The Warblers processes personal information of individuals attending choir sessions and who consent to the organisation doing so. This includes sensitive personal data regarding health conditions.
The information will be used to inform participants about singing sessions and occasional other relevant singing activities and to enable the song leader to meet individual need within the singing sessions.
The Warblers takes photographs and videos of members taking part in sessions and events. These are used for publicity on the website, posters and social media. Members are asked for their consent for photos and videos to be shared in this way and have the opportunity to refuse consent or to withdraw consent at any time.
The Warblers processes the information in accordance with the Data Protection Act 1998 and the EU General Data Protection Regulation (GDPR) in the following ways:
- Lawfulness, fairness and transparency
A clearly written privacy notice will be written on the form that new participants are asked to sign when they give their contact details. Data will only be used for the purposes described.
- Adequate, relevant and limited to what is necessary
The information collected will only be what is necessary for the running of the organisation – for establishing and maintaining membership of the singing groups and to enable the song leader to meet individual need within the singing sessions. No information other than contact details and details of health condition shall be collected. The information will not be shared with any 3rd party and only shared within the organisation on a strict need to know basis.
- Accurate and up to date
All reasonable steps will be taken to ensure that the information is accurate. The email list will be updated regularly and at least once every two years, and names will be removed when they leave the group (unless they explicitly request to stay informed about Warblers activities). Any inaccuracies will be rectified as soon as possible.
- Only hold the information for as long as is necessary
The list will be updated regularly (see above).
- Appropriate control and choice
The privacy statement will make it clear that participants do not have to provide their contact details to take part in the group sessions, and that they can withdraw consent for us to hold any information they give us at any time.
Personal data will be held on a password protected computer, and on a secure email list. Any paper copies of personal information will be kept in a locked filing cabinet and shredded when no longer needed.
All rights of data subjects under Data Protection Act and GDPR will be respected.
- Right of access
Participants have a right to access the information held about them free of charge. We will respond to such requests as soon as possible and at the latest within one month of the request.
- Right of erasure
Participants have a right to ask for all information held about them to be erased. We will respond to such requests as soon as possible and at the latest within one month of the request.
- Right of complaint
Participants have a right to complain to the Information Commissioner’s Office if you think there is a problem with the way your data has been handled.