What is this guide for?
This guide explains how we use the personal data we collect from you. Congleton Choral Society is committed to protecting your personal data in line with the UK General Data Protection Regulations (GDPR).
What data do you collect and what do you use it for?
Congleton Choral Society collects data from individuals to help us plan, organise and run the day-to-day operations of the group (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).
Members
When you join Congleton Choral Society as a member of the choir (CCS) or Congleton Community Choir (CCC), or during your membership with us, we may need to collect some of the following information on you:
- Name
- Email address
- Phone number(s)
- Postal address
- Emergency contact details
- Photographs/video footage
- Subscription payments
- Gift Aid declarations
- Bank details
- Medical information
This data will be used by our officers to manage your membership with Congleton Choral Society, including to help us plan, organise and run the day-to-day operations of the group (e.g. co-ordinating rehearsals or collecting subscription payments). Members of CCS choir may also give us consent to email our Members’ Bulletin giving information about local music events. There is an understanding with many music groups that we share information about each other’s events.
Mailing list subscribers
We offer anyone the opportunity to sign up, and so give consent, to receive marketing and promotional information about our group’s activities.
When you sign-up to our subscribers’ mailing list we ask for your email address and will use this to send information about our events and activities. We will only send information that is related to Congleton Choral Society; that is, we will not use your email address to send marketing messages from 3rd parties. All our emails to subscribers include a link to unsubscribe.
Those who purchase an event ticket, merchandise or donate
If you purchase an event ticket, Congleton Choral Society merchandise, or donate, we need to collect data on the person making the purchase. This data will only be used for administering your booking/purchase/donation, and will not be used to send you marketing/promotional messages from the group unless you actively state your consent to do this.
Website visitors
When a person visits our website, we collect and analyse anonymised data on how many people have visited, what pages they have looked at and other statistical information. We also use cookies to allow members to log in to view our members-only section. See the section below on cookies.
Do you share my data with anyone else?
We will never pass your details on to third parties for marketing purposes.
We use the Making Music Platform which is a web-based service that provides our online administration system, member database, member login area and public-facing website. This uses HarmonySite software which is owned by an Australian company called Virtuous Community. Virtuous Community has created the Making Music Platform for Making Music and licensed it to Making Music for use by Making Music’s members.
Making Music and Virtuous Community, have access to your data in order to provide technical support for the software. Making Music has its own
Cookie and Privacy Policy and a
data agreement for the Making Music Platform where there is more information on the roles of Making Music and Virtuous Community.
Are there special measures for children’s data?
We do not knowingly collect or store data about anyone under the age of 18.
How I can I get you to update my data?
You can
contact us at any time to update or correct the data we hold on you. If you have a login account on our website you can also update your own data by logging in to the society’s website.
How long will you hold my data?
The Congleton Choral Society data retention policy is to review all personal data held on non-members at least every two years and remove the 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 we may retain some of your data for up to two years in order to preserve a record of your consent having been withdrawn.
Members’ personal data is kept up-to-date on a more regular basis either by themselves or as we become aware of changes.
When Subscribers unsubscribe from our mailing list, their email address is deleted immediately from the mailing list.
What rights do I have?
Under the UK GDPR, you have the following rights over your data and its use:
- The right to be informed about what data we are collecting on you and how we will use it
- The right of access - you can ask to see the data we hold on you
- The right to rectification - you can ask that we update or correct your data
- The right to object - you can ask that we stop using your data for a particular purpose
- The right to erasure - you can ask us to delete the data we hold on you
- The right to restrict processing - you can ask that we temporarily stop using your data while the reasons for its use or its accuracy are investigated
- Though unlikely to apply to the data we hold and process on you, you also have rights related to portability and automated decision making (including profiling)
All requests related to your rights should be made through our
Contact page. We will respond within one month.
You can find out more about your rights on the
Information Commission’s Office website
What will you do if anything changes?
If we make changes to our privacy policy 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.
Use of Cookies
What are 'cookies'?
'Cookies' are small text files that are stored by the browser (for example, Chrome, Internet Explorer, etc) on your computer or electronic device. They allow websites to 'remember' you for a period of time so that they can store things like user preferences and make the website quicker and easier for you to use.
Without cookies, some things on websites would not be able to work: for example, without cookies it might not be possible to know whether or not you are logged in on a website, which would prevent you from being able to see content restricted to logged-in members.
How does the Congleton Choral Society website use cookies?
The Congleton Choral Society website uses cookies to track whether you are signed in or not, and whether you wish to remain logged in when you return to this website in your next browser session.
Anonymous analytics cookies
Further, every time someone visits our website, software provided by Google Analytics generates an 'anonymous analytics cookie'. These cookies can tell us whether or not you have visited the site before and what pages you visit. Your browser will tell us if you have these cookies and, if you don't, we generate new ones. This allows us to track how many individual users we have, and how often they visit the site. We use them to gather statistics, for example, the number of visits to a page, to help us identify if visitors would benefit from more information on a particular area.
How do I turn cookies off?
It is usually possible to stop your browser accepting cookies, or to stop it accepting cookies from a particular website.
All modern browsers allow you to change your cookie settings. You can usually find these settings in the 'options' or 'preferences' menu of your browser. To understand these settings, the following links may be helpful, or you can use the 'Help' option in your browser for more details.
Please note: switching off cookies may prevent some aspects of our website from working fully (e.g. you may not be able to access our members area).
Useful links
You can find out more about cookies and their use on the internet from
www.allaboutcookies.org
