Buxton Community Choir Privacy Statement
At Buxton Community Choir, we are committed to protecting the privacy and personal information of our members, volunteers, and supporters. This privacy statement explains how we collect, use, store, and protect personal information in accordance with UK GDPR and data protection law.
1. Information We Collect
To operate the choir effectively, we collect and store personal information relating to members, volunteers, audiences, potential audiences, business contacts, and others we regularly communicate with.
The information we collect may include:
· names
· email addresses
· telephone numbers
· membership-related information
· photographs and video recordings connected with choir activities
We only collect information that is necessary for the legitimate operation of the choir.
2. Why This Policy Is Important
This policy helps ensure that we:
· protect the rights and privacy of members, volunteers, and supporters
· comply with data protection law
· follow good practice for handling personal information securely
· reduce the risk of data breaches or misuse of information
This policy applies to anyone handling personal data on behalf of Buxton Community Choir, including committee members, volunteers, members, freelance contractors, and third-party suppliers.
3. Roles and Responsibilities
The Committee acts as the Data Controller and is responsible for deciding how personal data is collected and used.
A designated committee member oversees data protection matters and helps ensure that personal data is handled securely, fairly, and transparently.
All individuals handling personal data on behalf of the choir are expected to follow this policy.
We may use third-party systems and services for processing data and aim to use providers with appropriate data protection safeguards.
4. Lawful Basis for Processing Data
Buxton Community Choir processes personal data only where there is a lawful basis to do so under UK GDPR. The lawful bases we rely on include:
· contract
· legitimate interests
· consent where appropriate
Members’ contact details and related information are collected as part of choir membership administration and communication.
Photographs and videos taken during rehearsals, concerts, and events are generally processed under the lawful basis of legitimate interests. Members may object to the use of photographs or recordings featuring them, and reasonable efforts will be made to respect those wishes.
5. Collection of Data
Personal data will only be collected and used for specific, explicit, and legitimate purposes.
When collecting personal information, for example through membership forms or the choir website, we provide clear information explaining why the data is required and how it will be used.
We will not collect or retain more personal data than is necessary for its intended purpose.
6. Data Accuracy and Retention
We aim to ensure that personal information is accurate and kept up to date.
Personal data will not be kept longer than necessary for the purpose for which it was collected. Records and retained information will be reviewed periodically and securely deleted when no longer required.
7. Keeping Personal Data Secure
Buxton Community Choir takes reasonable steps to ensure that personal data is stored securely.
Electronically held data is protected through password protection and restricted access where appropriate. Passwords and access permissions will be updated when individuals with authorised access leave their role.
Paper records, such as membership forms, will also be stored securely.
Access to personal data is limited to those who require it for legitimate choir purposes.
8. Your Rights
Under UK GDPR, individuals have the right to:
· request access to their personal data
· request correction of inaccurate information
· request deletion of data where appropriate
· object to certain types of processing
· request restriction of processing in some circumstances
· lodge a complaint with the Information Commissioner’s Office (ICO)
For more information, please visit the ICO website:
Information Commissioner’s Office (ICO)
If you have any questions relating to the collection or use of personal data, please contact Buxton Community Choir at: buxtoncommunitychoir@gmail.com