Andover Music Club

Privacy Policy

 

INTRODUCTION

Following the introduction of the General Data Protection Regulation (GDPR) in May 2018 the Committee of Andover Music Club must obtain the consent of Club members in order to use some of the more convenient communication tools. Consent is not required for some key procedures, such as the despatch of membership ticket(s), as this is viewed as “reasonable use” by GDPR; but the guidance is less clear with regard to the use of email or telephone contact details and the Committee therefore requests consent to use this data.

HOW WE USE YOUR DATA

Members’ data is only used to:

  1. Maintain and renew membership of Andover Music Club.

  2. Advise members of new information regarding the concert series or AGM using whatever method is deemed most appropriate (post, email or telephone).

  3. Inform HM Revenue & Customs (HMRC) of Gift Aid donations to the Club.

  4. Respond to legitimate demands from civil authorities acting legally.

COMMUNICATION METHODS

Postal Address

Members’ postal addresses are used to:

  1. Invite existing and lapsed members (see “Data Retention” below) to renew their membership.

  2. Deliver membership ticket(s).

  3. Advise members of new information regarding the concert series or AGM, if appropriate and if consent to use email and/or telephone has not been given.

  4. Allow HMRC to process Gift Aid donations to the Club.

In addition, postal addresses will be shared with any legally-constituted civil authority that makes a legitimate request for them.

Email Address

Members’ email addresses are used to:

  1. Remind existing and lapsed members (see “Data Retention” below) to renew their membership.

  2. Advise members of new information regarding the concert series or AGM, if appropriate.

In addition, email addresses will be shared with any legally-constituted civil authority that makes a legitimate request for them.

Telephone

Members’ telephone numbers are used to:

  1. Remind existing and lapsed members (see “Data Retention” below) to renew their membership, if appropriate or if consent has not been received to use email.

  2. Advise members of new information regarding the concert series or AGM, if appropriate and if consent to use email has not been given. Note that, because of the cost and time involved, telephone will only be used in exceptional circumstances such as the late cancellation of a concert.

In addition, telephone numbers will be shared with any legally-constituted civil authority that makes a legitimate request for them.

THIRD PARTIES

The Committee recognises that not all members may wish to receive third-party information – for example, news of concerts elsewhere – by any of these methods. The administrative burden of seeking separate consents and of maintaining accurate additional lists of contact information is too great, and the Committee has therefore decided not to pass on third-party information in this way.

DATA RETENTION

Because of the annual membership renewal cycle and the fact that some members ‘skip’ a season, the Committee will hold members’ data for 4 years from the time of its submission. This means that each member will receive renewal invitations (and reminders, if appropriate) for up to 3 seasons after their most recent active membership.

OPTING OUT

Active members can opt out of receiving information by email and/or phone, at any time, by informing the Membership Secretary in writing. Note that this will make it more difficult to communicate any urgent information about the current season of concerts.

Former members can opt out of receiving membership renewal information at any time by informing the Membership Secretary in writing.

DATA SECURITY

Members’ data is stored securely using password-controlled access on computers with up-to-date virus protection. Any Committee member entrusted with the data will observe all appropriate security precautions.

CONCLUSION

The privacy of members’ information is important to us and this Privacy Policy should resolve any issues members may have. Any questions about the policy should be forwarded to the Chairman or Membership Secretary.

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