Strathearn Music Society
Privacy notice for members and supporters
We are a “controller” of the personal information you provide to us. This privacy notice sets out how, why and for how long we will use your personal details, and with whom they are shared. It also explains your legal rights as a data subject and how to exercise them.
What information we collect
When you join the Society we record your name and address. Optionally, you may provide telephone number(s) and email address.
We also record the above data if you are not a member but express a wish to be kept informed about the events that we organise.
Where a member or any other individual makes a donation to the Society and wishes Gift Aid to be applied to this, we record the donor’s name and address.
Why we collect this information
The Society collects and uses this information in order to
* maintain records of membership
* provide accounting evidence of the Society’s income from membership fees
* distribute information to Members, by paper copy or electronically
If you have provided a telephone number, we will normally use this only in exceptional circumstances, e.g. to advise you if a concert is cancelled at short notice.
Under the General Data Protection Regulation (GDPR) the legal basis for collecting and processing details of members and supporters is your consent for the Society to use your data in the ways described above.
Information concerning membership subscriptions and Gift Aid on donations is used to comply with our legal obligation to meet the requirements of HMRC.
Who we share your personal information with
Your data may be shared with selected committee members of the Society on a need to know basis, for example for purposes of communication.
Third party access to members’ personal data
With the exception of data provided to HMRC to support Gift Aid claims, the Society does not share your data with any third party.
How long we keep your personal information
Membership application forms and Gift Aid records are retained securely as long as required by HMRC rules.
Annual list of members’ names and contact details are deleted by the end of the following membership year.
Access to your information and correction
You have the right to request a copy of the information that the society holds about you. To make such a request, or to request a change, correction or deletion of your data please contact the Society via firstname.lastname@example.org or contact any committee member.