Privacy Notice

Mount Kelly Choral Society (MKCS) – Privacy Notice

What information do we collect?

When you join MKCS as a member, or during your membership with us, we will need to collect some or all of the following information from you:

Name
Address
Gender and Voice
Email Address
Phone number
Gift Aid Declaration, if applicable

What do we use this information for?

This information will be used by committee members to manage your membership with MKCS and to organise and run our activities.

Firstly, MKCS collects information from our members to help us plan, organise and run the day-to-day operations of the Society (e.g. co-ordinating rehearsals or collecting subscription payments).

Secondly, it enables us to keep members informed of the Society’s activities.

Lastly, contact information may be used to inform members of choral and music related activities which may be of interest to them.

Do we share your information with anyone else?

We use Localgiving.com as a means of collecting membership fees, to whom you may be required to submit other personal information, such as Bank details, for which MKCS obviously cannot be held responsible.

We also use Mailchimp to securely send emails to our members. Currently they securely hold our members’ email addresses, names and voice details.

Are there special measures for children’s information?

We do not knowingly collect or store any personal data about children under the age of 13.

How can you update your information?

You should contact our Membership Secretary to update or correct the information we hold on you.

How are your membership details stored?

The membership form you complete is kept on file by the Membership Secretary for the duration of your membership. The contact details from your membership form are also transferred to a securely maintained electronic medium, such as a Microsoft Word or Excel document. This electronically stored information is destroyed when you leave the choir.

How long we will hold your information?

Both forms of information storage are used throughout the period of your membership. When you are no longer a choir member your original membership form will be kept in the membership form archive for contact purposes. All other records of your information are destroyed.

Where you have withdrawn your consent for us to use your information (see below) we may retain some of that information for up to two years in order to preserve a record of your consent having been withdrawn.

What rights do you have?

Under the GDPR, you have the following rights over your data and its use:

The right to be informed about what data we are collecting on you and how we will use it
The right of access - you can ask to see the data we hold on you
The right to rectification - you can ask that we update or correct your data
The right to object - you can ask that we stop using your data for a particular purpose
The right to erasure - you can ask us to delete the data we hold on you
The right to restrict processing - you can ask that we temporarily stop using your data while the reason for its use or its accuracy are investigated
Though unlikely to apply to the data we hold and process on you, you also have rights related to portability and automated decision making (including profiling)

All requests related to your rights should be made to the Data Protection Officer, who is also our Membership Secretary. We will respond within one month.

You can find out more about your rights on the Information Commission’s Office website.

What will we do if anything changes?

If we make changes to our privacy statements or processes, we will post the changes here. Where the changes are significant, we may also choose to email individuals affected with the new details. Where required by law, will we ask for your consent to continue processing your information after these changes are made.