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.
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.
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.
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.
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 email@example.com 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 firstname.lastname@example.org and we will respond to any reasonable requests within one month.
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.
If you have questions about our data retention practices, please contact our Data Protection Officer, Julian Martin using the email address email@example.com
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 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 firstname.lastname@example.org and we will respond to any reasonable requests within one month.