Grayshott Concerts Data Protection policy

Return to previous page

Overview

Key details

  • Policy prepared by: Andy Crocker, Managing Director Grayshott Concerts
  • Policy approved at the Trustees on 10th July 2018
  • Next review date 31st July 2019

Introduction

In order to operate successfully Grayshott Concerts needs to gather, store and use certain forms of information about individuals.

These can include members, employees, contractors, suppliers, volunteers, audiences and potential audiences, business contacts and other people the group has a relationship with or regularly needs to contact.

This policy explains how this data should be collected, stored and used in order to meet Grayshott Concerts data protection standards and comply with the General Data Protection Regulations (GDPR).

Why is this policy important ?

This policy ensures that Grayshott Concerts

  • Protects the rights of our members, volunteers and supporters
  • Complies with data protection law and follows good practice
  • Protect the group from the risks of a data breach.

Roles and Responsibilities

Who and what does this policy apply to ?

This policy applies to all those handling data on behalf of Grayshott Concerts e.g.:

  • Committee members
  • Employees and volunteers
  • Members
  • Contractors/3rd party suppliers

It applies to all data that Grayshott Concerts holds relating to individuals, including:

  • Names
  • Email addresses
  • Postal addresses
  • Phone numbers
  • Any other personal information held (e.g. financial)

Roles and responsibilities

Andy Crocker is the Data Controller and will determine what data is collected and how it is used.

Grayshott Concerts, after due consideration, has not appointed a Data Protection Officer.

Grayshott Concerts has the following Data Processors:

  • Andy Crocker – all aspects
  • Andrew Figiel (Escape Solutions) – website
  • Liz Cross – bookings and seat allocation
  • Ruth Hartley – Membership and other contacts
  • Vivien Harrison – Accounts / Financial
  • Anna Figiel – Accounts / Financial

The Data Controller is responsible for ensuring that the Data Processors perform their duties in line with the defined Data Protection policy.

All of the above, together with the Board of Trustees, are responsible for the secure, fair and transparent collection and use of data by Grayshott Concerts. Any questions relating to the collection or use of data should be directed to the Data Controller.

Everyone who has access to data as part of Grayshott Concerts has a responsibility to ensure that they adhere to this policy.

Grayshott Concerts uses third party Data Processors (AXLR8 Ltd and Escape Solutions) to process data on its behalf. Grayshott Concerts will ensure all Data Processors are compliant with GDPR.

 Data Protection Principles

a) We fairly and lawfully process personal data in a transparent way

Grayshott Concerts will only collect data where lawful and where it is necessary for the legitimate purposes of the organisation.

A member's name and contact details will be collected when they first join the group, and will be used to contact the member regarding group membership administration and activities. The same data will also be collected for ticket buyers who are not members. Other data may also subsequently be collected in relation to their membership, including their payment history for membership fees and concert tickets. Where possible Grayshott Concerts will anonymise this data.

Lawful basis for processing this data: Contract (the collection and use of data is fair and reasonable in relation to Grayshott Concerts completing tasks expected as part of the individual's membership).

The name and contact details of volunteers, employees and contractors will be collected when they take up a position, and will be used to contact them regarding group administration related to their role.

Further information, including personal financial information and criminal records information may also be collected in specific circumstances where lawful and necessary (in order to process payment to the person or in order to carry out a DBS check).
Lawful basis for processing this data: Contract (the collection and use of data is fair and reasonable in relation to Grayshott Concerts completing tasks expected as part of working with the individuals),

For ticket buyers who are not members, an individual's name and contact details will be collected when they make a booking for an event. This will be used to contact them about their booking and to allow them entry to the event.
Lawful basis for processing this data: Contract (the collection and use of data is fair and reasonable in relation to Grayshott Concerts completing tasks expected as part of the booking),

An individual's name, contact details and other details may be collected at any time (including when booking tickets or at an event), with their consent, in order for Grayshott Concerts to communicate with them about and promote group activities. See 'How we get consent' below.
Lawful basis for processing this data: Consent (see 'How we get consent').

b) We only collect and use personal data for specific, explicit and legitimate purposes and will only use the data for those specified purposes.

When collecting data, Grayshott Concerts will always provide a clear and specific privacy statement explaining to the subject why the data is required and what it will be used for.

c) We ensure any data collected is relevant and not excessive

Grayshott Concerts will not collect or store more data than the minimum information required for its intended purpose.

E.g. we need to collect telephone numbers from members in order to be able to contact them about group administration, but data on their marital status or sexuality will not be collected, since it is unnecessary and excessive for the purposes of group administration.

d) We ensure data is accurate and up-to-date

Grayshott Concerts will ask members, ticket purchasers, volunteers and staff to check and update their data on an annual basis. Any individual will be able to update their data at any point by contacting the Controller.

e) We ensure data is not kept longer than necessary

Grayshott Concerts will keep records for no longer than is necessary in order to meet the intended use for which it was gathered (unless there is a legal requirement to keep records).

The storage and intended use of data will be reviewed in line with Grayshott Concerts data retention policy. When the intended use is no longer applicable (e.g. contact details for a member who has left the group), the data will be deleted within a reasonable period..

f) We keep personal data secure

Grayshott Concerts will ensure that data held by us is kept secure.

  • Electronically-held data will be held within a password-protected and secure environment
  • Passwords for electronic data files will be re-set each time an individual with data access leaves their role/position
  • Physically-held data (e.g. membership forms or email sign-up sheets) will be stored in a locked cupboard
  • Keys for locks securing physical data files should be collected by the Data Protection Officer from any individual with access if they leave their role/position. The codes on combination locks should be changed each time an individual with data access leaves their role/position
  • Access to data will only be given to relevant trustees/committee members/contractors where it is clearly necessary for the running of the group. The Data Controller will decide in what situations this is applicable and will keep a master list of who has access to data.

Individual Rights

When Grayshott Concerts collects, holds and uses an individual's personal data that individual has the following the rights over that data. Grayshott Concerts will ensure its data processes comply with those rights and will make all reasonable efforts to fulfil requests from an individual in relation to those rights.

Individual's rights

  • Right to be informed: whenever Grayshott Concerts collects data it will provide a clear and specific privacy statement explaining why it is being collected and how it will be used.
  • Right of access: individuals can request to see the data Grayshott Concerts holds on them and confirmation of how it is being used. Requests should be made in writing to the Data Controller and will be complied with free of charge and within one month.
  • Right to rectification: individuals can request that their data be updated where it is inaccurate or incomplete. Grayshott Concerts will request that members, staff and contractors check and update their data on an annual basis. Any requests for data to be updated will be processed within one month.
  • Right to object: individuals can object to their data being used for a particular purpose. Grayshott Concerts will always provide a way for an individual to withdraw consent in all marketing communications. Where we receive a request to stop using data we will comply unless we have a lawful reason to use the data for legitimate interests or contractual obligation.
  • Right to erasure: individuals can request for all data held on them to be deleted. Grayshott Concerts data retention policy will ensure data is not held for longer than is reasonably necessary in relation to the purpose it was originally collected. If a request for deletion is made we will comply with the request unless:
    There is a lawful reason to keep and use the data for legitimate interests or contractual obligation.
    There is a legal requirement to keep the data. Though unlikely to apply to the data processed by Grayshott Concerts we will also ensure that rights related to portability and automated decision making (including profiling) are complied with where appropriate.
  • Right to restrict processing: individuals can request that their personal data be 'restricted' – that is, retained and stored but not processed further (e.g. if they have contested the accuracy of any of their data, Grayshott Concerts will restrict the data while it is verified).

Though unlikely to apply to the data processed by Grayshott Concerts, we will also ensure that rights related to portability and automated decision making (including profiling) are complied with where appropriate.

Member-to-Member Contact

We only share members' data with other members with the subject's prior consent.

As a membership organisation Grayshott Concerts encourages communication between members.

To facilitate this:

  • Members can request the personal contact data of other members in writing via the Data Controller or Membership Secretary. These details will be given, as long as they are for the purposes of contacting the subject and the subject has consented to their data being shared with other members in this way.

How we get Consent

Grayshott Concerts will regularly collect data from consenting supporters for marketing purposes. This includes contacting them to promote performances, updating them about group news, fundraising and other group activities.

Any time data is collected for this purpose, we will provide:

  • A method for users to show their positive and active consent to receive these communications (e.g. a 'tick box')
  • A clear and specific explanation of what the data will be used for (e.g. 'Tick this box if you would Grayshott Concerts to send you email updates with details about our forthcoming events, fundraising activities and opportunities to get involved”).

Data collected will only ever be used in the way described and consented to (e.g. we will not use email data in order to market 3rd-party products unless this has been explicitly consented to).

Every marketing communication will contain a method through which a recipient can withdraw their consent (e.g. an 'unsubscribe' link in an email). Opt-out requests such as this will be processed within 14 days.

Data retention policy

Overview

Introduction

This policy sets out how Grayshott Concerts will approach data retention and establishes processes to ensure we do not hold data for longer than is necessary.

It forms part of Grayshott Concerts Data Protection Policy.

Roles and responsibilities

Andy Crocker is the Data Controller and will determine what data is collected, retained and how it is used. He, together with the Board of Trustees, is responsible for the secure and fair retention and use of data by Grayshott Concerts. Any questions relating to data retention or use of data should be directed to the Data Controller.

Regular Data Review


A regular review of all data will take place to establish if Grayshott Concerts still has good reason to keep and use the data held at the time of the review.

As a general rule a data review will be held every 2 years and no more than 27 calendar months after the last review. The first review will take place/took place by 30th June 2018.

Data to be reviewed

  • Grayshott Concerts stores data on digital documents (e.g. spreadsheets) stored on personal devices held by trustees and the management team.
  • Data stored on third party online services (AXLR8 Ltd and Escape Solutions)
  • Physical data stored at the homes of trustees and members of the management team.


Who the review will be conducted by

The review will be conducted by the Data Controller with other committee members to be decided on at the time of the review.

How data will be deleted

  • Physical data will be destroyed safely and securely, including shredding.
  • All reasonable and practical efforts will be made to remove data stored digitally.
    • Priority will be given to any instances where data is stored in active lists (e.g. where it could be used) and to sensitive data.
    • Where deleting the data would mean deleting other data that we have a valid lawful reason to keep (e.g. on old emails) then the data may be retained safely and securely but not used.

Criteria

The following criteria will be used to make a decision about what data to keep and what to delete.

Question
Action
 
Yes
No

Is the data stored securely?

No action necessary Update storage protocol in line with Data Protection policy

Does the original reason for having the data still apply?

Continue to use Delete or remove data

Is the data being used for its original intention?

Continue to use Either delete/remove or record lawful basis for use and get consent if necessary
Is there a statutory requirement to keep the data? Keep the data at least until the statutory minimum no longer applies Delete or remove the data unless we have reason to keep the data under other criteria.
Is the data accurate? Continue to use Ask the subject to confirm/update details
Where appropriate do we have consent to use the data. This consent could be implied by previous use and engagement by the individual Continue to use Get consent
Can the data be anonymised Keep the data at least until the statutory minimum no longer applies Continue to use

 

Statutory Requirements

Date stored by Grayshott Concerts may be retained based in statutory requirements for storing data other than data protection regulations. This might include but is not limited to:

  • Gift Aid declarations records
  • Details of payments made and received (e.g. in bank statements and accounting records)
  • Trustee meeting minutes
  • Contracts and agreements with suppliers/customers
  • Insurance details
  • Tax and employment records

Other Data Retention Procedures

Member data

  • When a member leaves Grayshott Concerts and all administrative tasks relating to their membership have been completed any potentially sensitive data held on them will be deleted
  • Unless consent has been given data will be removed from all email mailing lists
  • All other data will be stored safely and securely and reviewed as part of the next two year review.

Mailing list data

  • If an individual opts out of a mailing list their data will be removed as soon as is practically possible.
  • All other data will be stored safely and securely and reviewed as part of the next two year review.

Volunteer and freelancer data

  • When a volunteer or freelancer stops working with Grayshott Concerts and all administrative tasks relating to their work have been completed any potentially sensitive data held on them will be deleted
  • Unless consent has been given data will be removed from all email mailing lists
  • All other data will be stored safely and securely and reviewed as part of the next two year review.

Other data

  • All other data will be included in a regular two year review.

 If you have any questions about our Privacy Policy please contact us at - This email address is being protected from spambots. You need JavaScript enabled to view it.

Return to previous page

 

Return to previous page

 

View our Privacy Policy