Forward. Although the regulations are complicated, the data requirements of The St Helens Sinfonietta (SHS) are quite simple. It is, however, important that you understand the data we will record and what we will do with it. In some instances, you will need to give specific permission for us to hold or process your data (for example, we will not be able to send you marketing information about future events without your express permission). You may withdraw this permission at any time subject to any legal restrictions as noted below in 7(c).
1) Who are we?
St Helens Sinfonietta runs live musical events for our audiences. It is a registered charity (No. 1116343) and an unincorporated organisation. It is run by an unpaid committee of trustees and other volunteers. We may engage separate organisations to provide some of elements of our services.
2) Why we collect and process your data.
We need to engage and pay performers, hire venues, market and sell tickets, and provide people to staff events. We collect personal data and process it only to the extent required to provide these services.
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, process ticket orders and sales, and record gift-aid-declared donations. Specific consent is not required for this.
b) Consent. Specific consent is required where we send out marketing information to named contacts, particularly by electronic means (emails). This is achieved by use of a Mailing List which you may sign-up for and is also integral to membership of our Friends & Patrons group. There will be a separate opt-in (tick box) for electronic marketing. Where data is provided orally (including by telephone) we will ask you if you wish to receive electronic marketing from us and keep a record of that consent.
a) Information about events that you have booked.
b) Contact information where you have provided it.
i) This may include name, address, telephone numbers, email address, banking details where you have agreed to provide these for the payment of fees, and disability requirements. The information collected may depend on the type of contact or any choices you make.
c) Information about donations made or fees paid for membership of the Friends & Patrons.
d) Information about other organisations, their contact persons, and about any payments made by us or fees received from them (for example: when a venue has been hired, or when SHS has been engaged by another party to provide a concert).
e) Gift-Aid declarations and details of donations made under them. This information will be kept securely for as long as we are legally required to do so. You may withdraw this declaration at any time, but we will still have to keep the original form as per the previous sentence.
a) For the efficient administration of our ticket sales and running of events.
c) If your membership fees or donations have been gift-aided, we will keep your gift-aid donations records for as long as we are legally required to do so (currently 7 years).
8) 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 subject to the duration limits above.
9) Your Rights: To enact any of your rights please contact the person named in our literature and on our website.
a) You may request a copy of the information we hold about you.
b) You have the right to request that inaccurate information be corrected.
c) You may request the removal of your details from our database (may be subject to the retention periods listed above).
d) You may object to the processing of your data by us.
We will not pass any of your information to any persons or organisations other than as described above, except where they have a legal right to it.
Gift Aided donations are an example where we are required to provide your information to HMRC