What is this Privacy Policy for?
Amersham A Cappella (‘AAC’, ‘group’, ‘our’, ‘us’, ‘we’) understands that your privacy is important to you and that you care about how your personal data is used. We respect and value the privacy of our members and everyone who visits this website, https://www.amershamacappella.com (‘our Site’) and shall only collect and use your personal data as described in this Privacy Policy. Any personal data we collect will only be used as permitted by law.
What Does This Policy Cover?
This Privacy Policy applies to your use of our Site and to our overall current policies and practices with regard to personal data (see below) collected by us from you either directly and/or through our Site.
Our Site may contain links to other websites. Please note that we have no control over how your data is collected, stored, or used by other websites and we advise you to check the privacy policies of any such websites before providing any data to them.
What Is Personal Data?
Personal data is currently defined by the Data Protection Act 2018 and the General Data Protection Regulations (EU) 2016/679 (collectively, “the Data Protection Legislation”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.
Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.
Who is responsible for the Personal Data we collect?
This website is owned by AAC, which is a charity registered in England under Charity Number 1152868 and is regulated by the Charity Commission. Further information about the Charity Commission can be found at: https://www.gov.uk/government/organisations/charity-commission.
We are a Data Controller under the Data Protection Legislation. Our Data Protection Manager is the Chair who can be contacted at chair@amershamacappella.com.
As a chorus, we are a member of the Ladies Association of British Barbershop Singers (‘LABBS’) – further information about LABBS can be found at: https://www.labbs.org.uk.
What Personal data do we collect and what do we use it for?
We collect Personal data from individuals to help us plan, organise and run the day-to-day operations of the group (e.g. co-ordinating rehearsals or collecting subscription payments) and to promote and market the group’s activities (e.g. marketing and photography/video capture).
MEMBERS: for administering membership (lawful basis: legitimate interest and the performance of or the anticipation of entering into a contract)
When you join AAC as a member or volunteer, or during your membership with us, we may need to collect some of the following information on you:
- Name )
- Email address ) so that we can contact you
- Phone number )
- Address )
- Emergency contact details - so we can contact a person trusted by you in the event of an emergency
- Date of birth - for safeguarding purposes
- Underlying health issues - to ensure your personal safety when you are with us
- Personal financial information - e.g for reduced subscription payments and/or access to the hardship fund
- Bank account details - refunds only
- Gift aid declarations - enables us and LABBS to claim Gift Aid
- Photos - for marketing and promoting the group activities and for archiving purposes
- Live streaming – for member catch-up, performance review, evaluation and rehearsal planning
- Height - for riser stack purposes
- Clothing and shoe sizes - for chorus attire
This data will be used by the Musical Director, Committee members or dedicated sub-committee groups to manage your membership with AAC and to organise and run our activities.
EVENT ATTENDEES: for processing and managing tickets for events (lawful basis: legitimate interest and the performance of or the anticipation of entering into a contract)
Where our events are ticketed, we need to collect data on the person booking (name and email) in order to allow you access to the event and to send you a confirmation of your reservation/purchase. This data will only be used for administering your access to the event/s for which you have booked and will not be used to send you marketing/promotional messages from AAC.
EMPLOYEES AND CONTRACTORS: for administration and legal/regulatory purposes (lawful basis: performance of a contract)
We may need (for administration or for legal/regulatory reasons) to collect personal or sensitive data on employees or contractors of the group. Where this is the case, we will explain what this is for at the point of collection.
WEBSITE VISITORS: to answer your enquiries or to facilitate member access (lawful basis: legitimate purpose and the performance of or the anticipation of entering into a contract)
When you visit our website, if you wish to contact us, you may give us your name, email address and telephone number (your ‘Contact Information’) under the ‘Contact’ and ‘Get in touch’ section of the website. If you do so, we will only keep this information for as long as is necessary to answer and/or deal with your request, after which we will delete your Contact Information.
We use cookies to allow members to log in and out in order to view our members-only section. See the section below on cookies.
Do you share my data with anyone else?
NON-MEMBERS
We will never pass your details on to third parties for marketing purposes.
We sometimes use third party services to process your data (e.g. Google Drive, Microsoft Office, PayPal) and to store your data on an email or web hosting server. We will always make sure any third parties we use are reputable, secure, and process your data in accordance with your rights under the Data Protection Legislation.
MEMBERS OF AAC
As a member of AAC – we will ask for your permission to add your contact details to our members database (which is only accessible by current members in the members-only section of our website) and to any relevant WhatsApp groups for the purposes of being kept up to date with chorus news and activities and to facilitate communication with other members to arrange lifts, extra rehearsals etc.
On becoming a member of AAC, we give your name, address, email address, telephone number and date of birth to LABBS to register you as a member of LABBS – this will entitle you to compete in LABBS or affiliate association competitions and to receive a log in and password for the members area of the LABBS website where you will be able to access polecats, world-class education, grants and awards, tickets for events and other benefits. Your membership of LABBS is also necessary for you to be covered by our indemnity insurance so that you can stand on our risers.
We sometimes take photographs at rehearsals or events for marketing, promotional and archiving purposes. If you do not wish to be included in these photographs, you can let us know and we will make our best efforts not to capture or retain any images of you.
We ‘live stream’ our rehearsals on our ‘closed’ Facebook page for the benefit of those members who cannot attend a rehearsal for whatever reason. These recordings are also used as a tool by the Musical Director and the Performance team to inform and plan future rehearsals and to identify improvement opportunities.
Are there special measures for children’s data?
We do not knowingly collect or store any personal data about children under the age of 13.
How can you update your data?
You can contact us at any time at chair@amershamacappella.com to update or correct the data we hold on you.
If you are a member, you can update the data we hold on you yourself, by logging in to the members-only section of the website and updating your personal information.
How long will you hold my data?
The AAC data retention policy is to review all data held on individuals at least every two years and to remove data where we no longer have a legitimate reason to keep it.
If you cease to be a member, we will only hold your personal information for as long as is necessary to meet any statutory or legal obligation – this is normally up to a maximum period of 6 years,..
If you have consented to us taking your photo for marketing and promotional purposes, we keep these photos for archiving purposes.
‘Live Stream’ recordings are kept for one month, save for those which incorporate coaching from external guest coaches ‘Guest Coaches’. Where ‘live stream’ recordings include coaching from Guest Coaches, the recordings are kept for a period of one year as a point of reference to assist with future rehearsal planning, education and continuous improvement.
What rights do you have?
Under the Data Protection Legislation, 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
- The right to withdraw consent when you have given specific consent for us to use your data eg. photographs, live stream. Although please note that in this situation, to the extent that your image has already been circulated publicly prior to you exercising your right, we will be unable to withdraw it from circulation. To the extent that it has not already been circulated publicly, we will arrange for your image to be pixilated so that you are no longer identifiable.
- 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 Manager chair@amershamacappella.com. We will respond within one month.
You can find out more about your rights from the Information Commissioner’s Office website at: https://ico.org.uk or from your local Citizen’s Advice Bureau.
If you have any cause for complaint about our use of your personal data, you have the right to log a complaint with the Information Commissioner’s Office. We would welcome the opportunity to resolve your concerns ourselves, however, so please contact the Chair using the following address: chair@amershamacappella.com.
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 data after these changes are made.
Use of Cookies
What are 'cookies'?
'Cookies' are small text files that are stored by the browser (for example, Chrome, Internet Explorer, etc.) on your computer or electronic device. They allow websites to 'remember' you for a period of time so that they can store things like user preferences and make the website quicker and easier for you to use.
Without cookies, some things on websites would not be able to work: for example, without cookies it might not be possible to know whether or not you are logged in on a website, which would prevent you from being able to see content restricted to logged-in members.
How does the Amersham A Cappella website use cookies?
We only use cookies to track whether you are signed in or not, and whether you wish to remain logged in when you return to this website in your next browser session.
Anonymous analytics cookies
Further, every time someone visits our website, software provided by Google Analytics generates an 'anonymous analytics cookie'. These cookies can tell us whether or not you have visited the site before and what pages you visit. Your browser will tell us if you have these cookies and, if you don't, we generate new ones. This allows us to track how many individual users we have, and how often they visit the site. We use them to gather statistics, for example, the number of visits to a page, to help us identify if visitors would benefit from more information on a particular area.
How do I turn cookies off?
It is usually possible to stop your browser accepting cookies, or to stop it accepting cookies from a particular website.
All modern browsers allow you to change your cookie settings. You can usually find these settings in the 'options' or 'preferences' menu of your browser. To understand these settings, the following links may be helpful, or you can use the 'Help' option in your browser for more details.
- Cookie settings in Internet Explorer
- Cookie settings in Firefox
- Cookie settings in Chrome
- Cookie settings in Safari
