Newark and Sherwood Concert Band – 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.
Newark and Sherwood Concert Band 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).
Who’s responsible for data the group collects?
Newark and Sherwood Concert Band
is a Data Controller under the GDPR. Newark and Sherwood Concert Band’s Data
Protection Officer is the committee Chair who can be contacted by email using
privacy@newarkandsherwoodconcertband.co.uk.
What data do
we collect and what do we use it for?
Newark and Sherwood Concert Band
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 Newark and
Sherwood Concert Band as a member, or during your membership with us, we may
need to collect some of the following information on you:
|
Name |
Gift Aid Declarations Photos/video footage |
This data will be used by
committee members to manage your membership with Newark and Sherwood Concert
Band 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 group.
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.
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).
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 (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, email
and phone number 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 ask for your preferred topics and communication
methods. These allow us to tailor the information we provide to suit your
preferences (e.g. email vs post).
We will only send you information
that is related to the group (e.g. we will not
use 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.
Website visitors: for running and improving our website
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 also use cookies to allow members to log in and out in order to view our members-only section.
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 sometimes use third party services to process your data (e.g. Google Drive,
Microsoft OneDrive). 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?
Where we knowingly collect or store data of children under 13 we will ensure
the person with parental responsibility for the child has seen the relevant
information relating to the child data or has given consent on behalf of the
child.
Once a child is over 13 years old, parental consent to use their data will no
longer be sufficient. We will only continue to hold/use the data if the child themselves also gives their consent.
How can you
update your data?
You can contact us at any time at privacy@newarkandsherwoodconcerttband.co.uk
to update or correct the data we
hold on you.
How long we
will hold your data?
The Newark and Sherwood Concert Band 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 [email address]. 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.
Use
of Cookies
What are 'cookies'?
'Cookies' are small text files that are stored by
the browser (for example, Internet Explorer) 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 users.
How does the Newark and Sherwood Concert Band website use
cookies?
A visit to a page on the Newark and Sherwood Concert Band
website may create the following types of
cookie:
- Registration and
preferences cookies
- Anonymous analytics cookies
Registration
and preferences cookies
When you register with Newark and Sherwood Concert Band, we generate cookies that let us know whether you
are signed in or not. Our servers use these cookies to work out which
account you are signed in with, and if you are allowed access to a particular service. It also allows us to associate any
comments you post with your username. If you have not selected 'keep me
signed in', your cookies get deleted when you either close your browser or shut
down your computer.
Anonymous
analytics cookies
Every time someone visits our website, software
provided by other organisations 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
Please note: switching off cookies may prevent some
aspects of our website from working fully (e.g. you may not be able to access
our members-only).
Useful links
You can find out more about cookies and their use
on the internet from www.allaboutcookies.org