Legal Information

Privacy Policy

1 Privacy notice for members, subscribers and supporters

Introduction
Huddersfield Choral Society (HCS) is committed to protecting personal privacy and security. This privacy information explains how and why we use personal data so that those whose information we process know what we do and how and why we do it, and are able to control personal information.

We comply with data protection legislation and we do not sell personal data.

About us
Personal information (which identifies you, or can be seen to relate to you personally) will be collected and used by the Huddersfield Choral Society (Registered Charity no. 1100851 & Company no. 04925029).

What information we collect
Information which you provide:
We collect personal information which you provide to us. This includes information you give when joining or registering, placing an order or communicating with us. This information could include:

personal details (name, date of birth, email, address, telephone etc.) when you join as a Subscriber, Member, Partner, Sponsor, Patron or Friend.
financial information (payment information such as credit/debit card or direct debit details, and whether donations are gift-aided).
details of your interests and preferences (such as concerts or recordings you enjoy).

If you purchase membership as a gift for someone, join as a family your relationship to that person will be recorded.

Information created by your involvement with HCS:
Your activities and involvement with us will result in personal data being created. This could include details of how you supported us by volunteering or being involved with our activities.

If you decide to donate to us, then we will keep records of when and how much you gave, and any particular cause to which you gave or supported.

Information we generate:
We conduct research and analysis on the information we hold, which can in turn generate personal data. For example, by analysing your interests and involvement with HCS, we may be able to build a profile which helps us decide which of our events or concerts are likely to interest you.

Information from third parties:
We sometimes receive personal data about individuals from third parties. For example, if we are partnering with another organisation (e.g. you provide your information to another organisation with which we are collaborating with on a project).

We may collect information from social media where you have given us permission to do so, or if you post on one of our social media pages.

Occasionally, we may collect information about certain supporters (e.g. particularly well known or influential people) from public sources. This could include public databases (such as Companies House), news or other media. We do not do this to everyone, and it is the exception not the rule.

Sensitive personal data:
We do not routinely collect or store sensitive personal data (such as information relating to health, beliefs or political affiliation). This may be held in some circumstances, for example if an accident or incident occurs at one of our events or to one of our staff (including volunteers) then we will keep a record of this, which could include information about the injury caused.

Volunteers:
If you are a volunteer (whether for specifically HCS, or if you are helping us for other reasons – for example you work for another organisation which is running an event with us) then we may collect extra information about you (e.g. references, criminal records checks, details of emergency contacts, medical conditions etc.). This information will be retained for legal reasons, to protect us (including in the event of an insurance or legal claim) and for safeguarding purposes, and for ensuring that we can meet our legal and other obligations to you and others.

How we use information
We only use your personal data with your consent, or where it is necessary in order to:

enter into, or perform, a contract with you;
for our own (or a third party’s) legitimate interests, provided your rights don’t override the these.
comply with a legal duty;
protect your vital interests (i.e. matters of life and death only).

Marketing:
We use personal data to communicate with people, to promote HCS and to help with fundraising. This includes keeping you up to date with our news, updates, campaigns and fundraising information.

We will ask our supporters to “opt-in” for all marketing communications. These include information about concerts, recordings and events; volunteering opportunities; and fundraising. This means you’ll have the choice as to whether you want to receive these messages. You can decide not to receive communications or change how we contact you at any time. If you wish to do so please contact us at: info@huddersfieldchoral.com or use the “unsubscribe” link in our emails.

Administration:
We use personal data for administrative purposes. These includes:

receiving donations (e.g. direct debits or gift-aid instructions);
maintaining databases of our Subscribers, Members, Patrons, Partners, Sponsors and Friends;
performing our obligations under membership contracts;
fulfilling orders for goods or services (whether placed online, over the phone or in person);
helping us respect your choices and preferences (e.g. if you ask not to receive marketing material, we’ll keep a record of this).

Internal research and analysis:
We carry out research and analysis on our Subscribers, Members, Patrons, Partners, Sponsors and Friends to determine the success of campaigns, better understand behaviour and responses and identify patterns and trends. This helps inform our approach towards campaigning and make HCS a stronger and more effective organisation. Understanding our supporters, their interests and what they care about also helps us provide a better experience (e.g. through more relevant communications).

Disclosing and sharing data
We will never sell your personal data. If you have opted-in to marketing, we may contact you with information about our partners, or third-party products and services.

We may share personal data with subcontractors or suppliers who provide us with services. For example, if you order something from the HCS website, your name and address will be shared with the delivery company. However, these activities will be carried out under a contract which imposes strict requirements on our supplier to keep your information confidential and secure.

Occasionally, where we partner with other organisations, we may also share information with them (for example, if you register to attend an event being jointly organised by us and another Society). We’ll only share the minimum information and only when necessary.

How we protect and store data
We keep your data safe and to prevent unauthorised access to or use or disclosure of your personal information. We are based in the UK and ensure your data is adequately protected.

We will only use and store information for so long as it is required for the purposes for which it was collected. If you ask us not to send you marketing emails, we will stop storing your emails for marketing purposes (though we’ll keep a record of your preference not to be emailed).

We keep your personal data for as long as required to meet legal requirements and tax and accounting rules. Where your information is no longer needed, we will ensure it is destroyed in a secure manner. This will generally be within seven years of your last contact with us.

We never store payment card information.

Keeping you in control
We want to ensure you remain in control of your personal data. Part of this is making sure you understand your legal rights, which are as follows:

The right to be informed about the data we hold and share about you. This Transparency Information/Privacy Notice and any specific information we provide to you gives you this information.
The right to access your personal data. By making a subject access request you can find out what personal data we hold about you, why we hold it and who we disclose it to. You can make a subject access request to us in writing. We may require you to provide proof of your identity.
The right to edit and update your personal data. Please keep us informed if your personal data changes during the duration of your relationship with us.
In certain cases, the right to request to have your personal data deleted.
In certain cases, the right to restrict processing of your personal data.
The right to data portability, i.e., to receive a copy of the personal data you have provided to us in a way that is accessible and machine-readable, for example as a csv file, and to request the transfer of this data to another organisation where technically feasible.
The right to object to our processing.

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK’s supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with any concerns you may have before you approach the ICO, so please feel free to contact us first via info@huddersfieldchoral.com.

We’ll amend this privacy information from time to time to ensure it remains up-to-date and accurately reflects how and why we use your personal data. The current version will always be posted on our website.

2 Privacy notice for staff (including freelancers and contractors)

What information we collect, store and use
We collect personal information about employees, workers and contactors through the application and recruitment process, directly from candidates or from an employment agency or background check provider. We may sometimes collect additional information from third parties including the Disclosure and Barring Service, former employers, credit reference agencies or other background check agencies. We will collect additional personal information in the course of your activities throughout the period of working for us.

The personal information we process may include:

Personal details (e.g., name, date of birth, email, address, telephone etc.).
Emergency contact details.
Financial information (e.g., bank account details, payroll records, tax information, National Insurance number).
Special categories of more sensitive information such as health conditions, or information about relevant criminal convictions.
Salary, annual leave, pension and benefits information.
Recruitment information (including copies of right to work documentation, references, previous employment history and education and other information included in a CV or cover letter or as part of the application process).
Employment records (including job titles, work history, working hours, training records and professional memberships).
Performance information.
Disciplinary and grievance information.
Information about use of our information and communications systems.
Photographs or images.

We will only use personal information when the law allows us to. Most commonly we will use personal information:

For the purpose of our agreement with you.
To comply with a legal obligation.
Where necessary for our legitimate interests (or those of a third party) so long as your interests and fundamental rights do not override them.

The situations in we will process personal information are expected to be:

Making a decision about your recruitment or appointment.
Deciding the terms of our agreement with you.
Paying you and accounting for tax and National Insurance contributions.
Dealing with any pension arrangements.
Administering employment or engagement.
Business management and planning, including accounting and auditing.
Reviewing and managing performance and performance requirements.
Dealing with possible grievance or disciplinary hearings (with you or others).
Making decisions about your continued employment or engagement.
Making arrangements for the termination of our working relationship.
Education, training and development requirements.
Dealing with disputes and incidents involving you or others including accidents.
Managing sickness absence.
Managing health and safety.
Preventing fraud or financial loss.
Ensuring IT and systems and information security and confidentiality.

This list is intended to be illustrative and not exhaustive.

We will only use your personal information for the purposes for which we collect it unless we reasonably consider that we need to use it for another reason which is compatible with the original purpose. If we need to use personal information for an unrelated purpose we will notify you and we will explain the legal basis which allows us to do so.

We may process personal information without knowledge or consent in compliance with the law where that is required or permitted by law.

We only use your personal data with your consent, or where it is necessary in order to:

enter into, or perform, a contract with you;
for our own (or a third party’s) legitimate interests, provided your rights don’t override the these.
comply with a legal duty;
protect your vital interests (i.e. matters of life and death only).

Special categories of particularly sensitive personal information require higher levels of protection. We need to have further justification for collecting, storing and using this type of personal information. We may process special categories of personal information in limited circumstances, with your explicit written consent. If we do so, we will provide you with full details of the information that we would like and the reason we need it, so that you can consider whether to consent. It is not a condition of your contract with us that you agree to any request for consent. We do not need your consent to use special categories of your personal information in accordance with our written policy in order to meet our legal obligations or exercise specific rights in the field of employment law, for example in respect of absence, including on grounds of ill health, family related leave, to comply with employment and other laws; to ensure your health and safety in the workplace and to assess fitness to work, to provide appropriate workplace adjustments, to monitor and manage sickness absence and to administer benefits.

We may also process this type of information where it is needed in relation to legal claims; to protect the vital interests (i.e. matters of life and death only) of you or someone else; where it is needed in the public interest, such as for equal opportunities monitoring, or where you have already made the information public.

We only use information relating to criminal convictions where the law allows us. This will usually be where such processing is necessary to carry out our obligations.

We do not expect to make automated decisions. We will notify you in writing if this position changes and provide the relevant details.

We may also collect information about you from third parties, such as people supplying references, and information from criminal records checks as permitted by law.

Disclosing and sharing data sharing
We may share your data with third parties, including third-party service providers (such as accountants and providers of payroll and pension services) and authorities where required by law, where it is necessary to administer the working relationship with you or where we have another legitimate interest in doing so.

We require third parties to respect the security of your data and to treat it in accordance with the law. We do not expect to transfer your personal information outside the United Kingdom and European Union but if we did, then we will say and ensure that there is a similar degree of protection for your personal information.

Third-party service providers may not use your personal data for their own purposes.

We keep your personal data for as long as required to meet legal requirements and tax and accounting rules. However, we may retain some information for longer than this, for example incident reports and safeguarding files, if we have a specific legal obligation.
Where your information is no longer needed, we will ensure it is destroyed in a secure manner.

Keeping you in control
We want to ensure you remain in control of your personal data. Part of this is making sure you understand your legal rights, which are as follows:

- The right to be informed about the data we hold and share about you. This Transparency Information/Privacy Notice and any specific information we provide to you gives you this information.
- The right to access your personal data. By making a subject access request you can find out what personal data we hold about you, why we hold it and who we disclose it to. You can make a subject access request to us in writing. We may require you to provide proof of your identity.
- The right to edit and update your personal data. Please keep us informed if your personal data changes during the duration of your relationship with us.
- In certain cases, the right to request to have your personal data deleted.
- In certain cases, the right to restrict processing of your personal data.
- The right to data portability, i.e., to receive a copy of the personal data you have provided to us in a way that is accessible and machine-readable, for example as a csv file, and to request the transfer of this data to another organisation where technically feasible.
- The right to object to our processing.

Please contact the General Secretary via info@huddersfieldchoral.com to exercise any of these rights.

We’ll amend this privacy information from time to time to ensure it remains up-to-date and accurately reflects how and why we use your personal data.

Failure to provide personal information
If you do not provide certain information when requested, we may not be able to perform our obligations to you or others (such as paying you or providing a benefit), or we may be prevented from complying with our legal obligations (such as to ensure the health and safety of our workers).