What is this guide for?
Whenever we need to collect any of your data, we will let you know at that point why we need to do so and what it will be used for, but this guide provides a useful overview of all of those situations and provides more detail on how we keep your data secure and up to date, how long we might hold it for, and what your rights are in relation to it.
Studio Symphony Orchestra is committed to protecting your personal data and will use any personal or sensitive data we collect from you in line with the UK General Data Protection Regulations (UK GDPR).
Who’s responsible for data the group collects?
Studio Symphony Orchestra is a Data Controller under the UK GDPR. Studio Symphony Orchestra’s Data Protection Officer is Eoghan O’Reilly who can be contacted at data@studiosymphony.org.uk
What data do we collect and what do we use it for?
Studio Symphony Orchestra 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: for administering membership
When you join Studio Symphony Orchestra as a member, or during your membership with us, we may need to collect some of the following information on you:
Name
Email address
Phone number
Address
Emergency contact details (optional)
Medical information (optional - only collected if you need us to know something)
Gift Aid Declarations
This data will be used by committee members to manage your membership with Studio Symphony Orchestra and to organise and run our activities.
If you give us your consent to do so, we may also use your contact details to send you marketing/promotional communications from the group.
Any marketing/promotional communication we send you will include a clear option to withdraw your consent (e.g., to ‘opt out’ of future emails) and you can also withdraw consent at any point by contacting the Data Protection Officer – Eoghan O’Reilly.
Event attendees: for processing and managing tickets for events
Where our events are ticketed, we may need to collect data on the person booking (name and email) in order to allow you access to the event and to send you a confirmation of your reservation/purchase. This data will only be used for administering your access to the event/s for which you have booked and will not be used to send you marketing/promotional messages from the group unless you have also provided your consent to receive these (see below).
Employees and contractors: for administration and legal/regulatory purposes
We may need (for administration or for legal/regulatory reasons) to collect personal or sensitive data on employees or contractors of the group. Where this is the case, we will explain what this is for at the point of collection.
Mailing list subscribers: for marketing and promotion
We offer everybody the opportunity to sign up (consent) to receive marketing and promotional information on the group’s activities (e.g. emails about forthcoming events).
When you sign-up to our marketing mailing list we will ask for your email address and will use this data to send you information about our events and activities (e.g. forthcoming performances, social events and fundraising events).
We will only send you information that is related to the group (e.g. we will not use your data to send you marketing messages from 3rd parties).
Anything we send you will include a clear option to withdraw your consent (e.g. to ‘opt out’ of future emails) and you can also do so at any time by contacting the Data Protection Officer – Eoghan O’Reilly.
Website visitors: for running our website
We use necessary cookie technology to facilitate operation of the secure login function when a member of the orchestra visits our website and logs into the members-only section.
You can find out more about cookies at http://www.allaboutcookies.org
Do we share your data with anyone else?
We will never pass your details on to third parties for marketing purposes.
We may sometimes use third party services to process your data (e.g. WeGotTickets). We will always make sure any third parties we use are reputable, secure, and process your data in accordance with your rights under UK GDPR.
Are there special measures for children’s data?
We do not knowingly collect or store any personal data about children under the age of 13.
How can you update your data?
You can contact us at any time at data@studiosymphony.org.uk to update or correct the data we hold on you.
How long we will hold your data?
The Studio Symphony Orchestra data retention policy is to review all data held on individuals at least every two 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 you 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 to the Data Protection Officer at data@studiosymphony.org.uk. We will respond within one month.
You can find out more about your rights on the Information Commission’s Office website.
What will we 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.
Use of Cookies
What are 'cookies'?
'Cookies' are small text files that are stored by the browser (for example, Internet Explorer) 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 users.
How does the Studio Symphony Orchestra website use cookies?
Registration and preferences cookies
When a member of the orchestra registers with Studio Symphony Orchestra, the website generates a cookie that establishes whether you are signed in or not. Our servers uses this cookie to work out which account you are signed in with, and if you are allowed access to a particular service. It also allows us to associate any comments you post with your username. If you have not selected 'keep me signed in', your cookies get deleted when you either close your browser or shut down your computer.
Anonymous analytics cookies
Our website uses no anonymous analytics cookies.
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.
Cookie settings in Internet Explorer
Cookie settings in Firefox
Cookie settings in Chrome
Cookie settings in Safari
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-only).
Useful links
You can find out more about cookies and their use on the internet from www.allaboutcookies.org
