Privacy Policy

Privacy Policy

1. Your Personal Data – What Is It?

Providing accessible information to individuals about the use of their “personal data” is a key element of their legal right to transparency as set out in the UK General Data Protection Regulation (UK GDPR) and other legislation. Personal data refers to any information that, alone or combined with other data, can identify an individual.

2. Who Are We?

This privacy notice is provided by South Hams Community Orchestra (SHCO), an unincorporated association and the data controller for your data.

3. What Data Do We Process?

We process some or all of the following:

  • Names and titles
  • Contact details (e.g., telephone numbers, addresses, email addresses)
  • Photographs and videos
  • Gift Aid forms for reclaiming tax on membership fees and donations, where applicable

4. How Do We Process Your Personal Data?

We comply with legal obligations by:

  • Keeping personal data up to date
  • Storing and destroying data securely
  • Limiting the collection and retention of excessive data
  • Protecting data from loss, misuse, unauthorized access, and disclosure
  • Implementing appropriate technical measures

We use your personal data for purposes such as:

  • Fulfilling legal and statutory obligations
  • Administering membership records
  • Maintaining our website (e.g., photographs and videos)
  • Organizing concerts (e.g., listing names in programs)
  • Raising funds and publicizing SHCO
  • Managing accounts and records
  • Processing subscriptions and donations (including Gift Aid)
  • Seeking your views or comments
  • Sending details about rehearsals, concerts, events, and committee members
  • Sending relevant communications (e.g., fundraising, concerts, or other activities)
  • Processing grant applications

5. What Is the Legal Basis for Processing Your Personal Data?

Most data is processed under our legitimate interests. For other uses, we will obtain your consent.

6. Sharing Your Personal Data

Your data is treated as confidential and shared only when necessary for performance or with your consent.

7. How Long Do We Keep Your Personal Data?

We retain data as necessary:

  • Some records (e.g., financial) are kept for legal compliance (minimum of 7 years)
  • Data is deleted when no longer needed

8. Your Rights and Your Personal Data

You have the right to:

  • Access Information: Request the data we hold and why we have it.
  • Correct Data: Update incomplete or incorrect information.
  • Erase Data: Request data deletion unless required for legal or legitimate purposes.
  • Object to Processing: Request that we stop processing your data, subject to legitimate grounds.
  • Data Portability: Request transfer of data to another controller.
  • Withdraw Consent: Withdraw consent for data processing at any time.
  • Lodge Complaints: File complaints with the Information Commissioner’s Office (ICO).

We may need proof of identity to process these requests.

9. Transfer of Data Abroad

Electronic personal data may be transferred outside the EEA only if protected by equivalent measures. The website is accessible globally, so some data may be viewed from overseas.

10. Further Processing

If we use your data for new purposes, we will notify you and seek consent where needed.

11. Contact Details

For questions or concerns about this privacy notice or to exercise your rights, please contact a committee member, or go to our Contact page.

Information Commissioner’s Office contact:

  • Phone: 0303 123 1113
  • Email: ICO Contact Form
  • Address: Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

Signed:


Gill Jolly (Chair)
Date: 25th September 2023

Robin Bacon (Committee Member)
Date: 25th September 2023

A PDF version of this document is available here.

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