This notice explains how Headington Singers uses any personal information we collect about you when you:
- join the choir
- join the Friends of Headington Singers
- offer your services as a freelance musician at our concerts or rehearsals, or
- contact us.
We take your privacy seriously and are committed to protecting your personal information. We aim to be clear and open about our data and security practices.
Where we ask you to provide us with any information by which you can be identified, you can be assured that it will only be used in accordance with this privacy statement, and in line with the General Data Protection Regulation (GDPR) 2018.
What information do we collect about you?
We collect information about you that may include your name, role (eg freelance musician), contact details including email address, home address (in the case of choir members and performers). For choir members we keep details of whether you have Gift Aided your subscription and a person to contact in an emergency (if you elected to give us that information).
Photographs are regarded as data and we occasionally take photos in rehearsals or concerts for publicity purposes (website and print). We always announce photo shoots and give you an opportunity to opt out if you prefer not to be photographed.
How do we use your information?
We collect information about you to manage your membership of the choir or Friends group, to select musicians for concerts/rehearsals, or fulfil any request you have made for information.
Where do we store your information?
Your data is stored on the computers of the Membership Secretary, Treasurer and other members of the choir’s Committee on a ‘need to know’ basis. The computers are password protected or otherwise secure. Paper records are kept securely. Please note the security of data transmission via the internet can never be 100% guaranteed.
How long do we keep your information?
We do not keep your information for longer than necessary. Gift Aid and other financial information is required by law to be kept for six years. We delete all other personal information from our databases if we have had no contact with you for two years.
Access to your information
You have the right to request a copy of the information that we hold about you. If you would like a copy of your personal information, please contact us.
Keeping your information up to date
We want to make sure that any personal information we hold about you is accurate and up to date. Please contact us to correct or remove information you think is inaccurate.
Sharing your information with other organisations
Headington Singers will not give or sell your information to any third party.
Our website contains links to other websites not run by Headington Singers so when you link to other websites you should read their own privacy policies.
Data protection regulations give you clear rights over how your data is used by us. You can find out more detail about your rights by visiting the Information Commissioner’s Office website’s section on individual rights.
You also have the right to report concerns or complain about our handling of your data to the Information Commissioner’s Office. Details of how to do this can be found on its website.