Policy approved by Committee: 23.10.18
Policy review date: 30.10.21
In order to operate, The Newcastle Concert Band, hereafter named the NCB, needs to gather, store and use certain forms of information about individuals.
Personal data relates to living individuals, who can be identified by that data.
á Identification can be by the information alone or in conjunction with any other information in the data controllerŐs possession or likely to come into such possession.
á Processing of personal data is governed by the General Data Protection Regulation (the ŇGDPRÓ)
á This applies to all handling of personal data on behalf of the NCB
The NCB will only collect data where lawful and where it is necessary for the legitimate purposes of the group. This data includes:
á Name, contact details (email and/or postal address, telephone number) and musical instruments of members, occasional players and those on the waiting list to join the band.
á Contact details of organizations or individuals for the organization of concerts or other NCB events.
á Information necessary for administration of the NCB (eg lists for membersŐ availability for concerts and tracking music folders, records of meetings including AGM and financial accounts).
The NCB, complies with its obligations under the GDPR by:
á Keeping personal data up to date,
á By storing it securely,
á By not collecting or retaining excessive amounts of data,
á By protecting personal data from loss, misuse, unauthorised access and disclosure and
á By ensuring that appropriate technical measures are in place to protect personal data.
We use your personal data for the following purposes:
á To keep you informed about NCB concerts, rehearsals and social events
á For band administration (eg availability for concerts, managing the music library, collection of subscriptions, reimbursement of expenses, Minutes of meetings and financial records)
á Forward relevant information from other groups about concerts, events and opportunities of interest (eg offering places or requesting players for other events, groups or organizations).
á Explicit consent of the data subject, so that we can keep members informed about NCB activities and events and NCB administration
á Processing is necessary for carrying out our legal obligations
á Processing is carried out provided this relates only to members, former members, prospective members or those who have regular contact with the NCB for those purposes
á There is no disclosure to a third party without consent
MembersŐ personal data will be regarded as strictly confidential
á We will not share personal data with other NCB members without prior consent
á Personal data will only be shared with other members of the NCB in order to carry out a service connected with the NCB.
á We will not share your data with any third party outside the NCB without your consent
We keep your data as long as you or are a band member and up to two years after being a playing member, or as long as you request and give consent.
Unless subject to an exemption under the GDPR, you have the following rights with respect to personal data:
á Right to be informed: why data is being collected and how it will be used,
á Right of access: to request a copy of your personal data held by the NCB,
á Right of rectification: to request that the NCB corrects any personal data if it is found to be inaccurate or out of date,
á Right to erasure: to request your personal data is erased where it is no longer necessary for the NCB to retain such data unless there is any lawful reason to keep and use the data for legitimate interests or contractual obligation, or a legal requirement to keep the data,
á Right to object: to withdraw your consent to the processing of your data at any time,
á Right to restrict processing: where there is a dispute in relation to the accuracy or processing of your personal data,
á The right to lodge a complaint with the Information CommissionerŐs Office.
If we wish to use your personal data for a new purpose, not covered by this Data Protection Policy, we will provide you with a new policy explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Whenever necessary, the NCB will seek your prior consent to the new processing.
To exercise all relevant rights, queries or complaints, please address enquiries in the first instance by email to email@example.com or to the secretary or any other committee member of the NCB.
You can contact the Information Commissioners Office on 0303 123 1113 or via email https://ico.org/global/contact-us/email/ or at the Information CommissionerŐs Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF