Sutton Valence Choral Society is a registered charity (no. 1119160) whose principal object is the public advancement of music through the presentation of public concerts and recitals.
THE DATA WE HOLD
We hold data on the following groups of individuals:
- Members of the Society
- Friends of the Society
- performers (i.e. professional musicians who have been engaged to take part in the Society’s concerts either as soloists or as orchestral players)
- anyone purchasing tickets for our concerts or events, or donating to the Society, or becoming a sponsor
- anyone visiting our website
The personal data collected from each of these groups will be collected, used and stored in accordance with UK General Data Protection legislation in force from time to time (GDPR).
Members of the Society: for administering their membership
When you join Sutton Valence Choral Society as a member, and during your membership with us, we may need to collect all or some of the following information from you:
- Name
- Email address
- Phone number
- Postal address
- Details used for the purposes of claiming Gift Aid
- Emergency contact details
- Photos/video footage
This data will be used by our admin team to plan, organise and run the day-to-day operations of the group (e.g. co-ordinating rehearsals, concerts and other events organised by the Society, collecting subscription payments, providing information about other local musical events) and to promote and market the Society’s activities (e.g. providing marketing materials and photography/video capture).
Friends of the Society: for marketing and promoting the Society’s activities
When you become a Friend of the Society, we will offer you the opportunity to consent to receiving marketing and promotional information on the group’s activities (e.g. emails about forthcoming events). We will ask for your email address and telephone number and will use this data to send you information about our events and activities (e.g. upcoming events, latest news, etc). We will only send you information that relates to Sutton Valence Choral Society. (i.e. we will not use your data to send you marketing messages from 3rd parties).
Anything we send you will include a clear option to unsubscribe, and you can also do so at any time by replying to the email.
Performers: for administering their participation in our concerts
When you are engaged to take part in one of the Society’s concerts either as a soloist or as an orchestral player, we may need to collect all or some of the following information from you:
- Name
- Email address
- Phone number
- Bank account details
- Postal address
- Emergency contact details
- Photos/video footage
Performers’ data is used solely to offer participation in one of our concerts and to communicate relevant information in respect of such concert.
Those who purchase a ticket for a concert/event, donate to the Society, or become a Sponsor: for administering the booking/donation
If you purchase a concert/event ticket, or donate to the Society, or become a Sponsor, we may need to collect all or some of the following information from you:
- Name
- Email address
- Phone number
- Postal address
- Details used for the purposes of claiming Gift Aid
This data will only be used for administering your booking/donation, and will not be used to send you marketing/promotional messages from the group.
Website visitors: for running and improving our website
When a person visits our website, we collect and analyse anonymised data on how many people have visited, what pages they have looked at and other statistical information. We also use cookies to allow members to log in and out in order to view our members-only section. See the section below on cookies.
GENERAL INFORMATION
Do you share my data with anyone else?
We will never pass your details on to third parties for marketing purposes.
Our software provider, HarmonySite also has access to the data stored in our website. HarmonySite has their own Data Protection Policy.
Are there special measures for children’s data?
We do not knowingly collect or store any personal data about children under the age of 13.
How I can I get you to update my data?
You can contact us at any time to update or correct the data we hold on you.
How long will you hold my data?
The Sutton Valence Choral Society 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 I have?
Under 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 about 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 about 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 is 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 through our Contact page. We will respond within one month.
You can find out more about your rights on the Information Commissioner’s Office website
What will you 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.
Use of Cookies
What are 'cookies'?
'Cookies' are small text files that are stored by the browser (for example, Chrome, Internet Explorer, etc) on your computer or electronic device. They allow websites to 'remember' you for a period of time so that they can store things like user preferences and make the website quicker and easier for you to use.
Without cookies, some things on websites would not be able to work: for example, without cookies it might not be possible to know whether or not you are logged in on a website, which would prevent you from being able to see content restricted to logged-in members.
How does the Sutton Valence Choral Society website use cookies?
The Sutton Valence Choral Society website uses cookies to track whether members are signed in or not, and whether they wish to remain logged in when they return to this website in their next browser session.
Anonymous analytics cookies
Further, every time someone visits our website, software provided by Google Analytics generates an 'anonymous analytics cookie'. These cookies can tell us whether or not you have visited the site before and what pages you visit. Your browser will tell us if you have these cookies and, if you don't, we generate new ones. This allows us to track how many individual users we have, and how often they visit the site. We use them to gather statistics, for example, the number of visits to a page, to help us identify if visitors would benefit from more information on a particular area.
How do I turn cookies off?
It is usually possible to stop your browser accepting cookies, or to stop it accepting cookies from a particular website.
All modern browsers allow you to change your cookie settings. You can usually find these settings in the 'options' or 'preferences' menu of your browser. To understand these settings, the following links may be helpful, or you can use the 'Help' option in your browser for more details.
- Cookie settings in Internet Explorer
- Cookie settings in Firefox
- Cookie settings in Chrome
- Cookie settings in Safari
