Privacy Policy

This privacy policy sets out how Encore Vocal Choir uses and protects any information that you give Encore Vocal Choir when you use this website.

This privacy policy explains what to expect when Encore Vocal Choir uses and protects any information that you give Encore Vocal Choir when you use this website and software platform.

For the purpose of The General Data Protection Regulation (GDPR) 2016 the data controller is Encore Vocal Choir Limited.

Encore Vocal Choir is committed to ensuring that your privacy is protected and respected. Should we ask you to provide certain information by which you can be identified when using this website, then you can be assured that it will only be used in accordance with this privacy statement and the law.

Encore Vocal Choir may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This policy is effective from 12 November 2020.

What We Collect

We may collect the following information:

name and contact details (including address, email address, phone number, and emergency contact)
contact information including email address
demographic information such as postcode, preferences and interests
other information relevant to being a choir member including information about medical conditions if it is relevant to ensuring the safety of the person during a choir session or concert or event.

How We Get The Personal Information and Why We Have It

Most of the personal information we process is provided to us directly by you for one of the following reasons:

Enquiring about joining a choir;
Enquiring about a choir performing at one of your events;
Becoming a member of a choir;
Becoming a sponsor of a choir or us sponsoring you;
Notifying us of any medical conditions that impact you that we might need to know about to ensure your safety at choir sessions or events;
Advertising your services in an event or performance programme.

What We Do With The Information We Gather

We require this information to understand your needs and provide you with a better service, and in particular for the following reasons:

Internal record keeping.
We may use the information to improve our products and services;
Administer your membership of Encore Vocal Choirs;
Arrange performances, events and other social occasions;
Organise sponsorship or advertising opportunities;
Ensure that you are kept safe if you have any medical conditions that might impact you when you are rehearsing or performing with us.

We may share some of this information with:

Other members of the choirs (such as where your contact mobile number might be visible to others when you join our WhatsApp group);
The wider public if we place information about performances or events on social media sites (such as videos or photographs of you in performances or events);
People who provide services to us when a performance or show is put on (such as sound technicians, theatres or travel providers);

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:

Your consent. You are able to remove your consent at any time. You can do this by contacting us at the email address at the top of the page.
We have a contractual obligation. Such as to provide you with the choir services.
We have a legal obligation. Such as passing on relevant and necessary information to public authorities to comply with the law.
We have a vital interest. Such as where it is necessary to protect your life in an emergency medical situation.
We have a legitimate interest. Such as where we might tell you about opportunities that are relevant to the services you purchase from us.

We collect information to understand your needs and provide you with a better service, and in particular for the following reasons:

Internal record keeping.
We may use the information to improve our products and services;
Administer your membership of Encore Vocal Choirs;
Arrange performances, events and other social occasions;
Organise sponsorship or advertising opportunities;
Ensure that you are kept safe if you have any medical conditions that might impact you when you are rehearsing or performing with us.

Security

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.

We will not share any more personal data than is necessary in order for the third party to provide the services to us or for maintaining contacts within fellow choir members as appropriate. If you tell us you do not wish your information to be shared with anybody else, please ensure you contact us at the email address above.

How We Use Cookies

A cookie is a small file which asks permission to be placed on your computer's hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

We use traffic log cookies to identify which pages are being used. This helps us analyse data about webpage traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.

Overall, cookies help us provide you with a better website by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

How We Store Your Information Offline

Your information is securely stored.

If you are a choir member, we will keep your personal data for no Longer than one month after you have left one of our choirs.

If you made an enquiry but did not become a member we will delete your details within one month.

If you have contacted us for another reason (such as an event, sponsorship or performance) then we will delete your details within one year.

We will then dispose your information by securely deleting it from our electronic records or shredding any of the information we hold in hard copies.

Links To Other Websites

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

Controlling Your Personal Information

Under data protection law, you have rights including:

Your right of access - You have the right to ask us for copies of your personal information.
Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances.
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you. If you would like a copy of the information held on you please write to Encore Vocal Choir Limited, c/o 6 Anglesea Street, Worthing, West Sussex BN11 4AX.

If you believe that any information we are holding on you is incorrect or incomplete, please write to or email us as soon as possible at the above address. We will promptly correct any information found to be incorrect.

You can also complain to the ICO if you are unhappy with how we have used your data. The ICO’s address: Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.

Helpline number: 0303 123 1113.