Privacy Policy

01. Introduction & Who We Are

The October Project ('TOP') is a collaborative theatre company founded in 2026 by Parniea Bennett and based in West London, United Kingdom. We operate as the creative live theatre and performance division of Reflectionist Media Ltd. (Company Registration No. 16493234).

We are dedicated to safeguarding the privacy and personal data of our members, auditionees, production team, audiences, and visitors. This Privacy Policy outlines how we collect, handle, store, and protect your personal information when you use our website (theoctoberproject.com), submit audition materials, RSVP for company rehearsals or events, and communicate with us.

02. Information We Collect

We collect personal data that you voluntarily provide to us through forms on our website or through direct communications with our team:

A. Audition & Company Membership Applications

• Contact Details: Full name, email address, telephone/mobile number, and residential area or London borough.
• Artistic Discipline: Primary areas of interest (Acting, Directing, Technical Production & Stagecraft, Scriptwriting, Costume & Set Design, Sound Reinforcement, or Lighting).
• Creative Background: Previous experience, artistic portfolio links, Spotlight profile links, and optional submitted audition notes.

B. Event & Rehearsal RSVPs

• Attendee Details: Full name, email address, telephone number, and attendance confirmation (Attending, Declined, or Have Questions).
• Production Notes: Role or area of interest, guest counts, dietary notes, and access or scheduling accommodations.
• Supplementary Rehearsal Details: Information submitted via linked secondary coordination questionnaires (such as Google Forms).

C. Box Office & General Inquiries

• Full name, email address, inquiry category (Ticket Booking, Venue Hire, Press, or General), and message contents.

D. Technical & Log Data

• Standard server log data automatically recorded when accessing our site, including IP address, browser type, device information, operating system, and access timestamps.

03. How We Collect Your Data

We collect personal information directly from you when you:

• Complete and submit an Audition & Join application form on our website;
• Submit an RSVP response to a production invitation, rehearsal call, or event notice;
• Contact our Box Office or production team via our contact form or direct email;
• Complete linked Google Forms for supplementary production arrangements; or
• Interact with our website via essential session cookies or local browser storage.

04. Why We Use Your Information (Lawful Basis)

Under the UK GDPR, we must have a valid lawful basis to process your personal data. We rely on the following legal bases:

05. Third-Party Service Providers

We do not sell, rent, or trade your personal information to third parties. We share data only with trusted infrastructure and service providers necessary to operate our website and theatrical services:

• Google Firebase (Google Ireland Limited / Alphabet Inc.): Powers our cloud database (Cloud Firestore) and web hosting infrastructure. All stored RSVP and application data is transmitted via encrypted HTTPS connections and secured with Firebase security rules.
• EmailJS: Dispatches automated transactional confirmation emails directly to you when an RSVP or application is submitted.
• Google Workspace & Google Forms: Used for supplementary production surveys, health and safety sign-offs, and cast coordination questionnaires.

All third-party service providers are required to handle your data securely and in accordance with UK and European data protection standards.

06. Data Storage, Security & Retention

We maintain robust technical and organisational security measures to protect your personal data from loss, unauthorized access, modification, or disclosure:

• All data in transit is encrypted using modern TLS / HTTPS protocols.
• Access to stored application records and RSVPs is restricted exclusively to authorized administrators and production directors within Reflectionist Media Ltd. and TOP.

Data Retention Periods

• Audition & Member Applications: Retained for the active duration of the relevant production casting cycle and up to 12 months thereafter, unless you request earlier deletion or ask to remain on our active talent roster.
• Event & Rehearsal RSVPs: Retained for the duration of the associated production, rehearsal period, or event, after which records are archived or anonymized.
• General Inquiries: Retained for up to 6 months after resolution of your inquiry.

07. Your Legal Rights Under UK GDPR

Under UK data protection legislation, you have significant rights regarding how your personal data is handled:

• Right of Access: You can request a copy of the personal information we hold about you (a Subject Access Request).
• Right to Rectification: You can ask us to correct inaccurate or incomplete information.
• Right to Erasure ("Right to be Forgotten"): You can request that we delete your personal information where there is no compelling legal reason for us to retain it.
• Right to Restrict Processing: You can request that we suspend the processing of your personal data under certain circumstances.
• Right to Object: You can object to the processing of your data where we rely on legitimate interests.
• Right to Data Portability: You can ask to receive your personal data in a structured, commonly used, machine-readable format.
• Right to Withdraw Consent: Where processing is based on consent, you may withdraw that consent at any time without affecting past processing.

To exercise any of these rights, please contact us at legal@theoctoberproject.com. We respond to all verified requests within one calendar month, free of charge.

08. Cookies & Local Storage

Our website does not use invasive third-party tracking cookies or behavioral advertising trackers. We utilize standard, essential browser storage (such as localStorage and sessionStorage) strictly for:

• Remembering session authorization for developmental previews;
• Maintaining UI display preferences and client-side page routing; and
• Caching published production listings locally for fast page loads.

You can instruct your browser to refuse all storage or indicate when storage is used; however, some interactive functions of the website may not operate as intended.

09. External Links & Social Media

Our website contains links to external platforms, including our official social media channels (Instagram and TikTok) and linked Google Forms. We are not responsible for the privacy practices or contents of third-party platforms. We encourage you to review their respective privacy policies when visiting those sites.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect operational, legal, or regulatory modifications. Any updates will be published directly on this page with an updated "Last Updated" date at the top of the document.

11. Contact Information

If you have any questions, comments, or data requests regarding this Privacy Policy or our data processing practices, please contact our team: