This Privacy Policy explains how THEATRE EDUCATORS OF NORTH TEXAS handles information gathered through this website and through the planning work performed by the wing office. The policy is published by Theatre Educators NTX, the developer name used by this office for its digital work, and it applies to visitors, teachers, school staff and festival partners who reach us here. Please read it in full before sending a booking note, a question or a request through the contact desk.
1. Who We Are
THEATRE EDUCATORS OF NORTH TEXAS is a theatre education and systems planning office based in Dallas, Texas. The office designs and coordinates workshop rounds, festival staging rounds, student matinee weeks, costume rack days, audition clinics and call board evenings for schools, districts and arts partners across the region.
The company name used on this page is THEATRE EDUCATORS OF NORTH TEXAS. The postal address is 11611 Inwood Rd, Dallas - 75229-3022, United States (US). The contact address for privacy matters is tickets@tenttheatre.org and the contact telephone number is +13292082342.
The digital work on this website is published under the developer name Theatre Educators NTX. That name refers to the same office and the same team. Where this policy refers to us, we, or the office, it means THEATRE EDUCATORS OF NORTH TEXAS operating from the Dallas address above.
2. Scope of This Policy
This policy covers information that we collect when you browse this website, send a message through the contact desk, telephone the wing office, exchange email with our staff or take part in a planned round. It also covers information shared by a teacher, a school administrator or a festival producer in the course of arranging a booking.
This policy does not cover websites that we do not control. If a host school or a partner sends you to another site, that site publishes its own privacy terms and we encourage you to read them. We are not responsible for the information practices of a venue, a school district system or a ticketing operator that belongs to another organisation.
Where a district, a charter network or a private school has agreed a separate written arrangement with our office, that arrangement governs the specific work described in it. This policy applies to everything else and fills any gap that the arrangement leaves open.
3. Information We Collect
We collect only what a round needs. The categories below describe the information that can reach us during ordinary work.
Contact details
When you write, call or use the contact form, we may receive a name, an email address, a telephone number, a school or organisation name, a job title and a postal address. We keep these details so that we can reply, confirm a booking and reach the right person if a date moves.
Booking details
A booking note may include the name of a room, a grade band, a class size, a preferred date, a run length, a bus window and a list of materials a host school plans to supply. We use these details to draw the calendar page, the floor sketch and the materials note for the round.
Correspondence
We keep the emails, call notes and short messages that pass between the office and a host school. A record of what was agreed protects both sides when a schedule changes and helps the next round start from a known place.
Website technical information
Our hosting environment may record routine technical information such as a browser type, a device category, a referring page and a request time. This information is used for security, for keeping the site available and for understanding general traffic patterns. It is not used to build a personal profile of a visitor.
Information we do not want
We do not ask for a social security number, a bank account number, a payment card number or a government identity document through this website. If a message reaches us with that kind of information attached in error, we delete it as soon as we notice, unless a law requires us to keep a record of the incident.
4. How We Collect Information
Most of the information we hold arrives directly from you. You type it into the contact form, you write it in an email, you say it during a telephone call or you hand it to a staff member at a site walk.
A smaller amount arrives automatically when a browser requests a page from our web host. That request carries technical details that any web server needs in order to return a response. We also receive information from the email system that delivers a note to the wing office.
In some cases a teacher or an administrator shares information with us on behalf of a colleague, for example when a department head sends a class list of production roles or names the teacher who will meet an artist at the door. In that case we treat the information with the same care and we ask the sender to have the authority to share it.
5. Why We Use Information
We use information to answer a question, to confirm a booking, to draw a round plan, to staff the round and to follow up afterward. These are the ordinary purposes of a working office and they are the reasons that a teacher expects when a note is sent.
We also use information to keep our records accurate, to improve the way a future round is planned and to protect the office and its partners from fraud or misuse. When we review past work to improve a plan, we remove or avoid personal details wherever the review does not need them.
We rely on your consent when you send a message, on the steps needed to prepare a booking you have asked for, on our legitimate interest in running a sound office, and on legal obligations where a specific record must be kept. We do not sell information and we do not use it for advertising profiles.
8. Measurement and Logs
We look at general information about how visitors reach this website so that a page can be found, read and maintained. The information we review is aggregate in form. We look at which pages are visited, which links are used and where a visit began, and we use that picture to decide what to improve.
We do not attempt to identify a single visitor from a log entry. We do not combine log information with a name or an email address in order to build a personal profile. If we ever adopt a measurement tool that changes this approach, we will update this policy before the change takes effect.
Security logs are kept separately from planning records. They are used to detect abuse, to investigate a technical fault and to restore service after an outage. Access to these logs is limited to the staff who maintain the site.
9. Privacy for Children
This website is written for teachers, school staff, festival producers and adult visitors. It is not directed at children and it does not invite a child to send personal information. The contact desk is intended for an adult who can speak for a school or a partner organisation.
Our planned work often takes place in rooms full of students, and we take the privacy of those students seriously. When a round requires a small amount of information about participants, such as a role list or a casting sheet, the information is provided by the school under its own policies and it is kept only as long as the round requires.
We do not knowingly collect personal information from a child through this website. If a parent or a guardian believes that a child has sent personal information to the wing office, they should write to tickets@tenttheatre.org so that we can locate and remove it. We will act promptly and we will confirm the outcome in writing.
10. Data From Schools and Districts
A school or a district may share information with us in order to plan a round. That information can include a staff contact list, a class roster, a rehearsal schedule, an accessibility note or a bus plan. We treat this information as confidential and we use it only for the round it was shared to support.
Where a district requires a written data agreement before information is shared, we sign the agreement and follow it. Where a district requires that student information stay inside a controlled system, we work with the information that the district chooses to provide and we do not ask for more.
At the end of a round we return or delete school information that is no longer needed, unless the school asks us to keep a copy for a returning season. A request to delete can be sent to tickets@tenttheatre.org at any time and we will confirm when the deletion is complete.
11. Retention of Records
We keep a booking record for as long as it is useful to the office and to the host school. A round plan and its debrief note help a school plan the next season, so they are kept while a working relationship continues. When that relationship ends, the record is reviewed and the parts that are no longer needed are deleted.
Financial and tax records are kept for the period that a law requires. Correspondence about a dispute is kept until the dispute is closed and any appeal period has passed. Security logs are kept for a short window and then removed unless they are needed for an investigation.
When we delete a record, we remove it from our active systems. A backup copy may persist for a limited period before it is overwritten in the ordinary course of system maintenance. We do not keep a deleted record indefinitely in a hidden archive.
12. Security of Information
We protect information with practical measures that fit the size of the office. Access to planning records is limited to staff who need it for a round. Accounts are protected with strong passwords and, where a provider supports it, with a second factor. Devices are kept current with security updates.
Email and website traffic are carried over encrypted connections where the service supports encryption. Paper notes taken during a site walk are stored in a locked cabinet and are destroyed when the round is closed. Staff are briefed on the handling of student information before they take part in a school visit.
No system is perfectly secure. If a security incident affects information that we hold, we will investigate it, take steps to contain it and notify the people and authorities that a law or a written agreement requires us to notify.
13. Your Choices and Rights
You can ask what information we hold about you, ask us to correct it, ask us to delete it or ask us to stop using it for a particular purpose. You can also withdraw a consent that you gave earlier, although a withdrawal does not undo work that was already completed while the consent was in place.
You can ask us not to send you a seasonal note about an upcoming student matinee window. Every planning message we send identifies the office and explains how to opt out. A request to opt out of planning messages does not prevent us from replying to a question that you send us directly.
Where a law gives you an additional right, such as a right to a portable copy of your information or a right to object to a particular use, we will honour that right. We will not treat you differently because you exercised a privacy right.
14. Access and Correction
To ask for a copy of the information that we hold about you, write to tickets@tenttheatre.org with the subject line Privacy Request and tell us which email address or telephone number you used with the office. We may ask for a small amount of additional detail so that we can confirm the request comes from you and so that we do not disclose information to the wrong person.
We will respond within a reasonable period, normally within thirty days. If a request is complex or covers a large set of records, we will explain the reason for a longer period and give an estimated date for completion.
If a record is wrong, tell us what should change and, where possible, point to the correct detail. We will correct the record and, if the record has already been shared with a teaching artist or a host venue, we will pass the correction along within a reasonable time.
15. Deletion Requests
You can ask us to delete information that we hold about you. We will remove it unless we are required to keep a record for a legal, tax, safety or contractual reason. If we must keep a record, we will explain why and we will keep only the part that is required.
A deletion request can be sent to tickets@tenttheatre.org from the address that you used with the office, or by telephone at +13292082342 if you would rather speak to a person. We will confirm the request in writing and tell you when the deletion is complete.
Some records relate to a round that a school still needs, such as a plan for an upcoming festival day. In that case we will ask the school before we remove the record, and we will tell you what we plan to do.
16. Email and Messaging
Email is the main channel of the office. We use it to confirm a booking, to send a plan and to follow up after a visit. We keep email threads so that a decision is not lost between seasons.
We do not send unsolicited bulk advertising. A seasonal note about a student matinee window is sent only to people who have asked to hear about it or who have worked with us on a related round. Each note identifies the office and explains how to stop receiving it.
Email is not a secure channel for sensitive information. Please do not send a payment card number, a government identity number or a medical detail by email. If you need to share something sensitive, call the office at +13292082342 and we will agree on a suitable method.
17. Third Party Services
We rely on a small number of service providers to run this website and the office. These include a website host, an email provider and an accounting service. Each provider receives only the information that its task requires and each is expected to protect that information.
Some providers operate outside Texas or outside the United States. Where that happens, we take reasonable steps to ensure that the provider is bound by terms that protect information and that the transfer is permitted by law.
Links on this website may lead to a partner site. Once you leave our pages, the terms of the other site apply. We encourage you to read the privacy notice of any site before you send it a personal detail.
18. International Visitors
This website is published from the United States and is written for a North Texas audience. If you visit from another country, you should know that information sent to this office will be processed in the United States, where privacy rules can differ from the rules in your home country.
When you send a message, you knowingly transfer the information in it to the United States so that we can reply. If you are not comfortable with that transfer, please call the office instead of using the contact form.
We do not target advertising at visitors outside the United States and we do not operate a separate marketing list for another region.
19. Changes to This Policy
We review this policy from time to time. When a change is important, we will update the effective date at the top of the page and, where the change affects how we use a personal detail, we will give a clear notice on the site before the change takes effect.
A minor change, such as a corrected sentence or an updated contact route, may be made without a separate notice. The current version always appears on this page and it replaces an earlier version.
If you continue to use the site or to work with the office after a change, we treat that as acceptance of the updated policy. If you do not accept a change, you can ask us to delete the information that we hold about you, as described in the deletion section above.
20. How to Reach Us
Questions about this policy, a privacy request, a deletion request or a concern about a planned round can be sent to the wing office using any of the routes below. A person reads every message and we aim to answer within a few working days.
THEATRE EDUCATORS OF NORTH TEXAS
11611 Inwood Rd, Dallas - 75229-3022, United States (US)
Email: tickets@tenttheatre.org
Telephone: +13292082342
If you would rather speak to someone, telephone the office during business hours and ask for the privacy contact. If your concern is urgent and relates to the safety of a student, please say so at the start of the call so that it reaches the right person without delay.