Holymoorside Band (unless stated otherwise – “we,” or “our”) are committed to protecting and respecting your data privacy and data protection when you communicate either online or offline with us through our various websites, offline programmes and events.
1.1 What is This Guide For?
Holymoorside Band is committed to safeguarding your personal information. Whenever you provide such information, we are legally obliged to use your information in line with the General Data Protection Regulations (GDPR).
1.2 Who is Responsible for Data Holymoorside Band Collects?
Holymoorside Band is a Data Controller under the GDPR. Holymoorside Band’s Data Protection Officer is Andy Booker who can be contacted using details in section 9, Contacting Us.
2. Information We May Collect from You
Holymoorside 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 events) and to promote and market the group’s activities (e.g. marketing mailing lists and photography/video capture).
2.1 Types of Data Collected
2.1.1 Member Data – For Administering Membership
When you join Holymoorside Band as a member, or during your membership with us, we may need to collect some of the following information on you:
- Email address
- Phone number
- Emergency contact details
- Gift Aid Declarations
- DBS checks
- Photos/video footage
- Audition notes
This data will be used by committee members to manage your membership with Holymoorside 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.
2.1.2 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 or promotional messages from the group unless you have also provided your consent to receive these (see below).
2.1.3 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, phone number, 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 the group (e.g. 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.
2.1.4 Website Visitors – For Running and Improving Our Website
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.
2.2 How Can You Update Your Data?
You can contact us at any time using the contact details in section 9, Contacting Us, to update or correct the data we hold on you.
2.3 How long we will hold your data?
Holymoorside Band’s 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.
3. Disclosure of Information
Your personal data will be treated as strictly confidential and will only be shared with other members of Holymoorside Band in order to carry out a service to other Holymoorside Band members or for purposes connected with Holymoorside Band. We will not sell, distribute or lease your personal information to third parties outside of Holymoorside Band, except as set out below.
We may share your data with governmental bodies, regulators, law enforcement agencies, courts/tribunals and insurers where we are required to do so:
- to comply with our legal obligations;
- to exercise our legal rights (for example in court cases);
- for the prevention, detection, investigation of crime or prosecution of offenders;
- and for the protection of our members and customers.
You may request details of personal information which we hold about you under the data protection laws. We will provide this free of charge. If you would like a copy of the information held on you please contact us using the address in section 9, Contacting Us.
If you believe that any information we are holding on you is incorrect or incomplete, please write to or email us as soon as possible at the above address. We will promptly correct any information found to be incorrect.
4. Children’s Privacy
Our Service does not address anyone under the age of 13 (“Children”).
We do not knowingly collect personally identifiable information from anyone under the age of 13. If you are a parent or guardian and you are aware that your Children has provided us with Personal Data, please contact us. If we become aware that we have collected Personal Data from children without verification of parental consent, we take steps to remove that information from our servers.
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.
5. Your Rights and Your Personal Data
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 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 using the address in section 9, Contacting Us. We will respond within one month.
You can find out more about your rights on the Information Commission’s Office website, again using the address in section 9, Contacting Us.
6. Security of Your Personal Data
Your information, including Personal Data, may be transferred to — and maintained on — computers located outside of your state, province, country or other governmental jurisdiction where the data protection laws may differ than those from your jurisdiction.
If you are located outside United Kingdom and choose to provide information to us, please note that we transfer the data, including Personal Data, to United Kingdom and process it there.
6.1 What You Can Do to Help Protect Your Data
Holymoorside Band will never ask you to confirm any bank account or credit card details via email. If you receive an email claiming to be from Holymoorside Band asking you to do so, please ignore it and do not respond.
If you are using a computing device in a public location, we recommend that you always log out and close the website browser when you complete an online session.
In addition, we recommend that you take the following security measures to enhance your online safety both in relation to Holymoorside Band and more generally:
7. Links to Other Websites
9. Contacting Us
C/O Holymoorside United Reformed Church
Cotton Mill Hill
You can contact the Information Commissioner’s Office:
Information Commissioner’s Office
Telephone: 0303 123 1113