October 30, 2018
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What data do we collect and what do we use it for?
Ealing Youth Orchestra collects data from individuals to help us plan, organise and run the day-to-day operations of the organisation (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).
What is this guide for?
Whenever EYO collects data, we will let you know at that point why we need to do so and what it will be used for, but this guide provides a useful overview of all of those situations and provides 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.
Ealing Youth Orchestra 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 is responsible for data the group collects?
Ealing Youth Orchestra’s Privacy Officer is the Chair of EYO Chris Brown who can be contacted at firstname.lastname@example.org.
INDIVIDUAL USE OF DATA
Members and Parents: for membership administration purposes
Please see the separate membership privacy statement here
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 function is carried out on EYO’s behalf by ticketsource.co.uk. 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/promotional messages from the group unless you have also provided your consent to receive these (see below).
Contractors: for administration and legal/regulatory purposes
We may need (for administration or for legal/regulatory reasons) to collect personal or sensitive data on contractors of the group. Where this is the case, we will explain what this is for at the point of collection.
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 and email 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.
We will only send you information that is related to EYO (e.g. we will not use your data to send you marketing messages from 3rd 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 as above.
Do we share your data with anyone else?
No, it is kept securely and is not shared with anyone else
We sometimes use third party services to process data (e.g. Teamr.com, Google Drive, Ticketsource). We will always make sure any third parties we use are reputable, secure, and process your data in accordance with your rights under GDPR. We verify that whenever international data transfers are involved with any third party, these will be compliant with the GDPR requirement.
Are there special measures for children’s data?
We do not knowingly collect or store any personal data about children under the age of 16.
Once a child is over 16 years old, parental consent to use their data will no longer be sufficient. We will only continue to hold/use the data if the individual also gives their consent.
How can you update your data?
You can contact us at any time at email@example.com to update or correct the data we hold on you.
How long we will hold your data?
The Ealing Youth Orchestra 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:
All requests related to your rights should be made to the Privacy Officer at firstname.lastname@example.org. We will respond within one month.
You can find out more about your rights on the Information Commissioner’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 with the new details. Where required by law, will we ask for your consent to continue processing your data after these changes are made.