Data Protection - Members
The Choir takes your privacy seriously. We are a “controller” of the personal information that you provide to us and this privacy notice sets out how, why and for how long we will use your personal data, as well as who it is shared with. It also explains your legal rights as a data subject and how to exercise them.
What information we hold on you
At the start of each year, on Registration, we will ask you to provide the following personal information:
- Contact details – name, address, email address, phone number(s)
- Section – soprano/alto/tenor/bass
- Gift Aid status
We will also record information relating to your subscription, the music you have received and payments for music.
A record is kept of attendance at rehearsals.
Why we need your personal information – legitimate purposes
We store and access data in ways that you would reasonably expect and which have a minimal privacy impact in pursuit of our legitimate interests to:
- provide you with news and updates about our activities.
- manage the running of the Choir.
Who we share your personal information with
We do not share your information with any third party.
How we protect your personal information
Electronic information is held on a shared drive in the Cloud (Google Drive). Access is limited to specific members of the Management Committee and members of the choir who are carrying out delegated duties. All those who have such access are instructed to ensure that their accounts are protected by passwords with the highest level of security. Google has a base within the EU and stores and processes data under GDPR.
Paper records are held securely at home by the Membership Secretary and Librarian.
How long we keep your personal information
Generally we hold this information for just over a year. For those who have elected to let us claim Gift Aid on their subscriptions, we have a legal obligation to keep names, addresses and amount of subscription for six years.
You have a right to:
- change your communication preferences or restrict the processing of your personal data for specific purposes.
- access the personal data that we hold about you through a “subject access request”.
- request that we correct your personal data if you believe it is inaccurate or incomplete.
- request that we delete your personal information.
You can exert your rights by contacting our If you are dissatisfied, you have a right to raise a complaint with the Information Commissioner’s Office.