Below is the Music for All @ SMSG Privacy Policy.

1.     Introduction

We have revised our privacy policy in light of the new General Data Protection Regulations which come into effect on 25 May 2018 to explain how we manage and use the personal data we hold about those who are on our mailing and volunteer lists.

We have reviewed how we have received personal data about individuals to check that we have consent to hold and process this information.

We have also reviewed our policy to make sure that we communicate clearly how individuals can get to see the data we hold and also to have that data removed from our records.

2.     Definitions & General information

Permission to store and process data

In order to manage subscriptions to our mailing lists, and to manage activities undertaken by our volunteers, we need to record personal data, some of which is held digitally and some as hard copy.

The different data sets we hold and process are set out in sections 3-7 below.

What is personal data?

Personal data is data which can be used to identify a person.  This includes the person’s name, email address, sometimes their telephone number and their email list preferences, as well as the source of their data and the date they were added to a mailing list.

Where is the data stored?

We store the data in private folders on Dropbox (a password protected online file sharing website) and in Mailchimp (an enews website) behind a password.  This data is only shared with a small number of volunteers in Music for All @ SMSG who need to access this information for administrative purposes (the Music for All @ SMSG events and publicity teams and Event leaders).

We do not share with or sell any personal data to any third party organisations.

The Music for All @ SMSG website is a WordPress site.  Personal data of the registered website users who have created an account is stored behind a password in the website database.

What is a Data Controller?

A Data Controller is someone who is responsible for personal data and who must make sure the data is processed according to the law.  For example, they are responsible for making sure that the information held about an individual is accurate and that it is kept secure.  For the purposes of the Data Protection Act, the Music for All @ SMSG Data Controller is currently Anna Page who can be contacted via the publicity@musicforallsmsg.org mailbox.

Individual requests to view or amend data

In all communications with each population, we include a clear link to this privacy policy, the data controller contact for queries and access to data, and the option to unsubscribe from the list.

If an individual expresses a wish to unsubscribe for whatever reason, their personal data is deleted from our mailing lists and a record of their removal is kept in an Excel spreadsheet for a short period of 6 months before being permanently deleted from the spreadsheet as evidence that their wishes have been followed.

3.     eNews mailing list

What information is included in the eNews mailing list?

We hold the following information about each individual on our monthly eNews mailing list: Name, Email address, Source of consent data (e.g. Email information list consent slip, online ticket booking website, Music for All @ SMSG website contact form), Date of addition to the mailing list.

How will the data be used?

The personal data is only used for the purpose of managing subscriptions to our monthly enews service.  We contact you normally at the beginning of each month to inform you of upcoming events.

Managing your subscription to the eNews mailing list

If you do not wish to continue receiving our news and updates, you can unsubscribe at any time either via the unsubscribe link at the bottom of each enews message or by emailing publicity@musicforallsmsg.org

4.     Come & Sing mailing list

What information is included in the eNews mailing list?

We hold the following information about each individual on our Come & Sing mailing list: Name, Email address, Source of consent data (e.g. online ticket booking website, Music for All @ SMSG website contact form, mailing list request form at events), year of addition to the mailing list, each year of participation, Voice part (Soprano, Alto, Tenor, Bass), any special requests (e.g. accessibility needs, dietary needs), postcode when optionally supplied,  name of main choir when optionally supplied, and any notes eg about possible problems or contact on the day that attendees provide to assist organisers.

How will the data be used?

The personal data is primarily used for the purpose of managing subscriptions to our Come & Sing Day mailing list. Voice part data enables us to ensure that the choir for the day is balanced and to make additional mailings for any voice parts where numbers are low. The data is also used to create name badges, music loan records, and seat part labels for the day. Post code data is used by the events team to assess our success in reaching out within the local area. Year of participation data shows us how many new singers there are each year, and how often singers return, which the events team uses in anonymised form, along with optional main choir data, to plan future publicity and programmes.

Managing your subscription to the Come & Sing mailing list

If you do not wish to continue receiving our Come & Sing news and updates, you can unsubscribe at any time either via the unsubscribe link at the bottom of each Come & Sing news message or by emailingcome&sing@musicforallsmsg.org

5.     Come & Sing choir contacts list

What information is used in this list?

This list is organised by name of choir, with contact details (name, role, email, website or other digital contact option eg Facebook) for the choir representative whom we mail to inform about annual Come & Sing events.

How will the data be used?

The personal data is solely used for the purpose of managing subscriptions to our annual Come & Sing information service which alerts local choirs to our annual open event in which their members may be interested.

Managing your subscription to the Come & Sing mailing list

If your choir does not wish to continue receiving our Come & Sing information mails, you can unsubscribe at any time either via the unsubscribe link at the bottom of each Come & Sing message or by emailing come&sing@musicforallsmsg.org.

If your choir contact changes, we will update our listing if you email us to ask us to do so.

6.     Volunteers

What information is included in the Volunteers list?

We keep the following information about each volunteer: name, email address, telephone number, preferred volunteer activities and email list preferences, plus a record of participation in events.

How will the data be used?

The Volunteer personal data is used for contacting volunteers, keeping track of who is available for and participating in particular events, and for anonymised analysis and reporting of volunteering patterns in the group. We do not share with or sell volunteer details to any third party organisations. We do not share volunteer contact details with other volunteers in the group without positive permission being given for this, and without letting the individual know that we are doing so.

Volunteer resources on the Music for All @ SMSG website

We publish a small amount of resources to support volunteers who help keep our events running smoothly, these are available on our website behind a login.  Volunteers can create an account and request access to the resources, or can ask us to provide the volunteer resources by hardcopy or email.

Managing your volunteer membership

Volunteers who no longer wish to volunteer can ask us in person or by email to remove their personal details from our volunteers list.

7.     Website logins

What information is required for login?

The Music for All @ SMSG website has a registration and login facility for website administrators, volunteers who need to access our volunteer resources and educators who wish to access our teaching resources.  The website also has the facility for logged in subscribers to comment on blog posts (of past events) on the site.  Comments are published below a blog post with the name of the user who has commented.  If the subscriber has chosen to more information and a profile picture to their profile this may be visible to public users of the site.

To register you will be asked for the following personal details: your name and your email address. You will be asked to create a username at registration as well.

The only Music for All @ SMSG volunteers who have access to users who have created accounts to login to the site resources are the small number of volunteers with website administrator permissions.

How will the data be used?

Your website registration details will be used to give you the appropriate permissions to access the hidden resources you have requested to see or to enable you to comment on blog posts.

Managing your website subscription

You can manage your website registration via your profile when you login to the profile; you have the option to add information about yourself to the profile if you wish.  If you want to delete your website registration, please send an email to publicity@musicforallsmsg.org or complete the website contact form requesting that we delete your profile and this will be done as soon as possible.

Policy updated 25 May 2018

Data Controller Anna Page

publicity@musicforallsmsg.org