Our commitment to data protection and privacy
Your privacy is important to us, and we are committed to maintaining high standards of data protection. This notice explains our information practices and the choices you can make about the way your information is collected and used. It is available to our Active Members on the Members’ Area page of our website, and for non-members on the main website.
This notice applies to all personal data collected by Reading Haydn Choir, including personal data collected or submitted on our website.
The information we collect
We only collect personal data for specific purposes (for example, Active Membership of the Choir, or inclusion in the Contacts of Reading Haydn Choir mailing list for circulation of information about the Choir’s activities and opportunities to support it) and only such data as is necessary for the purpose for which it is collected, except as described in the paragraphs headed “audience data” and “cookies” below, or with the express consent of the person to whom it relates. We will not use it for any other purpose.
We keep data only for as long as is necessary for that purpose, unless there is a legal or regulatory requirement for us to retain the data for a longer period, or we need to do so for audit or accounting purposes or to ensure we have an accurate record of singers who participated in past events. Where a person has asked us to stop contacting them, their request will be complied with, and their information will be deleted.
You can register with our website if you would like to receive news about Reading Haydn Choir, including information about our concerts, other events and recordings and/or other opportunities to support the Choir. Anyone who registers to receive information will be included in a database of ‘Contacts of Reading Haydn Choir’. To manage our marketing and related campaigns, we enter these details into a platform provided by a third party which provides us with essential data management support.
Where we receive a communication by email, we will use the return email address only:
- to answer the email we have received, or
- where we have a legitimate interest in using the email address or
- if it is necessary for us to use the email address in order to meet our contractual obligations
and not for any other purpose, unless the person sending the email has registered or otherwise consented to receive communications from us.
Finally (except as described in the paragraphs headed “cookies” below), we never use or share the personally identifiable information provided to us in ways unrelated to the ones described above without the specific consent of the person to whom it relates.
Reading Haydn Choir will collect photos of individual Choir members for inclusion on the Members’ Area page of the website to support new members of the choir. Photos will not be used for any other purpose except with express permission. Specific consent from Choir Members will be sought for the use of individual or group photographs for use in marketing activities.
Contacts of Reading Haydn Choir and Active Members
We collect and store personal data relating to Active Members of the Choir (meaning those who have paid fees and take an active part in the activities of the Choir or those who are employed by the Choir) and Contacts of Reading Haydn Choir (meaning those who have requested to receive information about the activities of the Choir, including past Members). We use this information to administer our membership arrangements, and to send news about our activities and invitations to concerts and other events. We may also send information about other opportunities to support the Choir.
Personal data supplied by purchasers of tickets for our events will only be used for the purpose of managing the transaction, unless the purchaser explicitly gives consent to or requests to be included in the Contacts of Reading Haydn Choir mailing list.
Deletion of data held by us
We review the personal data we hold at regular intervals and delete any personal data which is no longer needed for the purpose for which it was collected, unless we have the consent of the person to whom it relates to retain it or we need to retain it for legal, accounting or regulatory reasons or to ensure we have an accurate record of singers who participated in past events.
Subject to the exceptions described below, we delete personal data relating to former Active Members and Contacts of Reading Haydn Choir, normally within one month of becoming aware that the relevant person no longer wishes to continue as an Active Member or no longer wishes to be a Contact of Reading Haydn Choir. At the latest, records will be deleted within six months of the end of the season in which we become so aware, unless there is a legal, regulatory, accounting or audit reason for us to retain the data for a longer period (in which case we will retain the data until the end of that period) or for as long as the person to whom it relates has agreed we may continue to contact them.
How you can access or correct your information or ask us to delete it
You can access any of your personal data that we have collected and retained by requesting it via email to firstname.lastname@example.org.
Similarly, you can ask us to correct or amend your personal data, or ask us to delete it, by email to the same address. Corrections or deletions will normally be made within one month of the relevant request being received.
To protect your privacy and security, where appropriate, we will also take reasonable steps to verify your identity before granting access, making corrections or deleting information.
Our commitment to data security
To prevent unauthorised access, maintain data accuracy, and ensure the correct use of information, we have put in place appropriate physical, electronic, and managerial procedures to safeguard and secure the information we collect and store.
Reading Haydn Choir has implemented a pop-up box on its website that will activate the first time a user visits the website. This allows the user to click to consent (or not) to continuing with cookies enabled.
If you wish to disable cookies before proceeding, you can do so by amending the settings in your browser.
How to contact us
This policy will be subject to an annual review. The next review date is: May 2024.
Version 1 for discussion
11 November 2022
Version 2 for Committee review
23 November 2022
Version 3 with inclusion of references to photo permission for Committee review
24 November 2022
Version 4 change of title to Contacts of Reading Haydn Choir
16 May 2023