Surrey Mozart Players
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.
The Surrey Mozart Players 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).
In this guide the Surrey Mozart Players will be also be referred to as the Orchestra.
Who’s responsible for data the group collects?
Jo Wood is a Data Controller under the GDPR. Jo is Data Protection Officer for the Surrey Mozart Players and she can be contacted at email@example.com
What data do we collect and what do we use it for?
The Surrey Mozart Players collects data from individuals to help us plan, organise and run the day-to-day operations of the Orchestra (e.g. co-ordinating rehearsals or collecting subscription payments) and to promote and market the Orchestra’s activities (e.g. marketing mailing lists and photography/video capture).
Members: for administering membership
When you join the Orchestra as a member, or during your membership with us, we may need to collect some of the following information on you:
Emergency contact details
Gift Aid Declarations
This data will be used by management committee members and other representatives agreed by them to manage your membership with the Orchestra 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 marketing/promotional communications from the Orchestra. We may also send you information about other issues which we think are of direct relevance to the Orchestra, and which we think may interest you (for example, information about the future of the Surrey Performing Arts Library).
Any marketing/promotional communication we send you will include a clear option to withdraw your consent (e.g. to ‘opt out’ of future emails) and you can also withdraw consent at any point by contacting the Data Protection Officer, Jo Wood.
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 unless you have also provided your consent to receive these (see below).
We also use external organisations to handle ticketing for our events, for example the Guildford Tourist Information Centre, or the Menuhin Hall. Where we do this, we will ensure that the ticketing organisation also operates within the requirements of GDPR.
Employees and contractors: for administration and legal/regulatory purposes
We may need (for administration or for legal/regulatory reasons) to collect personal or sensitive data on employees or 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 everybody the opportunity to sign up and consent to receive marketing and promotional information on the group’s activities (e.g. emails about forthcoming events).
When you sign-up to our marketing mailing list we will ask for your name and email address and will use this data to send you information about our events and activities (e.g. forthcoming performances, social events and fundraising events).
We may also send you information about other issues which are of direct relevance to the Orchestra, and which we think may interest you (for example, information about the future of the Surrey Performing Arts Library).
We will not use or share your data to send you marketing messages from 3rd parties.
Anything we send you will include a clear option to withdraw your consent (e.g. to ‘opt out’ of future emails) and you can also do so at any time by contacting the Data Protection Officer – Jo Wood, or by replying to the person who sends the emails, usually Andy Coleman at email address firstname.lastname@example.org.
Website visitors: use of ‘cookies’
Do we share your data with anyone else?
We will not pass your details on to third parties for marketing purposes.
We may use third party services to process your data (e.g. Mail Chimp). 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?
We will not knowingly collect or store any personal data about children under the age of 13.
How can you update your data?
You can contact us at any time at email@example.com to update or correct the data we hold on you.
How long we will hold your data?
The Surrey Mozart Players’ 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 Protection Officer at firstname.lastname@example.org. 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.