Saffron Walden Choral Society
What is this guide for?
Whenever we need to collect any of your personal data, we will let you know at that point why we need to do so and what it will be used for.
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 your rights are in relation to it.
Saffron Walden Choral Society 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) and other relevant UK legislation.
Who’s responsible for data the group collects?
Saffron Walden Choral Society is a Data Controller under the GDPR. Saffron Walden Choral Society’s Data Protection Officer is one of its trustees (committee members) who can be contacted at firstname.lastname@example.org.
What data do we collect and what do we use it for?
Saffron Walden Choral Society 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 and youth choir membership
When you join Saffron Walden Choral Society as a member of one of our choirs, or during your membership with us, we may need to collect some of the following information on you:
This data will be used by committee members and other volunteers to manage your membership with Saffron Walden Choral Society 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 Office or the Secretary.
Event attendees: for processing and managing tickets for events
For events at venues which have their own box office e.g. Saffron Hall, Saffron Walden Choral Society does not receive any of your personal data. For events at other venues tickets are sold via agencies and no personal data is captured by Saffron Walden Choral Society.
Contractors: for administration and legal/regulatory purposes
We may need (for administration or for legal/regulatory reasons) to collect personal or sensitive data on 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 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 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 our choirs (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 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.
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 Docs and Moosend). 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 email@example.com to update or correct the data we hold on you.
How long we will hold your data?
The Saffron Walden 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 you have?
Under the GDPR, you have the following rights over your data and its use:
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.
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.
A visit to a page on the Saffron Walden Choral Society website may create the following types of cookie:
Anonymous analytics cookies
Every time someone visits our website, software provided by other organisations ([Google Analytics, Wordpress]) 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.
Please note: switching off cookies may prevent some aspects of our website from working fully.
You can find out more about cookies and their use on the internet from www.allaboutcookies.org