Privacy Policy: 

YorkConcerts is part of the University of York. The University of York is the Data Controller for legal purposes. The Data Processor for YorkConcerts is Celia Frisby, Concerts Administrator. By providing your personal data to us when booking tickets it is on the basis that we will use it solely for the purposes we describe. You must also accept our Terms and Conditions which are detailed on our Booking page. This Privacy Policy will explain what data we collect from you, why we collect it and what we do with it. Please read the following information carefully.

  • The types of data we collect:

    • Ticketing data

      • When you purchase tickets or a membership product through our Box Office (at the Department of Music, University of York) your name, email address, phone number(s) and postal address will be stored by our ticketing partner, Ticketsolve. This applies to bookings made in person, via the website or by telephone. We will work to ensure we keep your details up to date.

    • Online data

      • When you book tickets online, data is shared between the University of York, Global Payments (our card payment gateway) and Ticketsolve (the ticketing platform) in order to process the transaction. Where customers have opted to provide their details to receive emails from us then data will also be shared with MailChimp, our email partner.

      • Ticketsolve acts as a data processor on behalf of the University of York.

      • Ticketsolve, Global Payments, MailChimp and the University of York have implemented appropriate technological measures to protect against accidental loss, destruction, damage, alteration or disclosure.

      • For more information, see their privacy notices here:

    • Website cookies

      • When someone visits our website (www.yorkconcerts.co.uk) and our ticketing site (yorkconcerts.ticketsolve.com) we use a number of third-party services to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site, types of devices used and length of time on pages.

        Cookie Data Purpose
        Universal Analytics (Google) _ga_gali_gat_UA-XXXX_gid These cookies are used to collect information about how visitors use our website. We use the information to compile reports and to help us improve the website. The cookies collect information in an anonymous form, including the number of visitors to the website, device used, where visitors have come to the website from and the pages they visited.
    • Disabling cookies

      • You can prevent the setting of cookies by adjusting the settings on your browser. Be aware that disabling cookies will affect the functionality of this and many other websites that you visit. Disabling cookies may result in the disabling of certain functionality and features of our website.

    • Record retention periods

      • The General Data Protection Regulation (GDPR) sets out the principle that personal data shall not be kept for longer than is necessary for the purpose or purposes for which it was obtained. YorkConcerts has the following data retention periods in place:

        •  Your data will be retained for a maximum of six years for both Ticketsolve and MailChimp. 
  • We retain your data because:

    • We are providing a business service to you, namely the provision of concert tickets. We collect and retain your data under the legal basis of consent – because your data is given willingly and positively – as well as to enable performance of contract, as data collection, retention and processing is necessary to enable us to provide our service to you.  

    • For successful provision of this service we require your details so as to be able to notify you of any changes/cancellations to an event, as well as to contact you with any payment queries.

    • If you have opted to receive email or postal marketing materials we will use your details accordingly to provide this; we will not pass your personal information on but it may be processed by the some third parties as listed above (Ticketsolve, MailChimp).

  • We respect your privacy and protect all personal information you provide when buying tickets. The information you provide will be used only by ourselves to deliver services and to keep you informed with news, offers and future events. We do not forward our database to outside companies involved in marketing. If at any point, you wish to be removed from our database, please do not hesitate to contact us at boxoffice@york.ac.uk. Information may be processed in hard-copy form to enable us to monitor concert attendance or to include your address in postal mailings (and only when you have consented to receive postal mailings). The data we hold can only be accessed by authorised users.

  • You have the legal right to request the University of York to provide you with a copy of all the data about you we hold (a Subject Access Request), in a commonly-used, machine-readable structure. Please contact the Box Office at boxoffice@york.ac.uk if you wish to make such a request. The University of York has one month to comply from receipt of the request, but we are legally able to refuse a request that is manifestly unfounded or excessive. If we refuse a request we must provide full reasoning and set out the process of appealing against the decision.

  • We use MailChimp to send marketing messages, as well as to welcome new customers, interact with lapsed customers, provide special offers and to thank customers who donate to the Music Development Fund through Ticketsolve. These messages will only be sent to those who have opted in to receive emails. We may also include information about other third-party events we think you may be interested in. When you sign up for our mailing list – either at the time of booking or separately through our sign-up form – we collect personal information. We use that information for the following reasons:

    • to share information such as upcoming shows;

    • to check our records are correct

    • and to occasionally confirm that you are happy and satisfied with the service we provide.

We also gather statistics around email opening and clicks within emails using industry-standard technologies to enable us to monitor and improve our marketing. You can unsubscribe by clicking the 'unsubscribe' link at the bottom of any of our emails or by contacting the Box Office at boxoffice@york.ac.uk.

  • We will regularly review this Privacy Policy to ensure we are continuing to operate within all relevant legal frameworks and to provide as much transparency as possible with regards to our activities. This version was adopted on 16 May 2018.