General Data Protection Regulation (GDPR) Privacy Statement

How does the choir use members’ personal data?

The following table sets out the type of personal data collected by the Choir and how it is used and stored.

Personal Data                                  Electronic Storage                             Paper Storage

Name                                                 Membership spreadsheet*                 Gift and Form**

Home Address                                  Membership spreadsheet*                 Gift and Form**

Telephone Number (Optional)        Membership spreadsheet*

Email Address (Optional)                Membership spreadsheet*

                                                           Electronic in email software*

 

Purpose of Use

Name, Address, and

Telephone Number                         Gift aide claims to HMRC if applicable and other

                                                          Tasks necessary in the administration of the Choir

 

Email Address                                  Inform members of events and other general information

                                                          relevant to the activities of the Choir enquiries about

                                                         renewing membership and other tasks necessary in the

                                                          Administration of the Choir.

 

*Stored on Membership Excel spreadsheet – with restricted access to certain Committee Members.

** Stored in folders held by the Treasurer/Chair

 

How long does the Choir retain members’ personal data?

An individual’s personal data is stored for a period of 2 years after ceasing to be a member to allow the Choir to contact the individual to ask if they wish to renew their membership or until the individual withdraws consent for the Choir to hold that data, whichever event arises earliest.

In the case of Gift Aid form the period is increased to 7 years.

 

How do I withdraw or vary the consent for the Choir to hold my personal data?

You may withdraw or vary your consent for the Choir to hold your personal data at any time either whilst you are a member or after your membership has lapsed by contacting the Choir at southsidecommunitychoir@hotmail.com.

 

Members are requested to inform the Choir of any changes to their personal data as soon as they occur.

 

The Choir does not share any of this personal information with other organisations.