POLIcies
Privacy Notice
Introduction
Our Dementia Choir takes the protection of personal data very seriously. This notice sets out how we manage personal data.
Your personal data – what is it?
Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is (from 25 May 2018) governed by the General Data Protection Regulation 2016/679 (“GDPR”).
Who are we?
Our Dementia Choir (Registered Charity No. 1187483) is the data controller (contact details below). This means it decides how your personal data is processed and for what purposes.
How do we process your personal data?
Our Dementia Choir complies with its obligations under the GDPR by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data. We do not source personal data from third parties, other than as may be publicly available. We use your personal data for the following purposes:
(Applicants for membership) to contact you regarding the recruitment process
(Choir Members) to administer your membership of the Choir and participation in and promotion of its activities;
(Carers, Families and Friends) to contact you regarding choir activities and to support the choir members.
(Past members) to inform you about opportunities to participate in Choir events;
(Suppliers of services, goods and funding) to administer your relationship with the Choir;
(Past suppliers) to contact you regarding the provision of further services/goods to the Choir;
(Supporters, include those who have attended concerts and events promoted by the Choir) to contact you regarding bookings you have made (including seeking feedback) and to contact you regarding future Choir events in accordance with any specific consents or requests you have given;
(All) to keep records of consent given to process personal data
What is the legal basis for processing your personal data?
The legal basis for processing we have identified is Article 6 of the GDPR. Specifically, we process data under one or more of the following bases set out in that Article:
Consent of the data subject
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necessary for the performance of a contract with the data subject or to take steps to enter into a contract;
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compliance with legal obligations (for example Companies Act, Charities Act and HMRC requirements) or
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necessary for the legitimate interests of the data controller, except where such interests are overridden by the interests, rights or freedoms of the data subject (in this context our legitimate interests are to promote the objects of the Dementia Choir.
Sharing your personal data
Your personal data will be shared only with the Choir’s Trustees, their volunteer team, and in the case of Dementia Choir Members (excluding any contact/address information) individual Members of the Dementia Choir. In all cases, personal data is only shared to the extent reasonably necessary for the purposes described above. We will only share your data with third parties with your consent unless we are required to do so by law.
How long do we keep your personal data?
We keep your personal data for no longer than is reasonably necessary. In deciding how long we should keep your data we take into account the following criteria:
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The nature of your relationship with the Dementia Choir: eg member, past member, supporter or past supporter, supplier or past supplier of services/goods (whether or not under direct contract);
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The legitimate reasons we may have for continuing to contact you deriving from our charity objects (see above);
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Our legal obligations as a charity to retain financial and other records (typically for a minimum of 6 years);
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Any specific consents or requests you have made regarding the duration of processing of your personal data;
Your rights and your personal data
Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data:
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The right to request a copy of your personal data which the Dementia Choir holds about you;
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The right to request that the Dementia Choir corrects any personal data if it is found to be inaccurate or out of date;
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The right to request your personal data is erased where it is no longer necessary for the Dementia Choir to retain such data;
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The right to withdraw your consent to the processing at any time;
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The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
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The right to lodge a complaint with the Information Commissioner’s Office.
Changes to how we process personal data
The Dementia Choir’s processing of personal data is kept under review by the Trustees and this Data Privacy Notice may be revised from time to time. Where our processing of your personal data relies on your consent, we will provide you with a new notice explaining any new purposes and processing conditions and seek your prior consent prior to commencing such processing.
Contact Details
To exercise all relevant rights, queries or complaints please in the first instance contact the Choir’s Secretary:
Secretary@ourdementiachoir.com
Registered Address
Our Dementia Choir
c/o HSKS Greenhalgh
Butt Dyke House
Park Row
NOTTINGHAM
NG1 6EE
This policy was adopted by the trustees on 26 July 2022
The next review date is on or before 1 September 2023
Cookie Policy
Processing data about website users
Our Dementia Choir may collect the following information about our website users:
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Name and job title
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Contact information including email address
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Company name and address
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Demographic information such as postcode, preferences and interests, IP address, and other information relevant to customer surveys and/or offers
We take your privacy seriously and will only use your personal information to administer your account and to provide the products and services you have requested from us.
For website users we require this information to understand your needs and provide you with a better service, and in particular for the following reasons:
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Internal record keeping.
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We may use the information to improve our products and services.
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We may periodically send promotional emails about new products, events, special offers, choir updates or other information which we think you may find interesting using the email address which you have provided or we have obtained from your company website, or other publicly available sources.
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From time to time, we may also use the information you have provided, or which is publicly available, to contact you for market research purposes. We may contact you by email, phone, or mail. We may also use the information to customise the website according to your interests.
Cookies
This website uses cookies to better the user’s experience while visiting the website. Where applicable this website uses a cookie control system allowing the user on their first visit to the website to allow or disallow the use of cookies on their computer/device.
This complies with legislation requirements for websites to obtain explicit consent from users before leaving behind or reading files such as cookies on a user’s computer/device.
Cookies are small files saved to the user’s computer’s hard drive that track, save and store information about the user’s interactions and usage of the website. This allows the website, through its server to provide the users with a tailored experience within this website.
Users are advised that if they wish to deny the use and saving of cookies from this website onto their computer's hard drive they should take necessary steps within their web browser's security settings to block all cookies from this website and its external serving vendors.
This website uses tracking software to monitor its visitors to better understand how they use it. This software is provided by Google Analytics which uses cookies to track visitor usage. The software will save a cookie to your computer’s hard drive in order to track and monitor your engagement and usage of the website, but will not store, save or collect personal information. You can read Google’s privacy policy for further information.
Other cookies may be stored on your computer’s hard drive by external vendors when this website uses referral programs, sponsored links or adverts. Such cookies are used for conversion and referral tracking and typically expire after 30 days, though some may take longer. No personal information is stored, saved or collected.
This policy was adopted by the trustees on 26 July 2022
The next review date is on or before 1 September 2023
Other Choir Policies: