Privacy Policy

Oak Grove Theater Privacy Policy
Last Updated: March 2026

1. Introduction
Oak Grove Theater (“we,” “our,” “us”) is a volunteer‑run nonprofit, 501(c)3, organization/community theater in Staunton, Virginia. We are committed to protecting your privacy and being transparent about how we collect, use, and safeguard personal information when you visit our website (oakgrovetheater.org, oakgrovetheater.com) or interact with us online.

This Privacy Policy explains what information we collect, why we collect it, how we use it, and the rights available to individuals under applicable privacy laws, including the EU General Data Protection Regulation (GDPR).

2. Data Controller
Oak Grove Theater
Data Controller
PO Box 2
Verona, Virginia 24482

Email: groveinfo@oakgrovetheater.org

3. Information We Collect
We collect information necessary to operate our website, communicate with our community, and support our activities both business and social.

A. Information You Provide Directly
Contact information (such as name and email address) when you contact us or submit a form

Donation information and/or Ticket Sales (such as amount, date, and donor/sales details) processed securely by our payment provider

Other examples include (but not limited to) volunteer, audition, or director‑application information when you submit forms or materials

B. Information Collected Automatically
When you visit our website, we may collect:

IP address

Browser type and device information as transmitted by your device.

Pages visited and general usage patterns, referring website

Basic analytics data (e.g., via Google Analytics)

We do not intentionally collect sensitive identifiers such as MAC addresses, device UUIDs, or precise geolocation though some analytices data that is out of our direct control (e.g., via Google Analytics, Social media analytics, payment processors), may include additional data collected under their own privacy policies, which are outside our control.

4. Legal Bases for Processing (GDPR)
We process personal data under the following legal bases:

Consent — Examples include (but not limited to) newsletter sign‑ups or optional communications

Legitimate interest — Examples include (but not limited to) maintaining website functionality, security, and analytics

Contractual necessity — Examples include (but not limited to) responding to audition submissions, volunteer inquiries, or director applications

Legal obligation — Examples include (but not limited to) retention of donation or ticket sale records required for tax compliance or other local/state/federal legal retention requirements.

5. How We Use Personal Information
We use personal information only for purposes relevant to our mission and operations:

Responding to inquiries and communication

Managing auditions, volunteer coordination, and director applications

Processing donations and ticket sales and maintaining required legal records

Improving our website and understanding visitor engagement

Ensuring website security and preventing misuse

We do not sell personal information or use it for targeted advertising

We use newsletters and social media posts to communicate and promote our own organization and related activities. You receive these communications only if you choose to subscribe, follow us, or otherwise interact with our content. You may unsubscribe or adjust your notification settings at any time.

6. Sharing of Personal Information

We share data only with trusted third‑party service providers who help us operate our website and services, such as:

Website hosting provider

Email service provider

Donation/payment processor

Analytics provider

We may also disclose information if required by law or to protect the safety and rights of Oak Grove Theater or others.

7. Cookies and Analytics
Our website uses cookies to support basic functionality and, if enabled, anonymous analytics.

Types of Cookies We Use/Cookie Type Purpose
Legal Basis: Necessary Site security, basic functionality, Legitimate interest
Analytics: Understanding website traffic (e.g., Google Analytics)
Consent: You may adjust your browser settings to block or delete cookies. If we implement a cookie‑consent banner, you will be able to manage your preferences directly.

We do not use advertising or cross‑site tracking cookies. Any cookies used on our website relate only to site functionality or analytics, as described in this policy. The devices/software you use to access our website/services may include additional data collected under their own privacy policies, which are outside our control

8. Data Retention
We retain personal data only as long as necessary for the purpose for which it was collected:

Personal information in Donation records: retained as required by tax law and/or our historic records and recognition of (with explicit permission) individuals and organizations

Tickets Sales: retained as required by law with general, non-personally identifying, historical information kept in perpetuity for business use.

Email inquiries: retained until resolved and/or as necessary to protect our legal interests and legitimate business activities

Volunteer/audition submissions: retained only for the relevant season or production cycle and/or as necessary to protect our legal interests and legitimate business activities

Analytics data: retained according to the settings of the analytics provider

We securely delete or anonymize data when it is no longer needed.

9. International Data Transfers
Our service providers may process data outside your home country. When data is transferred outside the EU/EEA, we rely on appropriate safeguards such as Standard Contractual Clauses or equivalent protections.

10. Your Rights (GDPR)
If you are located in the EU/EEA, you have the following rights:

Right of access

Right to rectification

Right to erasure

Right to restrict processing

Right to object

Right to data portability

Right to withdraw consent at any time

Right to lodge a complaint with a supervisory authority

To exercise any of these rights, contact us at groveinfo@oakgrovetheater.org.

11. Children’s Privacy
Our website is not intended for children under 16, and we do not knowingly collect personal data from children. If you believe a child has provided us with personal information, please contact us so we can delete it.

12. Security
We use reasonable technical and organizational measures to protect personal information. However, no online system is completely secure, and we cannot guarantee absolute protection.

13. Changes to This Policy
We may update this Privacy Policy from time to time. The “Last Updated” date at the top of this page reflects the most recent revision. Continued use of our website indicates acceptance of the updated policy.

14. Additional Notice for U.S. Residents
Oak Grove Theater is a nonprofit 501(c)3 organization and is not subject to most U.S. state privacy laws, including the California Consumer Privacy Act (CCPA/CPRA) and the Virginia Consumer Data Protection Act (VCDPA). However, we are committed to transparency and responsible data practices.

We do not sell or share personal information for advertising purposes.
We collect only the information necessary to operate our website, process donations and tickets, and communicate with our community.

If you are a U.S. resident and have questions about how your information is used, or wish to request access, correction, or deletion of your information, you may contact us at:

groveinfo@oakgrovetheater.org

We will make reasonable efforts to respond to your request, even when not legally required.

15. Contact Us
If you have questions about this Privacy Policy or how we handle personal information, you may contact us at:

groveinfo@oakgrovetheater.org

Oak Grove Theater
PO Box 2
Verona, Virginia 24482