Purpose of our Policy
At Orchestras for All (OFA) we take data protection very seriously and are committed to compliance with the requirements of the General Data Protection Regulation (GDPR). As such we are committed to protecting your personal information and being transparent about what information we hold about you.
All of your personal information (including paper-based or computer records) will be handled in accordance with GDPR and OFA has procedures and safeguards in place to ensure that it is secure. We will only keep information for as long as we need to for legal and legitimate business purposes, or for as long as you require our services.
What information do we collect?
Information you give us as a supporter
For example, when you sign up to our mailing list, sign up for tickets or make a donation, we’ll store personal information you give us such as your name, email address, postal address, telephone number and card details. We will also store a record of your donations.
We will only collect this information with your consent and will only hold your details for as long as necessary. If you unsubscribe from our mailing list at any point we will remove your details from our system.
Information you give us as a participant of our programmes
When you sign up to one of our programmes/nominate a young musician we may be required to collect the following information from you:
· Name, email, age, gender, address, phone number and address of you/participating young person
· Name, email, address, phone number of parent/guardian (if nominating a young person)
· Medical information, including dietary requirements, GP information
· Information about the young person’s school
· Additional support needs
· We may store information relating to your financial situation
· Statements of support from nominating adults and parents
Any statistical data that we use for fundraising or reporting purposes will be anonymised unless consent is given by the person concerned.
We conduct research as part of our programmes but will only collect this once you give us your consent to do so.
Information about your interactions with us
If you contact us to enquire about our work or to make a complaint we may hold the following information:
· Email Address
· Phone Number
· Nature of enquiry/complaint
· Information relevant to your enquiry / complaint
Why do we collect your personal data?
We collect data for a variety of different reasons:
When you make a donation to us or sign up to a ticket for one of our events, you are entering into a contract with us. In order to perform this contract, we need to process and store your data. For example, we may need to contact you by email or telephone in the case of cancellation of a performance, or in the case of problems with your payment.
When signing up to one of our programmes it is necessary to collect information in order to:
· To ensure that we provide adequate support to participants whilst in our care
· To enable us to contact relevant parties about events
· To ensure that we understand whether you/relevant young person is eligible to participate
We collect email addresses and names so that we can send you quarterly newsletters as well as updates and marketing throughout the year about our work with dedicated young musicians. We will only do this with your consent. We collect your name in order to personalise any emails that we send you. You can change your mind at any time by clicking the unsubscribe link in the footer of any email you receive from us, or by contacting us at firstname.lastname@example.org or on 0207 267 4141.
Enquiries or complaints
We store information relating to enquiries and complaints in order to respond effectively and appropriately. We will only hold this information for as long as necessary to deal with your enquiry or complaint and will only contact you with information relevant to you. We will not send you marketing without your consent.
Who has access to this information?
Your personal data will only be shared with staff members and trusted volunteers who have a legitimate reason for access. We will follow procedures to ensure that all staff members and trusted volunteers who have access to any personal data (including paper-based and computer records) held by or on behalf of OFA are fully aware of and abide by their duties and responsibilities under GDPR.
There are certain circumstances under which we may disclose your personal information to third parties:
· To our own service providers who process data on our behalf and on our instructions. In these cases, we require that these third parties comply strictly with our instructions and with data protection laws, for example around security of personal data.
· Where we are under a duty to disclose your personal information in order to comply with any legal obligation (for example to government bodies and law enforcement agencies).
· For a medical emergency (for example for a young person in our care on a residential programme).
· A list of our third-party data processers is available on request.
Security of your personal information
We put in place appropriate safeguards (both in terms of our procedures and the technology we use) to keep your personal information as secure as possible. A full outline of how we keep your personal data secure can be found in our Data Protection Policy.
We ensure that any third parties we use for processing your personal information keep your data secure. We only transfer, process or store your data outside of the European Economic Area with third party data processors who are covered by the Privacy Shield and who abide by relevant GDPR obligations.
Changes and access to your details
If you believe that any information that is held by Orchestras for All on you is incorrect or incomplete, please contact the organisation at email@example.com. Orchestras for All will promptly correct any information found to be incorrect.
You have the right to ask us at any time or a copy of the information we hold about you. Please contact us on firstname.lastname@example.org or on 0207 267 4141
How to make a complaint
If you are unhappy with the way that we manage your personal data, you have the right to complain to the Information Commission. The Information Commissioner can be contacted via:
· their website: https://ico.org.uk/concerns/
· or by telephone: 0303 123 1113