Privacy notice
Letchworth Sinfonia collects personal information from its members, guest players, other musicians and organisations and members of the public who wish to be on its mailing list. It does so only for the purpose of planning, organising and running the orchestra and of promoting the orchestra’s activities.
We ensure that Letchworth Sinfonia treats this personal information lawfully and correctly. In the UK, data protection is governed by the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
This privacy notice provides details of the personal data processed by Letchworth Sinfonia and is intended to be compliant with the requirements of the above regulations.
1. Members: for administering membership
When you join Letchworth Sinfonia as a member, or during your membership with us, we may need to collect some of the following data from you:
• Name
• Email address
• Phone number
• Address
• Emergency contact details
• Age/ gender
• Photos/video footage
This data will be used by our admin team to manage your membership with Letchworth Sinfonia and to organise and run our activities.
2. Other musicians: for administering participation in Letchworth Sinfonia activities
We keep records of non-member musicians who play with or perform alongside Letchworth Sinfonia, because some events require additional resources from outside the Letchworth Sinfonia membership. These can be musicians attending our Come and Play Days, and Extras supporting us in concerts. We collect this data to manage non-members involvement with Letchworth Sinfonia.
The data collected include name, email address, telephone number and instrument.
3. Officials from other organisations
To effectively manage Letchworth Sinfonia activities, it is necessary to retain details of officials who act as contact points for organisations with which Letchworth Sinfonia collaborates (e.g. other ensembles, rehearsal/concert venues, or local event organisers).
The data collected include name, organisation and role, postal address, email address, and telephone number.
4. Mailing list subscribers: for promoting our concerts
We offer everybody the opportunity to sign up (consent) to receive marketing and promotional information on the orchestra’s activities.
When signing up to our mailing list we will ask for an email address and will use this to send information about our events and activities (for example upcoming events, latest news, etc). We will only send information that is related to Letchworth Sinfonia; we will not use the email address to send marketing messages from third parties.
Anything we send will include a clear option to unsubscribe and one can also do so at any time by replying to the email.
5. Retention:
Records will be deleted (or transferred to 'other musician' category) as soon as practicable after a person ceases either to be a member, or as soon as practicable after they are no longer relevant to Letchworth Sinfonia operations. This is except in cases where Gift Aid has been claimed, in which case records are retained for a period of 6 years, in line with HMRC requirements.
6. General:
When you purchase an event tickets
If you purchase a Letchworth Sinfonia event ticket, we need to collect data on the person making the purchase. This data will only be used for administering your booking, and will not be used to send you marketing/promotional messages from the orchestra.
Website visitors: for running and improving our website
When a person visits our website, we can collect and analyse anonymised data on how many people have visited, what pages they have looked at and other statistical information.
Do you share my data with anyone else?
We will never pass your details on to third parties. However, our software provider, HarmonySite also has access to the data stored in our website. HarmonySite has their own Data Protection Policy. Our online booking provider, Stripe, also has (like all online booking providers) access to the data that are provided as part of the booking process. Stripe has their own Privacy Policy.
Are there special measures for children’s data?
People under the age of 18 can only play in the orchestra if a parent/ guardian is present for rehearsals or concerts. We do not knowingly collect or store any personal data about people 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.
How long will you hold my data?
The Letchworth Sinfonia data retention policy is to review all data held on individuals every three years and remove 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 (e.g. unsubscribed from a mailing list) we may retain some of your data for up to two years in order to preserve a record of your consent having been withdrawn.
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 reason 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 statements 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.
