The London Cantorial Singers
Privacy and Cookies Policy
YOUR TRUST IS OUR TOP PRIORITY
This Privacy and Cookies policy sets out how The London Cantorial Singers processes personal data (that is, information by which an individual can be identified) collected by us during our lawful activities in accordance with the Data Protection Act 1998, the General Data Protection Regulation (GDPR) and any other current or subsequent Data Protection legislation.
This policy has been put in place to protect your rights under the Data Protection laws and it is important that you understand what we will do with your data and are happy with this. If you want to discuss any matter relating to how your data is used, please contact the Leader and Chairman of the choir (36, Richfield Road, Bushey, Herts WD23 4RQ – email: firstname.lastname@example.org) or The London Cantorial Singers Data Controller at email@example.com.
References to the processing of data includes the collection, use, storage and protection of data.
The London Cantorial Singers is the ‘Data Controller’ for the purposes of this policy. The policy encompasses those members and anyone else processing data on our behalf from time to time. We are committed to be a trusted and reliable steward of your personal data and we strive to handle it in a responsible manner and securing it with IT industry-standard administrative, technical and physical safeguards at a level appropriate for a small private, choir such as The London Cantorial Singers.
Our approach and actions regarding Data Privacy are guided by three principles:
- Transparency: We aim to be transparent about what personal data we collect and process.
- Simplicity: We try to use easy-to-understand language to describe our practices to help you make informed choices.
- Control: We put in place ways for you to easily have control over the personal data you provide to us, how it is used, shared and retained.
WHO WE ARE
The London Cantorial Singers is a private, volunteer Not for Profit Jewish Orthodox Male voice choir with a remit to revive and promote the performance of Jewish liturgical music (primarily in the UK), by performing at or hosting public performances, performing at Jewish Charity events and performing in religious Orthodox Jewish religious services. The choir also produces CDs for educational purposes and sells some to augment its operating costs. It also makes audio visual recordings and publishes these on YouTube and on social media for publicity and promotional purposes.
OUR LEGAL BASIS FOR COLLECTING INFORMATION ABOUT YOU
Organisations of all sizes can process data if they have a legal basis for doing so. The London Cantorial Singers processes data on the basis that:
- Informed consent has been given by the person whose data is being processed.
- The London Cantorial Singers has a legitimate interest in processing the data.
- This processing is necessary in relation to an agreement between the person and The London Cantorial Singers, because the person has asked for something to be done, or the person wishes to participate in our rehearsals and training activities, public events, concerts and private functions in the UK and abroad.
- There is a legal obligation on The London Cantorial Singers to process data.
- When The London Cantorial Singers is relying on solely consent as the basis for processing data, we must obtain your explicit consent and you can modify or withdraw this consent at any time by notifying us by email or in writing, though such change could limit the extent of your participation and our ability to fulfil all our obligations to you.
- Personal data collected by The London Cantorial Singers will only be used in accordance with this Privacy and Cookies policy.
WHEN WE COLLECT INFORMATION
Visitors to our website (www.tlcs.org.uk) are automatically directed to a ‘newsite’ version. At or from the Homepage, they can browse the site without providing any personal data. The London Cantorial Singers does not collect information from visitors browsing its website directly or indirectly.
There are a few features in our website that a visitor can use to communicate with us or to order a product or service. Some personal data is collected with these features. The features are described below.
In the Support Us option, a visitor can donate in support of the choir’s activity with a debit or credit card using the online PayPal facility or by posting a cheque to the choir. A completed Gift Aid form can be posted to the choir by the visitor to cover the donation, which the Musical Director will use when submitting a Gift Aid claim. For further information about PayPal’s Cookies and Privacy policies, please visit their UK website at https://paypal.com/uk.
A visitor can complete a general purpose Contact Us form or click on an Information option at the top of the page, which produces an outgoing email addressed to firstname.lastname@example.org using the default email system set up on the visitor’s own computer. These features are found within the Contact Us, Join Us and the Forthcoming Events options and are typically be used to apply to join the choir, request details of forthcoming events, deal with event ticketing requests and queries, invite us to perform at an event or service, request a service or to communicate in general with the choir.
When the visitor composes their message and clicks Send, their email is routed to the Chairman’s personal email account. The contents of these communications are not retained on the Choir’s Internet Hosting service provider’s systems or the systems of any third party he uses to provide service.
In the Recordings option, a visitor can order one or more choir CDs and either pay using PayPal or complete an order form and post it to the choir with a cheque.
Our online event ticketing services are provided by the Eventbrite ticketing service. For further information about their Cookies and Privacy policies, please visit their UK website at https://eventbrite.co.uk.
Most advance online publicity and promotional material about the choir’s performances and events and the London Cantorial Singers website contain a ‘Buy Tickets’ link to our account on the Eventbrite system, where tickets can be purchased and paid for using PayPal.
The London Cantorial Singers and Eventbrite will process, but never store your personalised Bank or Credit Card details to complete the transaction. The London Cantorial Singers has shared access with Eventbrite to the ticketing database and the personal information it contains, but we also never have access to any personalised payment card details.
We produce event attendance lists of ticket holder names for events we host, so they can be checked into each of our events by security personnel. This data is not shared with any other organisation.
The types of Personal Data we collect
|Type of Personal Data||Details|
|Information about you||Name, full address, gender, details of any health-related information or disabilities, photo permission.|
|Information to contact you||Home telephone number, mobile number, email address.|
|Details of your purchases||Personal information and contact details (as above) of people for whom you purchase tickets, number of units purchased, payment method and amount, event attended, purchase date.|
|Purpose for which we need your personal data||Details|
|Event Services and Admin||To run events we host or co-host, risk assessment, health & safety planning, seating plans, security planning, responding to event queries, alerting you to event updates and optionally to inform you of new events and performances of The London Cantorial Singers.|
|Legal and Contractual||To comply with our legal and contractual obligations with our venue hosts.|
How long we retain data
Personal data is only kept for the length of time necessary to perform the process for which it was collected. This applies to data held both electronically and on paper.
For personal injury litigation purposes, personalised events booking data is retained for 3 years, or until the individual reaches 21 years of age, whichever is the later.
VAT regulations require that financial transactions of current and past ticket purchasers and any guest performers working for the Choir on a freelance basis have these financial records retained for six years.
If you are a current or past donor, Gift Aid regulations require appropriate records to be retained for seven years.
We only keep records outside the stated periods if the law requires us to hold your personal data for a longer period or delete it sooner; or if you have raised a complaint or concern regarding one of our concerts or events and your personal data will be retained until the matter is considered resolved between you and The London Cantorial Singers.
How we protect personal data
The London Cantorial Singers uses suitably secure and protected up to date computer systems and software and mainstream third-party service providers to keep the personal data you provide to us safe and secure. A mix of physical and technical safeguards are used to protect against inappropriate access, loss or misuse or alteration of data under our and their control. Whilst no guarantee that loss, misuse or alteration of data will not occur, reasonable measures are used to prevent this.
The London Cantorial Singers will not disclose your personal data to any external party other than our verified service providers, to provide you with services, products, events or information and to maintain the safety and security of our performers and audiences.
Details of our concerts and events may appear on the websites and social media pages of other organisations that have agreed to promote our performances. We are not responsible for their handling of your personal data, so you should read their Privacy and Cookies policies that apply to you before using them.
CCTV Footage and Video Recordings
Venues at which we perform usually operate external and internal CCTV systems for the security and safety of everyone present. These systems will record your image during your visit. There will often be venue signage to inform you of this.
Members of the audience at our performances (including members of the Press and the Media) may take photos and make video recordings. The London Cantorial Singers and any of their Guest Performers may also arrange for a performance to be recorded for publicity and promotional purposes. Your image may therefore be recorded. This is published on our event promotion and advertising material and in our Eventbrite ticket booking facility.
How we communicate with you
We will contact you in accordance with the preferences you have indicated to us when you buy a concert or event ticket on our Eventbrite ticket booking facility, attend one of our events, donate, complete a Gift Aid form, buy our merchandise, or communicate with us.
Your data helps us:
- Give you relevant information
- Get in contact with you, should we require further information or if changes to your concert booking/merchandise purchase occur
- Keep your contact and information preferences up to date and enable us to abide by them
- Keep a record of your relationship with us
- Inform you of our future concerts, events, new recordings and headline choir news that we hope will be of interest to you
Donors and Patrons
We treat the personal data you supply us for you and your family confidential, though we do list the names of our Patrons on our choir website and include any biographical information that you supply or approve for that use. Our Musical Director is your main choir contact.
He will record the date and amount of any gift and its purpose and any associated Gift Aid form that has been completed. He will also personally deal with arrangements and keep personal and transactional data in connection with any Guest performer that you engage or facilitate to be engaged by The London Cantorial Singers to perform with us.
Child Guest Performers and Vulnerable Adults
The London Cantorial Singers does not promote or advertise its activity as suitable for children or vulnerable adults. The Musical director engages a “Young Soloist” Guest Performer who is typically under the age of 18 years, to rehearse and perform with the choir at some of its concerts and events. Choir members are independent adults and a few of the senior members may over time develop a medical condition or disability that could make them a vulnerable adult.
The London Cantorial Singers has a Safeguarding policy for such instances, a copy of which can be found on its website at http://tlcs.org.uk/newsite/about-us/
As part of this policy, we collect limited personal data relating to such performers and their responsible parent or guardian. Communication in such instances is through the parent or guardian of the child or vulnerable adult, explicit consents for this having first been obtained from the parent or guardian.
You have the right to ask us in writing for a copy of your personal data held about you (this is known as a “Subject Access Request”). A copy will be sent to you as soon as reasonably possible and within the 40 calendar days from us receiving all the information from you to enable us to fulfil your request. Please be aware that there are some exemptions.
Under the Data Protection Act, you have following rights:
- To require The London Cantorial Singers not to send you “marketing” communications
- To require that we cease processing your personal data if the processing is causing you damage or distress.
- To require us to correct the personal data we hold about you if it is inaccurate.
- To request we erase your personal data.
- To withdraw consent.
- To request that we restrict data processing activities relating to your personal information and the related services we provide to you.
- To receive from us the personal data we hold about you, which you have provided us.
- To object on the grounds relating to your situation, to any of our processing activities where you feel this has a disproportionate impact on your rights.
Please note that the above rights are not absolute, and we may be entitled to refuse requests where exceptions apply: e.g. if we can show our processing is legitimate for the operation of the Choir and our fulfilment of services to you or necessary for a lawful purpose set out in this Privacy Notice.
- For more information refer to the Information Commissioner’s Office website: www.ico.org.uk.
- You have the right to complain to the Information Commissioner’s Office who can be reached at:
0303 123 1113
By post – Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
If you wish to use any of these rights or withdraw your permission to us processing your personal information, please contact The London Cantorial Singers’ Data Controller at email@example.com in the first instance or contact the Chairman of the choir (36, Richfield Road, Bushey, Herts WD23 4RQ – email: firstname.lastname@example.org).
Updating & amending your personal information
The London Cantorial Singers will always try to keep your personal data as up-to-date as possible, but you should inform the Choir’s Administrator (also its Data Controller) of any changes in writing or by email as soon as possible.
Changes to this Privacy and Cookies Policy
This Privacy and Policy is dated 27 June 2019 and can be found in the choir website (www.tlcs.org.uk) in the About Us page. We often review our policies and procedures and as a result these may be amended from time to time without notice. We recommend that you check our policies periodically as changes may have been made in the intervening period.
If you want to discuss this or any matter relating to our policies or have a complaint, please contact the Leader and Chairman of the choir (36, Richfield Road, Bushey, Herts WD23 4RQ – email: email@example.com) or The London Cantorial Singers Data Controller at firstname.lastname@example.org.
Version – 4 27 June2019