This document sets out how we collect, use and protect personal data, explaining the lawful basis for requiring this information, in compliance with the provisions of the GDPR (General Data Protection Regulation)
WHAT PERSONAL DATA DO WE HOLD?
Name and address - required when members join SSS
The lawful basis for holding this data - As a registered charity, our constitution requires the trustees, (i.e. the committee), to keep a register of names and addresses of members.
Contact details - required when members join SSS
The lawful basis for holding this data - We keep a list of members’ e-mail addresses as they are used to communicate information about rehearsal schedules, dates and times of gigs, notifications of membership fees due, notice of AGMs and other purposes that help to keep the choir running smoothly.
We also keep a list of ‘phone numbers in case we need to contact members about a rehearsal or performance having to be cancelled at short notice.
Photos & videos – consent form to be signed when members join SSS.
The lawful basis for holding this data - photos and videos are required to help recruit new members, to attract bookings and to promote concerts and other performances. They also provide a record of the choir’s history.
PROTECTING PERSONAL DATA
The Secretary keeps a central record of names, addresses, e-mail addresses and ‘phone numbers on a password protected computer.
Section reps also have copies of their groups’ ‘phone numbers, (on password protected ‘phones), in order to be able to contact their members at short notice, if required.
The Treasurer holds copies of Gift Aid forms, which show an individual member’s name and address, for those who have opted to complete one. These have to be retained in paper form in line with HMRC requirements and are kept in a secure place along with the choir’s accounts.
SSS Photos are held in a password protected folder on the SSS website.
Please note - Personal information that SSS holds is never shared with other organisations, (with the exception of postcodes required by HMRC for Gift Aid purposes), or with individuals outside Suffolk Soul Singers.
HOW LONG DO WE KEEP THIS INFORMATION?
SSS will hold members’ personal data on our systems for as long as they are a member of the Choir and for up to one year afterwards.
When an individual leaves the choir, she/he will be asked if she/he is willing to give consent for her/his photos to continue to be used on the choir’s website and in promotional material.
MEMBERS’ RIGHTS REGARDING PERSONAL DATA
Members may have access to the data we hold about them by making an access request. They can also ask to have data, including images, amended, updated or deleted.
USING MEMBER CONTACT DETAILS FOR OTHER PURPOSES
From time to time, the Secretary or other member of the choir may wish to contact members about an SSS social activity, (e.g. Christmas meal, group theatre visit, summer get-together, etc.) Although these activities help to support the friendly ethos of the choir, they are not part of the core purpose of Suffolk Soul Singers, and so members may withhold the use of their e-mail address for this type of message by indicating this on the membership details form.