This privacy policy is written for adults. If you are a young person and would like to read a less “technical” version of the same information you can find it here. Please do not share your personal details with us until you are happy that you have understood a version of our privacy policy.

Farnborough Symphony Orchestra Privacy Policy

Effective: November 3rd 2020

The Farnborough Symphony Orchestra (FSO) is a charitable organization (unincorporated association) whose mission is to advance the aesthetic education of the public by the study and practice of orchestral music and the public performance of such music. In the pursuit of our mission we interact with members, supporters, volunteers and other organizations. This interaction requires the storing and processing of personal data.

This Privacy Policy describes how we collect and process your Personal Data.

In order to comply with the requirements of the European General Data Protection Regulation (GDPR), this Privacy Policy outlines the legal basis on which we process your Personal Data and provides other information required by the GDPR.

Information about your Personal Data

Personal Data is information that can be used to identify you, directly or indirectly, alone or together with other information. This includes things such as your full name, email address, phone number, and home address.

FSO collects, uses, and processes Personal Data, as outlined in this Privacy Policy, to fulfil its core function and to provide services to our members and friends, as further described in this Privacy Policy.

How We Collect and Use Personal Data

We collect your Personal Data in a number of ways, including:

• When you accept an offer to join as a member of the orchestra;
• When you become a Patron or Friend of the orchestra;
• When you act as a deputy for an orchestral player;
• When you contract with the orchestra to provide services;
• When you sign up to receive promotional materials;
• When you participate in special activities, offers, or programs;
• When you engage with our online communities or advertising;
• When you enter a competition run by the orchestra;
• When you connect with us through social media.
• We use your Personal Data to communicate with you on various issues including concert and rehearsal details, orchestra operational matters, information on upcoming concerts or other events, and contract requirements.

We use your Personal Data to communicate with you on various issues including concert and rehearsal details, orchestra operational matters, information on upcoming concerts or other events, and contract requirements.

How We Disclose Personal Data

We will disclose players’ Personal Data to the committee and leaders of sections as required for the operation of the orchestra. Personal Data of Patrons, Friends and others will be disclosed to the committee as necessary to inform them of orchestra events and support opportunities.

Sharing Data with Third Parties

FSO makes use of a small number of 3rd party companies.

• MailChimp is a third-party company, which we use to store and administer our mailing lists.
• WeGotTickets is a third-party company, which we use to administer our online ticketing.
• Microsoft provides the FSO I.T. systems for email and data storage.
• FSO Productions Ltd. is a company that exists to produce concerts for the FSO and in order to function, it may be necessary for the FSO to share personal data with FSO Productions Ltd.

All these companies have privacy policies which are compliant with GDPR.

Transfers of Your Personal Data to Other Countries

The Personal Data FSO processes, will be held on I.T. systems which store data in the European Union and in the United States. By submitting your Personal Data, you agree to the transfer, storage, and/or processing of your Personal Data in the United States. All storage in the United States is secure and adheres to GDPR.

Legal Basis for Processing

This section addresses the legal basis for processing your data.

For the purposes of applicable data protection laws, FSO is the controller of the Personal Data you provide to us (“Data Controller”). As a Data Controller, we process the Personal Data we maintain about you in accordance with this Privacy Policy. If you have any questions or concerns regarding the processing of your Personal Data, or if you have questions regarding this Privacy Policy, please contact our Data Protection Officer, Julian Martin, at data_controller@farnboroughsymphony.org.uk. We will respond to any reasonable requests within one month.

Consent as a Basis for Processing

In some cases, we will ask for your consent to process your Personal Data. You may indicate your consent in a number of ways, including, as permitted by law, ticking a box (or equivalent action) to indicate your consent when providing us with your Personal Data in a form.

Withdrawing Consent

You may at any time withdraw your consent with future effect and without affecting the lawfulness of processing of your Personal Data based on the consent you provided before you withdrew it. To do so, please contact our Data Protection Officer, Julian Martin, at data_controller@farnboroughsymphony.org.uk and we will respond to any reasonable requests within one month.

Legitimate Interests as a Basis for Processing

For members of the orchestra, soloists, conductors and deputies, we hold and process your data based on the Legitimate Interests criteria. We use Personal Data to communicate with FSO members and associates (i.e. paid extra players, soloists, conductors, volunteers and suppliers) about orchestra activities e.g. arranging rehearsals and concerts, sharing music. Since the FSO is a membership organisation which exists to enable its members to meet and perform music together, a ‘relevant and appropriate relationship’ exists between the FSO and its members and associates.

What if I want to check what information you hold on me?

Under the current law you have certain rights (for example the right to withdraw your consent so that we don’t keep your information any more, or to ask what information we have about you – all the rights are listed on the Information Commissioner’s Office website). Our Data Protection Officer, Julian Martin, can be contacted at data_controller@farnboroughsymphony.org.uk and we will respond to any reasonable requests within one month.

Data Retention

We will retain the details of members for as long as you retain your membership. On leaving FSO you will be given the opportunity to allow FSO to continue holding your data for use in the future otherwise it will be removed within 12 months.

We will retain the details of Friends and Patrons for as long as you continue to support the FSO in this capacity. On ceasing to be a Friend or Patron of the FSO you will be given the opportunity to allow FSO to continue holding your data for use in the future otherwise it will be removed within 12 months.

Where we no longer need to process your Personal Data for the purposes set out in this Privacy Policy, we will delete your Personal Data from our systems. Where permissible, we will also delete your Personal Data upon your request. To make a deletion request please contact our Data Protection Officer, Julian Martin using the email address data_controller@farnboroughsymphony.org.uk

If you have questions about our data retention practices, please contact our Data Protection Officer, Julian Martin using the email address data_controller@farnboroughsymphony.org.uk

Security: How do I know you will keep my details safe and use them responsibly?

Both FSO and third parties we use adhere to current European Data Protection laws. We use MailChimp because it helps us store your personal details securely and makes it easy for you to unsubscribe to e-mails. We will only use your details to contact you about the FSO. We will never contact you about anything unrelated to our activities, nor pass your details on to other third parties.

We implement appropriate technical and organizational safeguards to protect against unauthorized or unlawful processing of Personal Data and against accidental or unlawful destruction, loss, alteration, unauthorized disclosure of, or access to Personal Data. Please be advised, however, that we cannot fully eliminate security risks associated with the storage and transmission of Personal Data.

Children and Young People

We collect Personal Data from children aged 13 or over where necessary (for example, when a child or young person wishes to join the orchestra, participate in a competition, or otherwise support the orchestra or subscribe to our mailing list). The bases for the FSO collecting and processing data on children aged 13 and over are the same as those outlined above and children have the same rights as adults over their personal data. In order to help children give their informed consent to the FSO’s collecting and processing their data we have a simpler version of our Privacy Policy available here.

We do not knowingly collect Personal Data from children under 13. If you become aware that a child under the age of 13 has provided us with Personal Data, please contact us as outlined below. If we become aware that a child under 13 has provided us with Personal Data, we will take steps to remove the data.

How to Contact Us

If you have any questions, comments, or concerns about how we handle your Personal Data, then you may contact our Data Protection Officer, Julian Martin, at data_controller@farnboroughsymphony.org.uk and we will respond to any reasonable requests within one month.