Privacy Notice

This privacy notice sets out what personal data Sillars Orchestra collects and how it deals with such personal data. It also provides details 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.

Sillars Orchestra is a data controller in accordance with Data Protection Laws.

Sillars Orchestra is committed to protecting your personal data and will use any personal or sensitive data we collect from you in line with Data Protection Laws

For the purpose of this privacy notice “Data Protection Laws” means the UK General Data Protection (as defined in section 3(10) of the Data Protection Act 2018, supplemented by section 205(4)), the Data Protection Act 2018 and any other applicable laws relating to the use of personal data from time to time in the United Kingdom.

Who’s responsible for data the group collects? 

The committee of Sillars Orchestra is responsible for the data it collects.

To contact Sillars Orchestra in relation your personal data please contact The Chair by email at chair@sillarsorchestra.co.uk

What data do we collect and what do we use it for?

Sillars Orchestra 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. marketing mailing lists and photography/video capture).

Members: for administering membership

When you join Sillars Orchestra 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                       
• Emergency contact details 
• Medical information
• Age/gender
• Bank details 
• Photos/video footage

This data will be used by committee members to manage your membership with Sillars Orchestra and to organise and run our activities.

If you give us your consent to do so, we may also use your contact details to send you marketing/promotional communications from Sillars Orchestra

Any marketing/promotional communication we send you will include a clear option to withdraw your consent (e.g. to ‘opt out’ of future emails) and you can also withdraw consent at any point by contacting The Chair at chair@sillarsorchestra.co.uk

Guest players: for administering guest players

When you agree to join Sillars Orchestra as a guest player we may need to collect some of the following information on you:

• Name 
• Email address 
• Phone number 
• Address                       
• Emergency contact details 
• Medical information
• Age/gender
• Photos/video footage

This data will be used by committee members to manage your playing with the Sillars Orchestra and to organise and run our activities.

If you give us your consent to do so, we may also use your contact details to send you marketing/promotional communications from Sillars Orchestra

Any marketing/promotional communication we send you will include a clear option to withdraw your consent (e.g. to ‘opt out’ of future emails) and you can also withdraw consent at any point by contacting The Chair at chair@sillarsorchestra.co.uk.

Event attendees: for processing and managing tickets for events

Where our events are ticketed, we may 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 and will not be used to send you marketing/promotional messages from the group unless you have also provided your consent to receive these (see below).

Contractors and service providers: for fulfil of contracts and legal/regulatory purposes

In order to administer contracts services Sillars Orchestra will need to collect certain personal data on contractors and services providers to Sillars Orchestra. This may include name, address, email address, telephone number, medical information and bank account details. We may also need to retain certain information to comply with legal obligations. 

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 email only and will use this data to send you information about our events and activities (e.g. forthcoming performances and events).

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 3^rd 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 Chair at chair@sillarsorchestra.co.uk. 

Entrants to Competitions

From time to time Sillars Orchestra may run prize competitions including but not limited to composition competitions. We will use your personal data in order to administrator such competitions. 

Grounds for processing data:

Reasons for collecting data	Ground for processing under the UK GDPR
Membership Data	We have a contractual obligation.
Guest Player Data	We have a contractual obligation.
Contractors and service providers	We have a contractual obligation.We may also have a legal obligation to retain certain data.
Mailing List Subscribers	Your consent. You are able to remove your consent at any time.
Entrants to competitions	We have a contractual obligation.

Do we share your data with anyone else?

We will never pass your details on to third parties for marketing purposes. 

We sometimes use third party services to process your data (e.g. Google Drive). We will always make sure any third parties we use are reputable, secure, and process your data in accordance with your rights under Data Protection Laws. 

We use Mailerlite to promote our concerts and for our mailing list. Tickets are sold online using TicketSource.

Are there special measures for children’s data?

We do not knowingly collect or store any personal data about children under the age of 13.

How can you update your data?

You can contact us at any time at membership@sillarsorchestra.co.uk for members and guest players or chair@sillarsorchestra.co.uk for those on our mailing list to update or correct the data we hold on you. 

How long we will hold your data?

The Sillars Orchestra data retention policy is to review all data held on individuals at least every two years and remove data where we no longer have a legitimate reason to keep it.

Where you have withdrawn your consent for us to use your data for a particular purpose (e.g. unsubscribed from a mailing list) we may retain some of your data for up to two years in order to preserve a record of your consent having been withdrawn. 

What rights do you have?

Under Data Protection Laws, you have the following rights over your data and its use: 

• Your right of access – You have the right to ask us for copies of your personal information.
• Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
• Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
• Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.
• Your right to object to processing – You have the right to object to the processing of your personal information in certain circumstances.
• Although unlikely to apply to the data that we hold, your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

All requests related to your rights should be made to The Chair at chair@sillarsorchestra.co.uk

You can find out more about your rights on the Information Commission’s Office website

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at The Chair at chair@sillarsorchestra.co.uk

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Helpline number: 0303 123 1113 ICO website: https://www.ico.org.uk

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.