what else did we learn?
Further information relating to GDPR
What information we collect and why?
Type of information
Purposes
Legal basis of processing
Member's name, address, telephone numbers, email addresses, voice/section whilst a current member and for up to a year after ceasing to be a member
Next of kin/ emergency contacts
Managing the Member's membership of the Choir
Performing the Choir's duties regarding the Member.
For the purposes of our legitimate interests in operating the Choir
Photos and videos of Members
Putting on the Choir's website and social media pages, advertising and promotion
Consent. We will seek the Member's consent on their membership
application form and each membership renewal form and the
Name, address, email address and telephone number for non-members who form part of the stage building team /purchasing concert tickets date of the concert or workshop
Helpers
For the purposes of our legitimate interests in operating the Choir
The Choir does not hold credit card or bank details for members or non-members.
How we protect your personal data
We will not transfer your personal data outside the EU without your consent.
We have implemented generally accepted standards of technology and operational security in order to protect personal data from loss, misuse, or unauthorised alteration or destruction.
Please note however that where you are transmitting information to us over the internet this can never be guaranteed to be 100% secure.
For any payments which we take from you online we will use a recognised online secure payment system through bank transfer
We will notify you promptly in the event of any breach of your personal data which might expose you to serious risk.
Who else has access to the information you provide us?
We will never sell your personal data. We will not share your personal data with any third parties without your prior consent (which you are free to withhold) except where we are required to do so by law or as set out in the table above or in paragraph below.
We may pass your personal data to third parties who are service providers, agents and subcontractors to us for the purposes of completing tasks and providing services to you on our behalf (e.g. to print newsletters and send you mailings).
We do this for the purpose of our legitimate interests in operating the Choir and for performing our agreement with you. However, we disclose only the personal data that is necessary for the third party to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own purposes. It is possible that third parties may themselves engage others (sub-processors) to process your data. Where this is the case third parties will be required to have contractual arrangements with their sub-processor(s) that ensure your information is kept secure and not used for their own purposes.
How long do we keep your information?
We will hold your personal data on our systems for as long as you are a member of the Choir and for as long afterwards as it is in the Choir’s legitimate interest to do so or for as long as is necessary to comply with our legal obligations.
We will review your personal data every year to establish whether we are still entitled to process it. If we decide that we are not entitled to do so, we will stop processing your personal data except that we will retain your personal data in an archived form in order to be able to comply with future legal obligations e.g. compliance with tax requirements and exemptions, and the establishment, exercise or defence of legal claims.
We securely destroy all financial information once we have used it and no longer need it.
Data pertaining to members of the children’s choir / under 18’s will be renewed each concert run
Adults will be required to complete new forms every 3 years where continuous membership applies
Your rights
You have rights under the GDPR:
(a) to access your personal data
(b) to be provided with information about how your personal data is processed
(c) to have your personal data corrected
(d) to have your personal data erased in certain circumstances
(e) to object to or restrict how your personal data is processed
(f) to have your personal data transferred to yourself or to another entity in certain circumstances.
We also learned that it is important to state that any choir or group has certain operating features
This is a useful statement for concerts as it is impossible to ask the whole group to sign a form - you will see on youtube for example lots of footage of pop concerts where the band and the audience are in the shot!
We used this one:
BACC and its camera and video users reserve the right to use any photograph/video taken at any event without the expressed written permission of those included within the photograph/video. The photograph/video will be used in publications or other media material produced, used or contracted including but not limited to: brochures, invitations, books, newspapers, magazines, television, websites, etc.
To ensure the privacy of individuals and children, images will not be identified using full names
A person attending an event who does not wish to have their image recorded for distribution should make their wishes known to the photographer, and/or the event organizers, and/or contact in writing of his/her intentions and include a photograph.
By participating in an event or by failing to notify in writing, your desire to not have your photograph used you are agreeing to release, defend, hold harmless and indemnify us from any and all claims involving the use of your picture or likeness.
Thank you for your understanding and cooperation!
Further information relating to GDPR
What information we collect and why?
Type of information
Purposes
Legal basis of processing
Member's name, address, telephone numbers, email addresses, voice/section whilst a current member and for up to a year after ceasing to be a member
Next of kin/ emergency contacts
Managing the Member's membership of the Choir
Performing the Choir's duties regarding the Member.
For the purposes of our legitimate interests in operating the Choir
Photos and videos of Members
Putting on the Choir's website and social media pages, advertising and promotion
Consent. We will seek the Member's consent on their membership
application form and each membership renewal form and the
Name, address, email address and telephone number for non-members who form part of the stage building team /purchasing concert tickets date of the concert or workshop
Helpers
For the purposes of our legitimate interests in operating the Choir
The Choir does not hold credit card or bank details for members or non-members.
How we protect your personal data
We will not transfer your personal data outside the EU without your consent.
We have implemented generally accepted standards of technology and operational security in order to protect personal data from loss, misuse, or unauthorised alteration or destruction.
Please note however that where you are transmitting information to us over the internet this can never be guaranteed to be 100% secure.
For any payments which we take from you online we will use a recognised online secure payment system through bank transfer
We will notify you promptly in the event of any breach of your personal data which might expose you to serious risk.
Who else has access to the information you provide us?
We will never sell your personal data. We will not share your personal data with any third parties without your prior consent (which you are free to withhold) except where we are required to do so by law or as set out in the table above or in paragraph below.
We may pass your personal data to third parties who are service providers, agents and subcontractors to us for the purposes of completing tasks and providing services to you on our behalf (e.g. to print newsletters and send you mailings).
We do this for the purpose of our legitimate interests in operating the Choir and for performing our agreement with you. However, we disclose only the personal data that is necessary for the third party to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own purposes. It is possible that third parties may themselves engage others (sub-processors) to process your data. Where this is the case third parties will be required to have contractual arrangements with their sub-processor(s) that ensure your information is kept secure and not used for their own purposes.
How long do we keep your information?
We will hold your personal data on our systems for as long as you are a member of the Choir and for as long afterwards as it is in the Choir’s legitimate interest to do so or for as long as is necessary to comply with our legal obligations.
We will review your personal data every year to establish whether we are still entitled to process it. If we decide that we are not entitled to do so, we will stop processing your personal data except that we will retain your personal data in an archived form in order to be able to comply with future legal obligations e.g. compliance with tax requirements and exemptions, and the establishment, exercise or defence of legal claims.
We securely destroy all financial information once we have used it and no longer need it.
Data pertaining to members of the children’s choir / under 18’s will be renewed each concert run
Adults will be required to complete new forms every 3 years where continuous membership applies
Your rights
You have rights under the GDPR:
(a) to access your personal data
(b) to be provided with information about how your personal data is processed
(c) to have your personal data corrected
(d) to have your personal data erased in certain circumstances
(e) to object to or restrict how your personal data is processed
(f) to have your personal data transferred to yourself or to another entity in certain circumstances.
We also learned that it is important to state that any choir or group has certain operating features
This is a useful statement for concerts as it is impossible to ask the whole group to sign a form - you will see on youtube for example lots of footage of pop concerts where the band and the audience are in the shot!
We used this one:
BACC and its camera and video users reserve the right to use any photograph/video taken at any event without the expressed written permission of those included within the photograph/video. The photograph/video will be used in publications or other media material produced, used or contracted including but not limited to: brochures, invitations, books, newspapers, magazines, television, websites, etc.
To ensure the privacy of individuals and children, images will not be identified using full names
A person attending an event who does not wish to have their image recorded for distribution should make their wishes known to the photographer, and/or the event organizers, and/or contact in writing of his/her intentions and include a photograph.
By participating in an event or by failing to notify in writing, your desire to not have your photograph used you are agreeing to release, defend, hold harmless and indemnify us from any and all claims involving the use of your picture or likeness.
Thank you for your understanding and cooperation!