Whenever we need to collect any of your data, we will let you at that point why we need to do so and what it will be used for, but this guide provides a useful overview of all of those situations and provides more detail on how we keep your data secure and up to date, how long we might hold it for, and what your rights are in relation to it.
Voices of Exmoor is committed to protecting your personal data and will use any personal or sensitive data we collect from you in line with the UK General Data Protection Regulations and Data Protection Act, 2018. (GDPR).
Who is responsible for data the group collects?
Voices of Exmoor is a Data Controller under the GDPR and the Data Protection Officer is Caroline Darley.
What data do we collect and what do we use it for?
Voices of Exmoor collects data from individuals to help us plan, organise and run the day-to-day operations of the group (e.g. co-ordinating rehearsals or collecting subscription payments) and to promote and market the group’s activities (e.g. photography/video capture).
Members: for administering membership
When you join Voices of Exmoor as a member, or during your membership with us, we may need to collect some of the following information on you:
|Name Email address Phone number Address|
This data will be used by the secretary, Caroline Darley, Jan Ross and Musical Director, Amanda Taylor, to manage your membership with Voices of Exmoor and to organise and run our activities.
Event attendees: for processing and managing tickets for events
Where our events are ticketed, we need to collect data on the person booking (name and email) in order to allow you access to the event and to send you a confirmation of your reservation/purchase. This data will only be used for administering your access to the event/s for which you have booked.
Employees and contractors: for administration and legal/regulatory purposes
We may need (for administration or for legal/regulatory reasons) to collect personal or sensitive data on employees or contractors of the group. Where this is the case, we will explain what this is for at the point of collection.
Mailing list subscribers: for marketing and promotion
We offer everybody the opportunity to sign up (consent) to receive marketing and promotional information on the group’s activities (e.g. emails about forthcoming events).
When you sign-up to our marketing mailing list we will ask for your [name, email and phone number, and will use this data to send you information about our events and activities (e.g. forthcoming performances, social events and fundraising events). We may also ask for your preferred communication methods.
We will only send you information that is related to the group (e.g. we will not use your data to send you marketing messages from 3rd parties).
Anything we send you will include a clear option to withdraw your consent (e.g. to ‘opt out’ of future emails) and you can also do so at any time by contacting the Data Protection Officer – Caroline Darley
Do we share your data with anyone else?
We will never pass your details on to third parties for marketing purposes.
What rights do you have?
Under the GDPR, you have the following rights over your data and its use:
- The right to be informed about what data we are collecting on you and how we will use it
- The right of access – you can ask to see the data we hold on you
- The right to rectification – you can ask that we update or correct your data
- The right to object – you can ask that we stop using your data for a particular purpose
- The right to erasure – you can ask us to delete the data we hold on you
- The right to restrict processing – you can ask that we temporarily stop using your data while the reason for its use or its accuracy are investigated
- Though unlikely to apply to the data we hold and process on you, you also have rights related to portability and automated decision making (including profiling).
All requests related to your rights should be made to the Data Protection Officer. We will respond within one month.
You can find out more about your rights on the Information Commission’s Office website
What will we do if anything changes?
If we make changes to our privacy statements or processes we will post the changes here. Where the changes are significant, we may also choose to email individuals affected with the new details. Where required by law, will we ask for your consent to continue processing your data after these changes are made.