Privacy Policy

Effective date: February 2024
Updated: February 2024

The management of all personal information we hold about our members and musicians who we engage is a priority for the Choir’s committee. In order to meet our obligations under the General Data Protection Regulation 2018 and Data Protection Act 2018 we have reviewed all information which we hold and have published the following Privacy Notice.

The Data Controller as specified in The General Data Protection Regulation 2018 is the Overgate Hospice Choir. The Data Protection Officer is the Overgate Hospice Choir chairman.

Overgate Hospice Choir requests data of each member in order to be able to contact them to give updates, request information or follow up any issues. This data is held on individually completed choir members sheets with their consent and held digitally on a spread sheet and on individually completed sheets which are accessible only to the Secretary, and other officers on request. Access to the choir’s group email facility is password protected and the password is known only by the Chairman, Secretary and Treasurer.

Overgate Hospice Choir requests data of each musician who works with the choir in order to be able to fulfill the contract between the choir and the musician. This data is held digitally on a spread sheet and on individually completed sheets which are accessible only to the Secretary, and other officers on request.

All information is held securely and is not be shared with any third parties.

The data held is renewed annually to ensure that it is accurate. All members and musicians can make a Subject Access Request to see the data held in their name by the choir.

All members and musicians have the ‘right to be forgotten’ (right of erasure) under GDPR, the right to rectification if data is found to be incorrect, and the rights to restrict processing or object to processing. In all cases members and musicians should raise their rights with the Data Protection Officer in writing.

No data is processed via automated decision-making.

A Choir member has the right to complain to the Information Commissioners’ office if they believe that we have not complied with the requirements of the GDPR regarding their personal data.

The data mapping documentation is reviewed annually by the Choir’s committee.