The Society holds personal information which identifies our patrons, members and supporters as individuals. For example, we have your email address if you have asked to be on our mailing list; your completed membership forms and your Gift Aid paperwork.
The Society is a registered charity (no. 1156304 ) which has legal responsibilities when its Trustees decide how your personal data is processed and for what purposes. We comply with current legislation on protecting personal data by keeping our records up to date; by storing and destroying data securely; by not collecting or retaining excessive amounts of data; and by protecting personal data from loss or misuse.
We use your personal data:
· To enable us to organise and deliver our annual programme of chamber concerts
· To administer membership records
· To maintain our own accounts and records (including the processing of gift aid applications)
· To inform you of concerts and other events
The law allows us to process your personal data in one or more specific ways:
· Through your explicit consent, so that we can keep you informed about news, concerts and events
· Processing necessary to carry out our obligations as a registered charity, for example under tax law
· As a not-for-profit body, provided that the processing relates only to members or former members, or those who are in regular contact with the Society; and that there is no disclosure to a third party without consent.
Your personal data will be treated as strictly confidential and will only be shared with other members of the Society if you explicitly consent to us doing so. We do not share your data with other organisations.
We retain your data for the Programme year (from August to the following July) in which you are a member, patron or supporter and for the following year. If you support us through Gift Aid, we keep your paperwork for up to six years after the calendar year to which it relates.
You can ask us for a copy of your data at any time and to correct any mistakes if the data is inaccurate or out of date. You can also ask us to erase your data if you do not wish to have a future connection with the Society; and you can withdraw your consent to us processing your data, or request a restriction on further processing. Finally, you can lodge any complaint that you have with the Information Commissioner’s Office.
If we wish to use your personal data for a new purpose, we will give you a new notice explaining the use we are proposing before we start the processing. Where and whenever necessary, we will seek your prior consent to the new processing.
If you have a query or a complaint about how we keep or process your data, in the first instance please contact the Honorary Secretary of the Society at firstname.lastname@example.org. You can contact the Information Commissioner’s Office on 0303 123 1113, by email at https://ico.org.uk/global/contact-us/email/ or by post to the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF