Privacy Policy

Charnwood Concert Bands – Privacy notice

What is this guide for?

Whenever we need to collect any of your data, we will let you know at that point why we need to do so and what it will be used for, but this guide provides a useful overview of all of those situations and provides more detail on how we keep your data secure and up to date, how long we might hold it for, and what your rights are in relation to it.

Charnwood Concert Bands is committed to protecting your personal data and will use any personal or sensitive data we collect from you in line with the General Data Protection Regulations (GDPR).

Who is responsible for data the group collects?

The Band Co-ordinator for each of Charnwood Symphonic Wind Orchestra, Charnwood Concert Band, and Charnwood Training Band are the Data Controllers for their respective bands under the GDPR and can be contacted at info@charnwoodconcertbands.co.uk

What data do we collect and what do we use it for?

Charnwood Concert Bands collects data from individuals to help us plan, organise and run the day-to-day operations of the group (e.g. co-ordinating rehearsals or collecting subscription payments) and to promote and market the group’s activities (e.g. photography/video capture).

Members: for administering membership

When you join Charnwood Concert Bands as a member, or during your membership with us, we may need to collect some of the following information on you:

  • Name
  • Email address
  • Phone number
  • Address
  • Photos/video footage

 

 And for use on band tours:

  • Emergency contact details
  • Medical information
  • Age/gender

 

 

 

This data will be used by committee members to manage your membership with Charnwood Concert Bands and to organise and run our activities.

If you give us your consent to do so, we may also use your contact details to send you promotional communications from the group (eg concerts by other organizations that our members belong to).

Event attendees: for processing and managing tickets for events

Where our events are ticketed, we need to collect data on the person booking (name and email) in order to allow you access to the event and to send you a confirmation of your reservation/purchase. This data will only be used for administering your access to the event/s for which you have booked and will not be used to send you marketing/promotional messages from the group.

Do we share your data with anyone else?

We will never pass your details on to third parties for marketing purposes.

 

We sometimes use third party services to process your data (currently Muzodo). We will always make sure any third parties we use are reputable, secure, and process your data in accordance with your rights under GDPR.

 

Are there special measures for children’s data?

Where we knowingly collect or store data of children under 18 we will ensure the person with parental responsibility for the child has seen the relevant information relating to the child’s data or has given consent on behalf of the child.

How can you update your data?

You can contact us at any time at info@charnwoodconcertbands.co.uk to update or correct the data we hold on you.

How long we will hold your data?

The Charnwood Concert Bands data retention policy is to review all data held on individuals at least every two years and remove data where we no longer have a legitimate reason to keep it.

Where you have withdrawn your consent for us to use your data for a particular purpose (e.g. unsubscribed from a mailing list) we may retain some of your data for up to two years in order to preserve a record of your consent having been withdrawn.

What rights do you have?

Under the GDPR, you have the following rights over your data and its use:

  • The right to be informed about what data we are collecting on you and how we will use it
  • The right of access – you can ask to see the data we hold on you
  • The right to rectification – you can ask that we update or correct your data
  • The right to object – you can ask that we stop using your data for a particular purpose
  • The right to erasure – you can ask us to delete the data we hold on you
  • The right to restrict processing – you can ask that we temporarily stop using your data while the reason for its use or its accuracy are investigated
  • Though unlikely to apply to the data we hold and process on you, you also have rights related to portability and automated decision making (including profiling)

 

All requests related to your rights should be made to the Data Controller at info@charnwoodconcertbands.co.uk. We will respond within one month.

 

You can find out more about your rights on the Information Commission’s Office website

What will we do if anything changes?

If we make changes to our privacy statements or processes we will post the changes here. Where the changes are significant, we may also choose to email individuals affected with the new details. Where required by law, will we ask for your consent to continue processing your data after these changes are made.

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