Privacy Notice - Keeping your personal data safe 

The Trustees (the Committee) of Croydon Philharmonic Choir (CPC) hold personal data about you which it has a responsibility to keep secure. It is necessary for the Trustees (the Committee) to hold this personal data in order to effectively run the CPC.

All data processed by CPC must be done on one of the following lawful bases: consent, contract, legal obligation, vital interests, public task or legitimate interests. CPC processes your personal data on the basis of contract i.e. for your membership fee CPC must fulfil its contractual obligations and provide membership services.

Personal data is held by the following Trustees:

By the Membership Secretary:        Name, Address, Telephone numbers, email address, Height, Voice Part, further information on the application form for new members as well as the singing feedback form

                By the Treasurer:             Name, Address, Subscription amounts, dates and receipt numbers, Gift Aid information (no reason for concession is recorded)

Disclosure of personal data – there is no disclosure to third parties outside the CPC. No personal data is used in online platforms such as Dropbox.

Use of your personal data is limited to the following activities:

Membership lists – mainly in alphabetical order within Voice Part sequence – to enable the Committee to contact individual members, for reconciliation against renewal slips as confirmation of subscription payment, and for use when mailing information. These lists include only name, address, telephone number, email address and voice part. The voice part representative will have a list of the section he or she is responsible for.

Membership lists for use in organising the seating plan – height and some information from the singing feedback form will be taken into account here to help balance voice parts. The Musical Director, Concert Manager and relevant Part Representatives may be involved in this.

Subscription information used to keep track of completeness of member’s payments and provide a control on the Society’s subscription account for audit and presentation to AGM. (Restricted to Treasurer and Auditor)

Gift Aid details are used to prepare claims to the HMRC for rebate of income tax. (Individual details restricted to Treasurer)

All non-Treasury information is recorded directly from the application form completed by each new member. It is then updated with any amendments and passed to the Membership Secretary by way of personal notification or on the Renewal slip at the start of the season.

Access - If you wish to have access to your personal data record please apply to the Membership Secretary.

Retention of your personal data – The Trustees hold personal data of members as long as it is necessary to fulfil the purpose for which it was collected. Once a member leaves the choir and all administrative tasks relating to their membership have been completed, any potentially sensitive data held about them will be deleted; such as bank or medical details. Unless consent has been given, data will be removed from all email mailing lists. All other data will be stored securely for up to 2 years.