Registered Charity No: 1116343
40 Howards Lane
Phone: 01744 600630
The St Helens Sinfonietta May 2018
Adopted at the committee meeting, 31st May 2018
Forward. Although the regulations are complicated, the data requirements of The St Helens
Sinfonietta (SHS) are quite simple. We collect names and contact details, and details of payments made to us or by us and use these to support the purchase of services, the running of events, the administration of our ticket sales and of the various groups that we operate: Mailing, Donors and Patrons, and The Friends and 100 Club memberships. We send out marketing information to those who have opted-
It is important that people who give SHS their information have a clear understanding about the data we will record and what we will do with it. SHS must have a clear mandate to hold this data by, for example, a data-
The Policy in detail.
1) Data collected. For the people we deal with (called data-
a) Personal: We collect, as appropriate, names and contact details including, where provided to us, postal addresses, phone numbers and email addresses.
b) Financial: We keep information about fees paid or received, donations (including Patronage donations), Gift-
2) Data security.
a) Form of records. We will keep securely the original paper-
b) Who keeps it. Data will be kept and used by the officers, committee and other people connected with SHS who perform administrative tasks for it.
c) Where kept. Where the data is electronic this will be kept on password protected computers at the homes of the people described above; a copy may held ‘in the cloud’ and password protected on an external server (for example: Microsoft’s OneDrive, Dropbox or similar). We believe that these servers, which may lie outside the EU and the UK, by complying with EU-
3) What we do with the data (Data processing).
a) Administration: We use it to administer our players’ event bookings, for buying services or providing services to others, for audience ticket accounts and for our Donors, Patrons, Friends, Mailing-
b) Marketing: We send out marketing information to those who have opted to receive it. This comprises details about our forthcoming events: concerts and recitals and fund-
c) Electronic Communications: We will use the ‘hidden recipient’ (Bcc) option to ensure privacy of addresses.
d) Destruction of redundant data. When data is no longer needed to fulfil the purposes for which it was collected it will be removed from all storage devices involved.
4) Consent and Accuracy.
a) ‘Legitimate Interest’: In some instances, permission to collect and use the data in the ways described above is covered by our legitimate interests. It is obviously necessary for SHS to administer its players’ event bookings, contracts for buying services or providing services to others, ticket orders and gift-
b) Consent. Specific consent is required where we send out marketing information to named contacts or by electronic means. This is achieved by use of a Mailing List to which datasubjects need to sign up. There will be a separate opt-
d) Accuracy: We will periodically check the accuracy of subjects’ data and consents. The frequency of checking will depend primarily on the uses to which the data is put; for membership of the mailing list and other groups, this will be between one and three years. For other contacts, this will be on an ad-
5) Data Subjects’ Rights:
a) To have a copy of information held. At any time, a data subject may request a copy of the information we hold on them. The address to use for this request will be displayed on the communications we send them.
b) To correct inaccurate information.
c) To ‘be forgotten’. They may request the removal of their details from our databases; we may not always be able to comply fully with this – for example, where donations have been gift-
d) To opt-