At Norwich City Concert Band (NCCB) we’re committed to protecting your personal data and will use any personal or sensitive data we collect from you in line with the General Data Protection Regulations (GDPR).
Who’s responsible for data the group (NCCB) collects?
NCCB is a Data Controller under the GDPR. NCCB’s Data Protection Officer is our Secretary who can be contacted via email.
What data do we collect and what do we use it for?
NCCB collects data from individuals band members & newsletter subscribers to help the committee plan, organise and run the weekly operations of the group (for example coordinating rehearsals or collecting subscription payments) and to promote and market the group’s activities (e.g. marketing mailing lists and photography/video capture).
For Band Members: Membership Administration
When you join NCCB as a member, or during your membership with us, we may need to collect some personal data from you consisting of (not exclusive to) the following:
- Email address
- Phone number
- Home Address
- Emergency Contact Details
This data will be used by committee members to manage your membership with NCCB 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 communications 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 emailing our Data Protection Officer.
Event attendees: for processing and managing tickets for events
Where our events are ticketed, we 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).
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 [name, email, phone number, address] and will use this data to send you information about our events and activities (for example forthcoming performances, social events and fundraising events). We may also ask for your preferred topics and communication methods. These allow us to tailor the information we provide to suit your preferences (e.g. email vs post).
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 third 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 emailing our Data Protection Officer.
We will never pass your details on to third parties for marketing purposes.
If (and only if) you give consent we may pass your details to related third parties so they can contact you about their activities.
We sometimes use third party services to process your data (e.g. Google Drive). We will always make sure any third parties we use are reputable, secure, and process your data in accordance with your rights under GDPR.
Special measures for under 16’s data
Where we knowingly collect or store data of children under 16 we will ensure the person with parental responsibility for the child has seen the relevant information relating to the child data or has given consent on behalf of the child.
Once a child is over 16 years old, parental consent to use their data will no longer be sufficient. We will only continue to hold/use the data if the child themselves also gives their consent.
How to update your data?
You can contact us at any time to update or correct the data we hold on you, by emailing our Secretary.
How long will we hold your data?
The NCCB’s data retention policy is to review all personal data held on individuals 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 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 by emailing our Data Protection Officer. We will respond within one month.
You can find out more about your rights on the Information Commissioner’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.
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