Privacy notice

Sherborne Festival Chorus Privacy notice

What is this guide for?

Whenever we need to collect any of your data, we will let you 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.

Sherborne Festival Chorus is committed to protecting your personal data and will use any personal data we collect from you in line with the General Data Protection Regulations (GDPR).

Who’s responsible for data the group collects?

Sherborne Festival Chorus is a Data Controller under the GDPR. Any questions relating to the collection or use of data should be directed to Rachel Greaves.

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

Sherborne Festival Chorus 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. marketing mailing lists and photography/video capture).

Members: for administering membership

When you join Sherborne Festival Chorus 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
  • Gift Aid Declarations
  • Photos/video footage

This data will be used by committee members to manage your membership with Sherborne Festival Chorus and to organise and run our activities. These include our annual Festival concert and Come and Sing.

Contractors: for administration and legal/regulatory purposes

We may need (for administration or for legal/regulatory reasons) to collect personal or sensitive data on contractors of the group. Where this is the case, we will explain what this is for at the point of collection.

Mailing list subscribers: for marketing and promotion

We offer people the opportunity to sign up (consent) to receive marketing and promotional information on the group’s activities, such as our annual Come and Sing.

When you sign-up to our marketing mailing list we will ask for your name and email or postal address (whichever you prefer) and will use this data to send you information about our events and activities.

We will only send you information that is related to the group and will not use your data to send you marketing messages from third parties. Anything we send you will include a clear option to withdraw your consent and you can also do so at any time by contacting us.

Website visitors: for running and improving our website

This site uses cookies – small text files that are placed on your machine to help the site provide a better user experience. We use cookie technology when a person visits our website to collect and analyse anonymised data on how many people have visited, what pages they have looked at and other statistical information.

We use a pop-up banner to let users know about this on their first visit, and they can at any time disable cookies in their browser if they do not wish their (anonymised) data to be tracked.

You can find out more about cookies at http://www.allaboutcookies.org/

Do we share your data with anyone else?

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

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

How can you update your data?

You can contact us at any time to update or correct the data we hold on you.

How long we will hold your data?

The Sherborne Festival Chorus 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 Sherborne Festival Chorus. 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.