1. INTRODUCTIONSouthern Sinfonia is committed to protecting your privacy and security. This policy explains how and why we use your personal data, to ensure you remain informed and in control of your information. It is specific to Southern Sinfonia. Southern Sinfonia will ask its contacts to “opt-in” for marketing communications. This is due to a change to the rules which govern how we can communicate with you and a new regulation on personal data (the General Data Protection Regulation) which came into force in May 2018. Therefore we have an approach that relies on you giving us your consent about how we can contact you. 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 by emailing ku.oc.ainofnisnrehtuos%40ofni We will never sell your personal data, and will only ever share it with organisations we work with where necessary and if its privacy and security are guaranteed.
Questions?Any questions you have in relation to this policy or how we use your personal data should be sent to the email address above or to Southern Sinfonia (charity no 1108066) at our registered office address: Ripland House, West Hatch, Taunton, Somerset, TA3 5RN; FAO the Chair.
2. ABOUT USYour personal data (ie any information which identifies you, or which can be identified as relating to you personally) will be collected and used by Southern Sinfonia (charity no 1108066).
3. WHAT INFORMATION WE COLLECTPersonal data you provide.
We collect data you provide to us. This includes information you give when registering interest in an event, placing a reservation, or communicating with us by email and social media. For example:• personal details (name, email, address, telephone etc.) when you eg register interest in an event, or make a booking, or email a query.
Information created by your involvement with Southern SinfoniaYour activities and involvement with Southern Sinfonia will result in personal data being created. This could include details of how you’ve helped 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 give.
Information we generateWe may conduct research and analysis on the information we hold, for example an overview of those who have engaged with us, building a profile which helps us decide which of our communications are likely to interest you.
Information from third partiesWe may receive personal data about individuals from third parties. As explained in Section 11 (Cookies and links to other sites), we may use third parties to help us conduct research and analysis on personal data (and this can result in new personal data being created).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 (eg particularly well-known or influential people) from public sources. This could include databases, news, or other media. We don’t do this to everyone and it is the exception not the rule.
Sensitive personal dataWe will not normally collect or store sensitive personal data about supporters. However, there are some situations where this will occur (eg if you volunteer with us or if you have an accident at one of our events.) If this does occur, we’ll take extra care to ensure your privacy rights are protected.
Accidents or incidentsIf and accident or incident occurs at one of our events or involving one of our personnel/volunteers/service providers then we’ll keep a record of this.
VolunteersIf you are a volunteer whether specifically for Southern Sinfonia or if eg you work for another organisation which is running an event with us then we may collect extra information about you (eg references, criminal record checks, emergency contacts, medical conditions etc). This will be retained for legal reasons, to protect us including in the event of an insurance or legal claim, and for safeguarding purposes.
4. HOW WE USE INFORMATIONWe will only ever use your personal data with your consent, or where it is necessary in order to:• comply with a legal duty;• enter into, or perform, a contract/service level agreement with you;• protect your vital interests;• for our own (or a third party’s) lawful interests, provided your rights don’t override the these.In any event, we’ll only use your information for the purpose or purposes it was collected for (or else for closely related purposes).
MarketingWe use personal data to communicate with people, to promote Southern Sinfonia and to help with awareness-raising.
AdministrationWe use personal data for administrative purposes. This includes • maintaining databases of those who have expressed an interest in our work; our partners; our contractors and musicians; • helping us respect your choices and preferences (e.g. if you ask not to receive marketing material, we’ll keep a record of this);• receiving donations (eg direct debits or gift-aid instructions)
Internal research and analysisUnderstanding our supporters, their interests and what they care about helps us provide better communications and identify patterns and trends – supporter research and profiling. This helps prevent unwanted material from filling up your inbox.
5. DISCLOSING AND SHARING DATAWe 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, but these communications will always come from Southern Sinfonia and are usually incorporated into our own marketing materials (eg newsletters or emails).We may share personal data with subcontractors, partners or suppliers who provide us with services. However, these activities will be carried out under a contract which imposes strict requirements on our supplier to keep your information confidential and secure. We’ll only share information when necessary.
6. MARKETINGSouthern Sinfonia will ask its interested parties to “opt-in” for most communications. This includes all our marketing communications (the term marketing is broadly defined). 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.
What does ‘marketing’ mean?Marketing includes news and information about:• our role in providing music and educational opportunities;• volunteering opportunities and how you can help (in respect of musical events or more broadly within Southern Sinfonia);• our events and activities;• taking part in projects.
When you receive a communication, we may collect information about your response or interaction with that communication, and this may affect how we communicate with you in future.
You can choose to unsubscribe from general marketing communications.
FundraisingAs a charity we rely on donations and support from others to continue our work and from time to time we will contact members and supporters if you’ve opted into receiving marketing from us. We may use third parties known as affiliate marketers to carry out fundraising on our behalf. For example we may use an affiliate to call supporters who have agreed to be contacted by phone about a campaign or appeal.
7. RESEARCH AND PROFILINGThis section explains how and why we use personal data to build profiles which enable us to understand our supporters, improve our relationship with them, and provide a better supporter experience.
Profiling to help us understand our supportersWe collect information on preferences and interests so that we know what material you are mostly likely to be interested in, and may analyse data and group people together on the basis of common characteristics to ensure receipt of information most important to them.
Anonymised dataWe may aggregate and anonymise personal data so that it can no longer be linked to any particular person. This information can be used for a variety of purposes, such as to identify trends or patterns. This information helps inform our actions.
8. YOUNG PEOPLEMarketing We won’t send marketing emails, letters, calls or messages to under 18 year-olds.We won’t use young people’s personal data for marketing purposes and we won’t profile it.
9. HOW WE PROTECT DATAWe strive to keep your data safe and to prevent unauthorised access to, or use or disclosure of your personal information. Of course, we cannot guarantee the security of any home computers or the internet, and any online communications (e.g. information provided by email or our website) are at the user’s own risk.
10. STORAGEWhere we store informationSouthern Sinfonia’s operations are based in the UK and we store our data within the European Union. Some organisations which provide services to us may transfer personal data outside of the EEA, but we’ll only allow them to do so if your data is adequately protected. For example, some of our systems use Microsoft and Google products. As US companies, it may be that using their products result in personal data being transferred to or accessible from the US. However, we’ll allow this as we are certain personal data will still be adequately protected (and at the time of composing this policy both have registered commitment to comply with the GDPR).
How long we store informationWe will only use and store information for so long as it is required for the purposes it was collected for. How long information will be stored for depends on the information in question and what it is being used for (eg payment details in respect of musicians). For example, 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 will continually review what information we hold and delete what is no longer required.
11. KEEPING YOU IN CONTROLWe 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 confirmation as to whether or not we have your personal data and, if we do, to obtain a copy of the personal information we hold (this is known as subject access request);• the right to have your data erased (though this will not apply where it is necessary for us to continue to use the data for a lawful reason);• the right to have inaccurate data rectified;• the right to object to your data being used for marketing or profiling; and• where technically feasible, you have the right to personal data you have provided to us which we process automatically on the basis of your consent or the performance of a contract. This information will be provided in a common electronic format.
Please keep in mind that there are exceptions to the rights above and, though we will always try to respond to your satisfaction, there may be situations where we are unable to do so.
If you are not happy with our response, or you believe that your data protection or privacy rights have been infringed, you can complain to the UK Information Commissioner’s Office which regulates and enforces data protection law in the UK. Details of how to do this can be found at www.ico.org.uk
12. COOKIES AND LINKS TO OTHER SITESCookiesOur website uses local storage (such as cookies) to provide you with the best possible experience and to allow you to make use of certain functionality. Should you wish to view our site without the cookies being installed you can do so by changing the settings in your browser. None of the cookies we use collect information which can identify you.
Links to other sitesOur website contains hyperlinks to other websites. We are not responsible for the content or functionality of any of those external websites (but please let us know if a link is not working by using the 'Contact us' boxes).
When purchasing goods or services from any of the businesses that our site may link to, you will be entering into a contract with them (agreeing to their terms and conditions) and not with Southern Sinfonia.