Steventon Choral Society (SCS) is a mixed voice amateur choir of some 50 singers. It rehearses in Steventon Village Hall in the village of Steventon in Oxfordshire and generally puts on five or more concerts during the choir season which runs from September to June. Its concerts raise money not only for choir funds but also to support local charities. All music is provided to members, who pay an annual subscription to belong.
Steventon Choral Society is a registered charity number 1203681.
- what personal data SCS collects from its members, patrons and accompanist
- how this information is used
- the legal basis under the General Data Protection Regulation for holding and processing the data
- how long the data will be retained
- how an individual can contact SCS to find out what personal data is held on them
All personal data held by SCS is used only for choir purposes. All reasonable physical and technical measures are in place to protect this information. No personal data collected by SCS is stored in the Cloud and SCS does not use an online mailing platform. SCS does not share personal information with third parties unless specifically required to do so by law.
The legal basis under which SCS holds and uses personal data belonging to its members and patrons is ‘legitimate interest’. The data are used only in ways SCS members and its patrons would reasonably expect and do not have a detrimental effect on their privacy.
‘Contract’ is the legal basis under which SCS holds personal data belonging to its accompanist and others providing a service to SCS. It is also the basis under which personal information provided by people registering to join an SCS virtual event is held.
SCS holds the contact information provided by members on their membership application form (name, address, phone number and email address). These details are used to:
- alert members to time-critical events such as the last-minute cancellation of a rehearsal
- send messages from the musical director
- send choir newsletters with details of forthcoming concerts, social events and other choir news
- send reminders or details of relevant events received from other organisations
- chase up missing music not handed back in after a concert
Membership application forms and the membership list are held by the Membership Secretary. The records are retained for as long as someone is a life or paid-up member, or has any SCS music in their possession.
Charity Gift Aid declarations signed by members who are UK taxpayers to allow SCS to claim Gift Aid on their donations are held by the Treasurer.
New members are asked for the day and month of their birthday so that a birthday card can be given to them (and ‘Happy Birthday’ sung by the choir) at the rehearsal on or just before this date.
No record of attendance at rehearsals is kept. However, members are asked to say in advance that they won’t be at a particular rehearsal. This helps the hall preparation team to put out the correct number of chairs at a particular rehearsal and provides input into the musical director’s planning of what music to practise at that rehearsal.
SCS receives considerable financial and personal support from its patrons. In return for a donation each season, patrons receive an acknowledgement by name in concert programmes and one complimentary ticket for the SCS Summer and Christmas concerts. Patrons are also invited to social events organised by SCS.
To fulfil its promises to its patrons, SCS holds their name, address and email address, and the amount of the donation received. This information is held as long as someone remains a patron.
Charity Gift Aid declarations signed by patrons who are UK taxpayers to allow SCS to claim Gift Aid on their donations are held by the Treasurer.
SCS holds the contact details of its appointed accompanist in order to:
- send them payments for rehearsal fees and for paying at SCS concerts (if not done in person)
- ask if they can play for concerts arranged by SCS or additional rehearsals
- notify them of any changes to the rehearsal schedule or venue
- send them choir newsletters
This information is held as long as the accompanist is in position plus six years for financial records of payments made to them.
Audience members at virtual concerts
The names of people registering by email to join an SCS virtual concert are used to recognise them when they enter the event ‘waiting room’ to be admitted. The information is held for one month after the event in case of any query or feedback.
Email addresses provided optionally by registrants in order to receive updates from SCS will be held until notified otherwise by the person concerned.
External soloists and other service providers
Contact details of possible stand-in accompanists, possible external soloists and others providing a service to SCS (e.g. piano tuner) are held for use as needed.
Access to your information and correction
You have the right to request a copy of the information that SCS holds about you. If you would like a copy of some or all of your personal information, please email the Membership Secretary (firstname.lastname@example.org).
SCS wants to make sure that the personal data it holds is accurate and up-to-date. To fulfil this wish, Please contact the Membership Secretary to ask SCS to correct or remove information you think is inaccurate.
Changes to this privacy notice
How to contact Steventon Choral Society