This page contains information relevant to choir members
Data Protection Act – How we comply
The Data Protection Act 1998 applies to all
personal information held or stored by an organisation, whether on paper or in a
computer, and requires organisations to meet the principles of good practice, as
stated in the Act and enforced by the Information Commissioner’s Office.
Baslow Choir holds basic personal information on
all its members and associates on a secure computer system, for use in the
efficient management of the choir, and this is shared securely with committee
members. It does not hold any sensitive personal information, nor does it share
that information with any other organisations or persons, except where required
by law, to the extent required by such law (e.g., details of committee members,
as charity trustees, must be provided to the Charities Commission). Where
members have agreed to do so, some information (e.g. phone numbers and/or email
addresses) may be shared with all members, to enable better communication about
events, cancellations etc.
Data may only be held where either the
individual has given his/her consent, or where it is necessary to pursue the
legitimate interests of the Choir. Most information meets the second criterion
(e.g. name, address, contact details, singing voice), and the rest meets the
former (e.g., Gift Aid declarations).
Data is only used in connection with choir
activities, including maintaining membership and subscription records, tracking
choir property loaned to or stored by members, distribution of information about
performances, meetings and social events.
The data currently held consists of the
Name and address
Choir property held or stored
Singing voice (e.g. alto)
Gift Aid registration
Roles (e.g. librarian)
Where data is obtained from the member
concerned, the member is responsible for notifying the choir (via any committee
member) of any changes. All data will be kept accurate, as far as reasonably
practicable, and will be updated promptly when changes are necessary.
Data is compiled on a secure computer, and
shared with committee members via a password-protected login. Personal data
will not be published electronically or otherwise. Where members have so
agreed, selected data may be shared openly between all members.
If a member retires or resigns from the choir,
or is deemed to have done so by virtue of non-payment of the annual
subscription, their records will continue to be held by the choir for a period
of five years, unless the former member specifically requests otherwise.
Similar rules apply to the records of patrons, staff and associates. Gift Aid
registrations must be kept for 7 years after the last tax year to which they
Committee members and others who have access to
the membership data must not disclose that data to any person or organisation
outside Baslow Choir, except with the permission of the individual(s) concerned,
or where required by law to do so (e.g Charities Commission Trustees).
Data will only be used for the purposes of the
Choir, and will not be used for direct marketing by any other organisation.
Any member may ask for a copy of the personal
data held on them by the Choir, and will be provided a printed record of that
data within a month of requesting it.