Derwent Valley Wind Band is a registered charity (number 700574) that processes data for purposes necessary to fulfil its aims and charitable objectives.
This privacy statement outlines how we process data for our members, ticket buyers, online users and donors.
We will use any personal information we collect about you in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act (DPA) and the Privacy and Electronic Communications Regulations (PECR). We aim to be clear when we handle your data, and not do anything you wouldn’t reasonably expect.
Personal data means anything that can identify you as an individual, for example your name or contact details.
We may collect personal data from you when you join the band as a member, buy a ticket via Ticketsource, ask us to send you information, make a donation, attend an event, visit our website or attend a rehearsal.
The information we may collect or store is:
- Postal Address
- Telephone number(s)
- Email address
- Payment information (in so far as a record that a payment has been made, not card details)
- Ticketing, membership and/or donation history
- Communications preferences
- Access requirements
- Any other information you provide to us by email, letter, telephone, social media, via our website or in person
- Photographs and/or video footage of members and audiences
- Health information (if you provide us with this) such as access needs or allergies.
We keep a record of the communications we send you, and contact we have made.
We use social media to provide updates on our activities, to promote events or to communicate with you about the activities in which you are involved.
DATA FROM THIRD PARTIES
We may also obtain or collect personal information about you from other third party sources, for example:
- When you book your ticket for a concert via Ticketsource your data is passed to us in order for us to provide you with information as outlined above
- If we engage external suppliers for photography and video capture
- From our members or other volunteers, for example if they invite you to a concert or event
USE OF DATA
We will use your information for the purposes listed below under one of the following legal bases:
- Performance of a contract between us and you
- Your consent (where we require it)
- To comply with a legal obligation or
- Our legitimate interest (except where such interests are overridden by the interests, rights or freedoms of the individual)
- The ways in which we use your data are listed below:
- Ticket buyers, online users, members and donors
We use the information we hold:
- To inform you of any change to or additional information regarding a booking, visit or membership (Performance of a contract)
- To inform you about relevant concerts, events, or activities we believe will be of interest, as well as opportunities to support our work (Consent)
- To process donations and payments, including making Gift Aid claims (Legitimate interest / Performance of a contract)
- To ensure we know how you prefer to be contacted about our activities (Legitimate interest)
- To keep a record of the relationship we have with you (Legitimate interest)
- To ensure we cater for any specific needs you may have such as dietary or access requirements (Legitimate interest)
CONTACTING YOU BY EMAIL
If you provided your consent when you purchased your ticket via TicketSource, from time to time we will send you recommendations and ticket offers by email for similar events and opportunities to support our work. Should you wish not to receive this information you will always have the option to unsubscribe from future emails via a link at the bottom of our emails. Alternatively, you can tell us directly by emailing email@example.com.
Band members will receive information by email and text message relating to events and activities to keep you informed in relation to your membership.
SHARING DATA WITH THIRD PARTIES
Unless you give us your consent, the personal information that you give us will only be shared with third parties where we are obliged or permitted by law to disclose it, we need to use the services of ‘data processors’ to fulfil your requirements.
The ways in which we share data with third party organisations are listed below:
We may share your data with third party organisations as listed below:
- For members to book engagements through Muzodo
- To store your contact details through Google
- To process your ticket request through Ticketsource
- To process your ticket payment through Stripe
- To maintain a mailing list, where you have consented, through Ticketsource and Mailchimp
- To process payments made by members or donors through Zettle by PayPal
We may take photographic or video recordings and share these with media and social media outlets. We always make clear when photography or recordings are taking place.
HOW TO UPDATE YOUR DATA
We take steps to ensure that data is accurate, complete and up to date, and we regularly run checks to review our data. If you wish to correct any inaccuracies in your data, please email firstname.lastname@example.org.
DATA SECURITY AND RETENTION
Except as set out in this privacy notice we will not share your personal information with any other third parties.
Personal information held in relation to members is limited to committee members who need to process it in order to perform their duties and access is revoked when it is no longer necessary. Derwent Valley Wind Band maintain an instance of Google with data storage restricted to within Europe. PayPal, Stripe and Mailchimp are based in Europe, Ticketsource and Muzodo are both based in the United Kingdom.
We will keep personal data for no longer than is strictly necessary, having regard to the original purpose for which the data was processed. Our retention periods are detailed below:
We will store data in our database system(s) for a maximum of seven years after your last engagement with us, through ticket purchased, membership of the band, or making donations. At that point your data will be deleted, no longer processed, and you will cease to receive communications from us, unless there is an outstanding issue, claim or dispute requiring us to keep such information until resolution.
You have rights, including the following:
- To be informed of the ways in which we use your information, which we seek to do in this statement
- To request us to stop processing your personal data for marketing purposes
- To request access to the personal information we hold about you
- To have a copy of the personal data which you have provided to us made available to you (or a third party) in a machine readable format
- To request that any inaccuracies in the data we hold about you are corrected
- In certain circumstances to request that we limit, cease processing or erase your personal data
- To lodge a complaint with the Information Commissioner’s Office
Where you have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact us as set out below. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to.
If we are unhappy with the way we have processed your data you, you have a specific right to lodge a complaint with the Information Commissioner’s Office. We encourage you to try to resolve any issues with us first, or you can contact the ICO at:
Information Commissioner’s Office
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk
WHO TO CONTACT
REQUESTS TO EXERCISE YOUR RIGHTS
If you wish to make a subject access request (SAR), please email email@example.com. We will try to respond to all legitimate requests within 30 days. Occasionally it may take us longer if your request is particularly complex or if you have made a number of requests, in which case we will keep you notified and updated. We may require specific details of your request and proof of identification.
If you wish to make a complaint about how we are using your data, please email firstname.lastname@example.org.
CHANGES TO THIS STATEMENT
We may change or update this Privacy Statement from time to time. Any significant changes will be communicated on our website and/or by contacting you directly.
14th October 2023