Marlborough Concert Orchestra Privacy Policy
What is this guide for?
Whenever we need to collect any of your data, we will let you at that point why we need to do so and what it will be used for, but this guide provides a useful overview of all of those situations and provides more detail on how we keep your data secure and up to date, how long we might hold it for, and what your rights are in relation to it.
Marlborough Concert Orchestra (subsequently MCO in this document) is committed to protecting your personal data and will use any personal or sensitive data we collect from you in line with the General Data Protection Regulations (GDPR).
Who s responsible for data the group collects?
Marlborough Concert Orchestra is a Data Controller under the GDPR. The MCO's Data Protection Officer can be contacted via dpo@mco.org.uk.
What data do we collect and what do we use it for?
Marlborough Concert Orchestra collects data from individuals to help us plan, organise and run the day-to-day operations of the group (e.g. co-ordinating rehearsals or collecting subscription payments) and to promote and market the group s activities (e.g. marketing mailing lists and photography/video capture).
Members: for administering membership
When you join Marlborough Concert Orchestra as a member, or during your membership with us, we may need to collect some of the following information on you:
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● Name
● Email address
● Phone number
● Emergency contact details
● Medical information
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● Gift Aid Declarations
● Date of birth (if under 18)
● DBS checks
● Marketing email inclusion preference
● Photo/video inclusion preference
● Sharing contact details with other members preference
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This data will be used by committee members to manage your membership with Marlborough Concert Orchestra and to organise and run our activities.
If you give us your consent to do so, we may also use your contact details to send you marketing/promotional communications from the group.
Any marketing/promotional communication we send you will include a clear option to withdraw your consent (e.g. to opt out of future emails) and you can also withdraw consent at any point by contacting the Membership Secretary at membershipsecretary@mco.org.uk
Extra Players: for administering rehearsals and concerts
For Extras (non-members who play with Marlborough Concert Orchestra from time to time): we may need to collect some of the following information on you:
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● Name
● Email address
● Phone number
● Emergency contact details
● Medical information
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● Age (if under 18)
● Marketing email inclusion preference
● Photo/video inclusion preference
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This data will be used by committee members to manage your attendance with Marlborough Concert Orchestra and to organise and run our activities.
If you give us your consent to do so, we may also use your contact details to send you marketing/promotional communications from the group.
Any marketing/promotional communication we send you will include a clear option to withdraw your consent (e.g. to opt out of future emails) and you can also withdraw consent at any point by contacting the Mailing List Manager via mcomlm@mco.org.uk
Event attendees: for processing and managing tickets for events
For tickets for our events sold through our third-party-operated ticket-selling site we need to collect data on the person booking (name and email) in order to allow you access to the event and to send you a confirmation of your reservation/purchase. This data will only be used for administering your access to the event/s for which you have booked and will not be used to send you marketing/promotional messages from the MCO unless you have also provided your consent to receive these (see below).
Employees and contractors: for administration and legal/regulatory purposes
We may need (for administration or for legal/regulatory reasons) to collect personal or sensitive data on employees or contractors of the group. Where this is the case, we will explain what this is for at the point of collection.
Mailing list subscribers: for marketing and promotion
We offer everybody the opportunity to sign up (consent) to receive marketing and promotional information on the group s activities (e.g. emails about forthcoming events).
When you sign-up to our marketing e-mailing list on our website we will ask for your email address and will use this data to send you information about our events and activities (e.g. forthcoming performances, social events and fundraising events). You can unsubscribe on our website at any time.
When you use our third-party-operated ticket-selling site it will ask for your contact details and whether you would like to be included on our e-mailing list. If you choose to request marketing emails then we will use this data to send you information about our events and activities (e.g. forthcoming performances, social events and fundraising events).
We will only send you information that is related to the MCO (e.g. we will not use your data to send you marketing messages from 3rd parties).
Anything we send you will include a clear option to withdraw your consent (e.g. to opt out of future emails) and you can also do so at any time by contacting the MCO via promotion@mco.org.uk
Website visitors: for running and improving our website
We use cookie technology when a person visits our website to collect and analyse anonymised data on how many people have visited, what pages they have looked at and other statistical information.
We also use cookies to allow members to log in and out in order to view our members-only section
We use a pop-up banner to let users know about this on their first visit, and they can at any time disable cookies in their browser if they do not wish their (anonymised) data to be tracked.
You can find out more about cookies at All About Cookies | Online Privacy and Digital Security
Do we share your data with anyone else?
We will never pass your details on to third parties for marketing purposes.
We use third party services to process your data (e.g. Google Drive, ticketsource.co.uk, Making Music Platform). We will always make sure any third parties we use are reputable, secure, and process your data in accordance with your rights under GDPR.
Making Music acts as a Data Processor for us as they host the Making Music Platform which provides our website and contain our data.This relationship is described in Making Music s Making Music Platform - data agreement . It describes the circumstances under which both Making Music and Virtual Creations, the software provider of the platform, may access our data. HarmonySite has its own Data Protection Policy.
Are there special measures for children s data?
Where we knowingly collect or store data of children under 13 we will ensure the person with parental responsibility for the child has seen the relevant information relating to the child data or has given consent on behalf of the child.
Once a child is over 13 years old, parental consent to use their data will no longer be sufficient. We will only continue to hold/use the data if the child themselves also gives their consent.
How can you update your data?
You can contact us at any time at secretary@mco.org.uk to update or correct the data we hold on you.
MCO members can maintain their own personal data which is held on the MCO s Making Music platform.
How long will we hold your data?
The Marlborough Concert Orchestra data retention policy is to review all data held on individuals at least every two years and remove data where we no longer have a legitimate reason to keep it.
Where you have withdrawn your consent for us to use your data for a particular purpose (e.g. unsubscribed from a mailing list) we may retain some of your data for up to two years in order to preserve a record of your consent having been withdrawn.
What rights do you have?
Under the GDPR, you have the following rights over your data and its use:
● The right to be informed about what data we are collecting on you and how we will use it
● The right of access - you can ask to see the data we hold on you
● The right to rectification - you can ask that we update or correct your data
● The right to object - you can ask that we stop using your data for a particular purpose
● The right to erasure - you can ask us to delete the data we hold on you
● The right to restrict processing - you can ask that we temporarily stop using your data while the reason for its use or its accuracy are investigated
● Though unlikely to apply to the data we hold and process on you, you also have rights related to portability and automated decision making (including profiling)
All requests related to your rights should be made to the Data Protection Officer via dpo@mco.org.uk. We will respond within one month.
You can find out more about your rights on the Information Commission s Office website
What will we do if anything changes?
If we make changes to our privacy statements or processes we will post the changes here. Where the changes are significant, we may also choose to email individuals affected with the new details. Where required by law, will we ask for your consent to continue processing your data after these changes are made.
Use of Cookies
What are 'cookies'?
'Cookies' are small text files that are stored by the browser (for example, Internet Explorer) on your computer or electronic device. They allow websites to 'remember' you for a period of time so that they can store things like user preferences and make the website quicker and easier for you to use.
Without cookies, some things on websites would not be able to work: for example, without cookies it might not be possible to know whether or not you are logged in on a website, which would prevent you from being able to see content restricted to logged-in users.
How does the Marlborough Concert Orchestra website use cookies?
A visit to a page on the Marlborough Concert Orchestra website may create the following types of cookie:
● Registration and preferences cookies
● Anonymous analytics cookies
Registration and preferences cookies
When you register with Marlborough Concert Orchestra we generate cookies that let us know whether you are signed in or not. Our servers use these cookies to work out which account you are signed in with, and if you are allowed access to a particular service. It also allows us to associate any comments you post with your username. If you have not selected 'keep me signed in', your cookies get deleted when you either close your browser or shut down your computer.
Anonymous analytics cookies
Every time someone visits our website, software provided by other organisations generates an 'anonymous analytics cookie'.
These cookies can tell us whether or not you have visited the site before and what pages you visit. Your browser will tell us if you have these cookies and, if you don't, we generate new ones. This allows us to track how many individual users we have, and how often they visit the site. We use them to gather statistics, for example, the number of visits to a page, to help us identify if visitors would benefit from more information on a particular area.
How do I turn cookies off?
It is usually possible to stop your browser accepting cookies, or to stop it accepting cookies from a particular website.
All modern browsers allow you to change your cookie settings. You can usually find these settings in the 'options' or 'preferences' menu of your browser. To understand these settings, the following links may be helpful, or you can use the 'Help' option in your browser for more details.
● Cookie settings in Microsoft Edge
● Cookie settings in Firefox
● Cookie settings in Chrome
● Cookie settings in Safari
Please note: switching off cookies may prevent some aspects of our website from working fully (e.g. you may not be able to access our members-only).
Useful links
You can find out more about cookies and their use on the internet from www.allaboutcookies.org
