What is this guide for?
Amersham A Cappella is committed to protecting your personal data and will use any personal or sensitive data we collect from you. In Europe, this is in line with the General Data Protection Regulations (GDPR).
What data do you collect and what do you use it for?
Amersham A Cappella collects data from individuals to help us plan, organise and run the day-to-day operations of the group (e.g. coordinating rehearsals or collecting subscription payments) and to promote and market the group’s activities (e.g. marketing mailing lists and photography or video capture). Your contact details will also be shared with other members, unless you ask us not to, so they can contact you (e.g. to arrange lifts, extra rehearsals etc.).
Members: for administering membership
When you join Amersham A Cappella as a member or volunteer, or during your membership with us, we may need to collect some of the following information on you:
- Name (also used for track and trace purposes where relevant)
- Email address (also used for track and trace purposes where relevant)
- Phone number
- Emergency contact details
- Date of birth
- Underlying health issues (to ensure your personal safety)
- Personal financial information (e.g reduced subscription payments)
- Bank account details (subs and refunds only)
- Gift aid declarations
- Photos or video footage
- Audition notes
- Height (for riser purposes)
- Clothing and shoe sizes (for chorus attire)
This data will be used by our admin team to manage your membership with Amersham A Cappella and to organise and run our activities.
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. upcoming events, latest news etc.) We will only send you information that is related to Amersham A Cappella. (i.e. we will not use your data to send you marketing messages from third parties).
When you purchase an event tickets or merchandise, or donate
Anything we send you will include a clear option to unsubscribe and you can also do so at any time by replying to the email.
If you purchase an event ticket, or Amersham A Cappella merchandise, or make a donation, we need to collect data on the person making the purchase. This data will only be used for administering your booking and entry, purchase or donation, 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 above).
Contractors: if you contract with us
Website visitors: for running and improving our website
Where we contract with you, we may need to collect personal or sensitive data on you for administrative, legal or regulatory purposes, in which case we will explain why we need this information at the point of collection.
Do you share my 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 their 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 I can I get you to update my data?
You can contact us
at any time to update or correct the data we hold on you.
How long will you hold my data?
The Amersham A Cappella data retention policy is to review all data held on individuals at least every two years and to 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.
Please note that if you gave us consent to take your photo or to include you in video footage during your time with us, you give us permission to continue to use your image in such photos or videos even after you cease to be a member of Amersham A Cappella.
What rights do I have?
Under the European 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 you 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, Chrome, Internet Explorer, 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 members.