This guide provides a useful overview of why we need to collect data from you and what it will be used for, and gives 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.
Benson 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).
Who’s responsible for data the group collects?
Benson Choral Society is a Data Controller under the GDPR. Benson Choral Society’s Data Protection Officer is the Chairman of the Society who can be contacted at firstname.lastname@example.org
What data do we collect and what do we use it for?
Benson 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 and Friends: for administering membership When you join Benson Choral Society as a member or Friend, or during your membership with us, we may need to collect some of the following information:
Emergency contact details
Gift Aid declarations
This data will be used by committee members and voice representatives to manage your membership with us 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.
Event attendees: for processing and managing tickets for events
We use an online ticketing software provider, TicketSource, to provide an online ticketing service on our behalf. TicketSource collects data on the person booking in order to process payment, to send you a confirmation of your booking and allow you access to the event. This data will only be used for administering your access to the event 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). TicketSource has its own Data Protection Policy.
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 email address and will use this data to send you information about our events and activities (e.g. forthcoming performances). We may also ask for your communication methods as this allows 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 Benson Choral Society (ie. we will not use your data to send you marketing messages from third 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 – Chairman of Benson Choral Society.
Website visitors: for running and improving our website
Do we share your data with anyone else?
We will never pass your details on to third parties for marketing purposes. Our software provider, HarmonySite also has access to the data stored in our website. HarmonySite has its own Data Protection Policy.
Are there special measures for children’s data?
We do not knowingly collect or store any personal data about children under the age of 13.
How can you update your data?
You can contact us at any time at email@example.com to update or correct thedata we hold on you.
How long we will hold your data?
The Benson 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:
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 through our Contact page. 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 by 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, Chrome etc.) 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 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 (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