Stroud Symphony Orchestra is a registered charity number 293456 and is committed to protecting the data we have about you, and to being transparent about how we store and process it, whether you are a direct participant in our concerts, a supporter, or a sponsor.
This policy attempts to give a clear explanation of how we use the data we hold, whether online, via phone, letters or other correspondence.
The following sets out our obligations and your rights concerning your data, to ensure that we are fully compliant with the General Data Protection Regulations, along with other relevant legislation, including the Data Protection Act. The Policy will cover:
- When we collect your data and why
- The information we hold – for how long and where
- How we use the data we hold about you
- Whether we share your data with any 3rd parties
- Your rights and choices over the data we hold about you
- Contact information for any queries
Collecting your data – when and why
Stroud Symphony Orchestra may collect personal data about you when you:
- Enquire about joining the Society
- Submit an enquiry through email@example.com
- Take part in a concert
- Attend a Stroud Symphony Orchestra social event
- Serve as a Trustee or volunteer
The main purposes we collect and use your personal data are:
- To inform individuals of the latest Stroud Symphony Orchestra concerts and activities.
- To answer any queries you have personally raised with Stroud Symphony Orchestra.
- To provide information about events which you have expressed an interest in attending, and any related preparation and follow-up from these events.
- To keep you informed of essential information, for example on concerts you are participating in.
Stroud Symphony Orchestra will aim to keep your personal information for the duration of your involvement with the Orchestra.
Information we hold
Personal information we collect can include any of the following: Name, communication preference, email address, role, organisation, telephone number, postal address.
Following your interaction with Stroud Symphony Orchestra, we may also process information about your current and past interactions with us (such as time, date, programme, form of contact) as well as our contact with you, whether by post, email or telephone.
We may also contact you to gather feedback on your experiences with us but this will only be done with your express permission.
How we use your data
The communication you receive from Stroud Symphony Orchestra will assume that you will want to receive information sent to supporters, and that supporters will want to know information about upcoming concerts. You can withdraw your consent to receiving such information at any point.
In all cases, we balance our legitimate interest to contact you against your individual rights. We will ensure that we only use your personal information in the way in which you would expect us to use it in accordance with this Policy and your interaction with Stroud Symphony Orchestra.
With reference to Stroud Symphony Orchestra activities, it may be necessary to collect information to inform you about these. If you do not wish to share your information or ask for your data to be deleted or ceased from processing, Stroud Symphony Orchestra may be unable to include you in essential information relating to these, limiting your participation in them.
You can opt out of receiving future communications from Stroud Symphony Orchestra at any point, either by clicking ‘unsubscribe’ on any communication you receive from us or by emailing firstname.lastname@example.org
Your rights over the data we hold
With regards to the personal information Stroud Symphony Orchestra holds, you have the right to ask us to stop contacting you and remove your consent at any point.
Under GDPR, your rights as an individual include:
- The right to be informed
- The right to access
- The right to rectification
- The right to erasure
- The right to restrict processing
- The right to data portability
- The right to object
You have the right to be informed at any point what Stroud Symphony Orchestra is using your information for, how this is being processed and for what purpose.
You have the right to ask for access to the data we hold about you, as well as the right to ask for data to be corrected or updated. Please help us keep our records up to date by letting us know when your contact details change, this can be done by emailing email@example.com
You have the right to ask Stroud Symphony Orchestra to erase the data we hold about you at any point, or to ask us to stop processing the data without removing it completely. You also maintain the right to object to the processing of your personal information.
You have the right to ask for your information to be given to you in a machine-readable format free of charge.
Stroud Symphony Orchestra is legally obliged to process any request within 72 hours.
Please note that any material change or erasure of the personal information we hold about you may limit your ability to take part in Stroud Symphony Orchestra programmes or activity in the future.
Should you wish to exercise any of the above rights, please write to us making your wishes clear at firstname.lastname@example.org
We may request that you confirm your identity before releasing any of the personal information held.
How do we protect your personal information?
Please note, that without further express permission from the individual the information pertains to, Stroud Symphony Orchestra will not transfer data to a third party or international organisation.
We store our data in line with data protection policy, ensuring all physical copies are kept in filing cabinets in a secure environment or password-protected computer system.
Sharing your personal information
We will take all necessary precautions to keep your personal information secure. We will only ever share this with suppliers and contractors working on our behalf on activities the information will be provided for, or when we are legally obliged to comply.
We will not under any circumstances share your data with third parties who are outside the scope of your initial enquiry or work with the Society.
The data you have provided will be used only for the purposes for which you have selected, and is processed under the knowledge that you have given your consent for the data to be used in the way you have indicated.
Disputing the use of your data
If for any reason you are unhappy with the use of your data by Stroud Symphony Orchestra in carrying out its activities, you can contact our committee by email via email@example.com
If following this you are still unhappy with the use of your data you have the right to raise it with the Information Commissioners Office, who can be contacted at https://ico.org.uk/
Ref: 08/2018 ap