At the English Chamber Orchestra (ECO) we are committed to protecting and respecting your privacy.
This Policy sets out why we collect personal information about individuals and how we use that information. It explains the legal basis for this and the rights you have over the way your information is used.
This Policy covers The English Chamber Orchestra Limited (company number 04666609) in relation to the collection and use of the information you give us. We may change this Policy from time to time. If we make any significant changes we will advertise this on the website or contact you directly with the information. Please check this page occasionally to make sure you are happy with any changes.
If you have any questions about this Policy or concerning your personal information please email email@example.com with the subject heading “Privacy”, call 020 8840 6565 or write to us at Privacy Enquiries, English Chamber Orchestra, 2 Coningsby Road, London W5 4HR.
What type of personal information we collect
The type and amount of information we collect depends on why you are providing it.
The information we collect when you make an enquiry includes your name and contact details, which may include an email address, postal address and/or a phone number.
If you are volunteering for us or signing up for an event, in addition to asking for your name and contact details (your full address, email address and your phone number), we may also ask you for optional additional information such as your current interests and activities. We will also keep a copy of any paperwork you return to us to assist in our record-keeping. When you provide us with information in relation to an event you are attending with us, we may ask you for and record your requirements for access and dietary preferences.
If you are a job applicant the information you are asked to provide is as set out in the application and necessary for the purposes of our considering the application.
How we collect information
We may collect information from you whenever you contact us or have any involvement with us for example when you:
* enquire about our activities or our work
* sign up to receive news about our activities
* post content onto our social media sites
* attend our concerts or events
* volunteer for us
* attend a meeting with us and provide us with information
* contact us in any way including online, email, phone, SMS, social media or post
Where we collect information from
We collect information:
(1) From you when you give it to us directly: You may provide your details when you ask us for information, volunteer, attend our events or contact us for any other reason.
(3) When you have given other organisations permission to share it: Your information may be provided to us by other organisations if you have given them your permission. This might for
example be a charity working with us or might be when you buy a product or service from a third party organisation, such as purchasing concert tickets from a concert venue or online ticketing agent. The information we receive from other organisations depends on your settings or the option responses you have given them.
How we use your information
We will use your personal information in a number of ways which reflect the legal basis applying to processing of your data. These may include:
* providing you with the information or services you have asked for
* organising volunteering activity you have told us you want to be involved in
* sending you communications with your consent that may be of interest including marketing information about our services and activities and fundraising activities in support of the ECO
* when necessary for carrying out obligations under any contract between us
* seeking your views on the services or activities we carry on so that we can make improvements
* maintaining our organisational records and ensuring we know how you prefer to be contacted
* processing grant or job applications
Our legal basis for processing your information
The use of your information for the purposes set out above is lawful because one or more of the following applies:
* Where you have provided information to us for the purposes of requesting information or requesting that we carry out a service for you, we will proceed on the basis that you have given consent to us using the information for that purpose, based on the way that you provided the information to us. You may withdraw consent at any time by clicking the ‘unsubscribe’ link at the bottom of our emails or otherwise by emailing us at firstname.lastname@example.org with “Privacy” in the subject heading. This will not affect the lawfulness of processing of your information prior to your withdrawal of consent being received and actioned.
* It is necessary for us to hold and use your information so that we can carry out our obligations under a contract entered into with you or to take steps you ask us to prior to entering into a contract.
* It is necessary to comply with our legal obligations.
* Where the purpose of our processing is the provision of information or services to you, we may also rely on the fact that it is necessary for your legitimate interests that we provide the information or service requested, and given that you have made the request, would presume that there is no prejudice to you in our fulfilling your request.
If you want to contact us about your marketing preferences please email email@example.com with the subject heading “Privacy”, call 020 8840 6565 or write to us at Privacy Enquiries, English Chamber Orchestra, 2 Coningsby Road, London W5 4HR.
How we keep your information safe
We understand the importance of security of your personal information and take appropriate steps to safeguard it by ensuring there are appropriate technical controls in place to protect it.
We always ensure only authorised persons have access to your information, which means only our staff, volunteers and contractors, and that everyone who has access is appropriately trained to manage your information.
No data transmission over the internet can however be guaranteed to be 100% secure. So while we strive to safeguard your information, we cannot guarantee the security of any information you provide online and you do this at your own risk.
Who has access to your information?
* Third parties who provide services for us, for example processing donations and sending mailings on our behalf. We select our third party service providers with care. We provide these third parties with the information that is necessary to provide the service and we will have an agreement in place that requires them to operate with the same care over data protection as we do.
* Third parties if we run an event in conjunction with them. We will let you know how your data is used when you register for any event.
* Analytics and search engine providers that help us to improve our website and its use.
* Third parties in connection with any restructuring or reorganisation of our operations, for example if we merge with another organisation. In such event we will take steps to ensure your privacy rights will be protected by the third party.
Owing to matters such as financial or technical considerations the information you provide to us may be transferred to countries outside the European Economic Area (EEA), which are not subject to the same data protection regulations as apply in the UK. This is because some of our suppliers run their operations outside of the EEA and/or store data on servers outside the EEA. We meet our obligations under GDPR by ensuring that the information has equivalent protection as if it were being held within the EEA. We do this by ensuring that any third parties processing your data outside the EEA either benefits from an adequacy determination for GDPR purposes and/or, where appropriate, we have entered into a Data Processing Agreement which contains model EU clauses.
We may also disclose your personal information if we are required to do so under any legal obligation and may use external data for the purposes of fraud prevention and credit risk reduction, or where doing so would not infringe your rights, but is necessary and in the public interest.
Other than this, we will not share your information with other organisations without your consent.
Keeping your information up to date
We really appreciate it if you let us know if your contact details change. You can do so by contacting us at firstname.lastname@example.org with the subject heading “Mailing List Update”, calling 020 8840 6565 or writing to us at Mailing List Updates, English Chamber Orchestra, 2 Coningsby Road, London W5 4HR.
How long we keep your information for
We will hold your personal information for as long as it is necessary for the relevant activity.
Where we rely on your consent to contact you for direct marketing purposes, we will treat your consent as lasting only for as long as it is reasonable to do so. We may periodically ask you to renew your consent.
If you ask us to stop contacting you, we will keep a record of your contact details and limited information needed to ensure we comply with your request.
You have the right to request details of the processing activities that we carry out with your personal information through making a Subject Access Request. Such requests have to be made in writing, and are only subject to a charge in very limited circumstances which will be explained to you if relevant. To make a request contact us at email@example.com with the subject heading “Subject Access Request” or write to us at Subject Access Requests, English Chamber Orchestra, 2 Coningsby Road, London W5 4HR.
You also have the following rights:
* the right to request rectification of information that is inaccurate or out of date;
* the right to erasure of your information (known as the “right to be forgotten”);
* the right to restrict the way in which we are dealing with and using your information; and
* the right to request that your information be provided to you in a format that is secure and suitable for re-use (known as the “right to portability”);
* rights in relation to automated decision making and profiling including profiling for marketing purposes.
All of these rights are subject to certain safeguards and limits or exemptions. To exercise any of these rights, you should contact the Managing Director at the above address.
If you are not happy with the way in which we have processed or dealt with your information, you can complain to the Information Commissioner’s Office. Further details about how to complain can be found here.
This Policy may be changed from time to time. If we make any significant changes we will advertise this on our website or contact you directly with the information.
Do please check this Policy each time you consider giving your personal information to us.
If you have any questions about this Policy or concerning your personal information please email firstname.lastname@example.org with the subject heading “Privacy”, call 020 8840 6565 or write to us at Privacy Enquiries, English Chamber Orchestra, 2 Coningsby Road, London W5 4HR.
This Policy was last updated in May 2018.