cookies. For information on how to do this on the browser of your mobile phone you will need to refer to your handset manual.

8.2   YouTube & Vimeo

If you play an embedded video on our website, there may a cookie set by YouTube or Vimeo containing anonymous, non personally-identifiable information about the number of playbacks of embedded videos. To find out more please visit YouTube’s embedding videos information page. You can find out more on the Google Privacy Policy (Google owns YouTube): http://www.google.com/intl/en/policies/privacy/ and the Vimeo Privacy Policy: http://vimeo.com/privacy

8.3   Sharing Tools

If you use one of the ‘Share’ buttons, an anonymous cookie may be set by addthis.com to help you to easily bookmark/share selected pages through a number of popular social networks. They also help us know what pages are being bookmarked/shared. You can find out more on the AddThis Privacy Policy: http://www.addthis.com/privacy.

If you ‘Like’ or ‘Tweet’ using these services, third party websites may set a cookie when you are also logged in to their service (like Facebook or Twitter). We do not control these cookies and you should check the relevant third party website for more information about these cookies.

8.4 External Links

We are not responsible for the availability or content of external sites that may have a link from the Regal website. If you find a broken link or if you have any questions or concerns about a link, please contact us.

9   Your debit and credit card information

If you use your credit or debit card to purchase from us or to make a donation, we will ensure that this is carried out securely and in accordance with the Payment Card Industry Data Security Standard (PCI-DSS). You can find more information about this standard at https://www.pcisecuritystandards.org/.  We do not store your any of your credit or debit card numbers. 

10   With your explicit consent

For any situations where the purpose is not either for contract purposes or for legitimate business interests as described above we will ask for your explicit consent before using your personal information in any specific situation.  We will only use data for a legitimate purpose specified at the time of collection. This data will not be shared with third parties without permission. 

  1. Your personal information

11.1 Maintaining your personal information

We store your personal information indefinitely such that for any subsequent purchases you make we are able to link them back to a single unique record that we hold for you on our system.

If there are aspects of your record that are inaccurate or that you would like to remove, you can usually do this by logging in to your account through our website. Alternatively please use the contact details at the end of this policy.

Any objections you make to any processing of your data will be stored against your record on our system so that we can comply with your requests.

11.2 Security of your personal information

We will put in place appropriate safeguards (both in terms of our procedures and the technology we use) to keep your personal information as secure as possible. We will ensure that any third parties we use for processing your personal information do the same.

We will not transfer, process or store your data anywhere that is outside of the European Economic Area.

11.3 Your rights to your personal information

You have a right to request a copy of the personal information that we hold about you and to have any inaccuracies in this data corrected.  Please use the contact details at the end of this policy if you would like to exercise this right.

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues.  You can visit their website at https://ico.org.uk/make-a-complaint/

  1. Personal data breaches

12.1   A personal data breach is a breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, personal data. This includes breaches that are the result of both accidental and deliberate causes.  Breaches can include:

  • access by an unauthorised third party;
  • deliberate or accidental action (or inaction) by a controller or processor;
  • sending personal data to an incorrect recipient;
  • computing devices containing personal data being lost or stolen;
  • alteration of personal data without permission; and
  • loss of availability of personal data.

12.2    Preparing for a personal data breach

Departments need to:

  • Know how to recognise a personal data breach.
  • Understand that a personal data breach isn’t only about loss or theft of personal data – mistakes happen.
  • Have a prepared response plan for addressing any personal data breaches that occur.
  • Have in their department and be familiar with guidance documents concerning data protection and data breaches:
  • The Voluntary Arts Network Briefing 173 GDPR Data Protection (shorter/simpler)
  • The Guide to the General Data Protection Regulation (GDPR) (p136)

12.3    How the Regal Theatre will respond:

  • We will immediately assess the likely risk to individuals as a result of a breach. We will inform affected individuals without delay if it is likely to result in risk to their rights and freedoms, giving full information about the breach and offering advice to help them protect themselves from its effects.
  • If any department suffers a security breach and personal data is compromised the ICO will be notified within 72 hours, even if we do not have all the details yet. The ICO is The Information Commissioner’s Officer, the UK’s independent authority set up to uphold information rights in the public interest.  The report to the ICO should detail what data has been breached (amount, type of data), the likely consequences and the steps already taken to mitigate the effects.
  • All breaches will be documented even if they don’t all need to be reported.

Contact details and further information

Please get in touch with us if you have any questions about any aspect of this privacy policy, and in particular if you would like to object to any processing of your personal information that we carry out for our legitimate organisational interests.

 

Address:  The Regal Theatre, 10-16 The Avenue, Minehead, Somerset, TA24 5AZ

Telephone:  01643 706430

Email:  go to our website:  www.regaltheatre.co.uk and contact us through the CONTACT AND LOCATION TAB.

Last Update: May 2019