(Updated October 2020)
At Love Soul Choir, we are committed to maintaining the trust and confidence of visitors to our web site (www.lovesoulchoir.com), new singers, current members and contractors. In particular, we want you to know that Love Soul Choir is not in the business of selling, renting or trading email lists with other companies and businesses for marketing purposes.
In this policy, we’ve provided lots of detailed information on when and why we collect your personal information, how we use it, the limited conditions under which we may disclose it to others and how we keep it secure.
Who we are
We are an auditioned, professional choir. Our mission is to provide top quality choir sessions and performances across Southampton, Bournemouth and the surrounding areas.
How we may collect data
We may collect information about you in several different ways including when you apply for an audition, sign-up to our waiting list, join as a new member, sign-up to our newsletter, purchase products or services from us, contact us, send us feedback, use our website or social media channels, complete customer surveys or performance forms and/or take part in promotions or competitions run by us.
What data we hold
If you engage with Love Soul Choir and we collect your information in accordance with one of the procedures above, we will ask you to provide us with certain up to date personal data which we will handle in accordance with the United Kingdom’s data protection legislation. Information that we gather about you may include your name, gender, contact details (including email address, telephone number and postal address), date of birth, payment details, social media profiles and sensitive information such as any special medical notes or access requirements. Although rare, this may also include general notes on an individuals membership, performance, absence records and disciplinary notes.
Where we keep your data
Your data is stored electronically. We’ve reduced paper use but occasionally your data may be on printed registers for performances and sessions (if data is printed, it is disposed of securely by shredding). If we’re required to supply a list of people attending an event (eg. for door security), we will never share your contact details. It could also be stored within venues first aid book/report should there be a first aid incident. It may also be as ‘contacts’ on personal/work devices such as phones, laptops and software along with secure and reliable third party services in order for us to run an efficient, safe and secure service, where we have sole access.
How we keep data safe
We maintain strict security standards and procedures with a view to preventing unauthorised access to your data by anyone, including our staff. We use leading technologies such as (but not limited to) data encryption and firewalls to protect the security of your data. We, all our staff and any third parties hired to provide support services, will be required to observe our privacy standards and to allow us to audit them for compliance.
How long we hold your data
No longer than is necessary for the purposes for which the personal data is processed. You have the right to request information regarding your data at any time, please see the ‘your legal rights’ section below.
Systems we use
As you’ll understand, to maintain efficient and professionalism at Love Soul Choir, we rely on certain industry tools to support us. In the interest of transparency, we have listed the systems we use at Love Soul Choir that you may come across. Although we are listing the main systems below, this does not mean that they have access to the same level of data that we hold about you (if at all). If you require more information regarding an individual system/company, please get in touch with us.
- WordPress: This is a content management system that we use to update and manage our website. When you become a member, you will automatically set up a WordPress login.
- MemberMouse: We use this system to manage the online Members’ Area. It ties in with the WordPress software and allows access/privileges to members in relation to their subscription/ payment status.
- Braintree: They provide Love Soul Choir with a merchant account and a payment gateway. A division of PayPal, this company specialises in website payment systems.
- iCloud/Google Drive (Docs, Sheets, Forms): We use these systems for day to day admin tasks, attendance registers, survey & survey results and storage of other materials in a centralised location, online.
Below you’ll find information on two of our biggest systems.
We use mailing lists to contact our current members and subscribers who have signed up to receive news and updates. As part of the registration process for our communication mailing lists, we collect personal information. We use that information for a couple of reasons: to tell you about stuff you’ve asked us to tell you about; to contact you if we need to obtain or provide additional information; to check our records are right and to check every now and then that you’re happy and satisfied. We don’t rent or trade email lists with other organisations and businesses.
We use a third party provider, MailChimp, to deliver our group email communications. We gather statistics around email opening and clicks using industry standard technologies to help us monitor and improve our emails. For more information, please see MailChimp’s privacy notice. You can unsubscribe from mailings at any time of the day or night by clicking the unsubscribe link at the bottom of any of our emails. Please take care when submitting information to us, particularly when completing free text fields. Some of our services may be automated and we may not recognise that you have accidentally provided us with incorrect or sensitive information.
The Information Commissioner’s Office website has more information about cookies. If you’d like to see that, please click here.
Links to other web sites
Sharing your data
We’re serious when we say we’re committed to protecting your privacy – we want to earn and maintain your trust, so we do not sell any of your personal data to any third party. We will never share your data without your prior permission and consent*. We may provide your data to certain companies who play an essential part in enabling us to provide our products and services to you, such as membership platforms, payment providers, IT/system administration providers and others who help us run our business. You can rest assured that we maintain all third parties respect the importance of your personal data and to treat it in accordance with the law. We do not allow our third party service providers to use your personal data for their own purposes.
We will contact you should we ever believe that there has been a breach of your personal data.
* We may share data without the individual’s knowledge in extreme circumstances where we are obliged. For example, if we felt somebody was in danger, if there was to be an emergency or for the prevention or detection of crime.
Your legal rights
The GDPR provides you with many rights. We’ve highlighted key sections below but if you require more information please contact the Information Commissioner’s Office.
- Right of access: You have the right to access the data that we hold about you.
- Right to rectification: The GDPR includes a right for individuals to have inaccurate personal data rectified, or completed if it is incomplete. We may need to verify the accuracy of the new data you provide to us.
- Right to erasure: Also known as ‘the right to be forgotten’, individuals have the right to have personal data erased. The right is not absolute and only applies in certain circumstances.