Privacy Notice

Purpose

Foden’s Band (“the Band”) and any of its named trading subsidiaries are committed to protecting your personal information and being transparent about what information we hold about you.

This privacy notice is intended for:

• Playing members of Foden’s, Foden’s Youth and Foden’s Junior Bands (or their parents/carers if aged under 16);
• Customers of the Band’s online shop and Foden’s Band Publishing;
• Volunteers working for or on behalf of the Band;
• Patrons, donors, benefactors and supporters of the Band;

The purpose of this policy is to give a clear explanation as to how the Band uses the information we collect from the above parties. The Band is a ‘data controller’

The lawful basis for obtaining and using personal data

The Band needs data in order to fulfil its contractual obligations with a variety of organisations as well as to enable it to run its operations smoothly and in a timely manner. We will only process personal data where we have one of six ‘lawful bases’ to do so under Article 6 of the EU General Data Protection Regulations.

Most commonly:

• To fulfil a contract with the individual, or when the individual has asked the Band to take specific steps before entering into a contract;
• For the legitimate interests of the Band (provided the individual’s rights and freedoms are not overridden);
• Where the individual (or their parent/carer if under the age of 16) has freely given consent.

And exceptionally:

• To comply with a legal obligation;
• To ensure the vital interests of the individual e.g. to protect someone’s life;
• To perform a task in the public interest.

The personal data we hold

The band will use the information you provided in your initial application and may supplement this with additional information which you provide following this.

Personal data that we may collect, use, store and share (see Data Sharing below) about individuals includes, but is not restricted to:

• Your full name, title, date of birth and gender;
• Postal address, email address and phone number;
• IP (internet protocol) address e.g. cookies;
• Emergency contact details and contact preferences;
• Any relevant individual educational needs;
• Details of any medical conditions or dietary requirements;
• Attendance information;
• Safeguarding information;
• Gift Aid status;
• Payment card details (these are not stored);
• Photographs and video recording (see below).

Why we use this data

We use this data to:

• Administer the routine running of Foden’s, Foden’s Youth and Foden’s Junior Bands;
• Administer the Foden’s Band Patrons Association;
• Comply with contractual / regulatory obligations e.g. reporting to the Charities Commission/Arts Council;
• Share with partners for joint activities;
• Administer sales made through our online shop and publishing company;
• Administer payments and donations including the processing of Gift Aid;
• Promote events / concerts.

Photographs and Video Recording

As part of the Band’s activities, we will take photographs and record videos of our events. Such material will be used solely by the Band for publicity e.g. promotional material and other similar information about the Band, displayed on our premises, on banners at concerts and on our website, educational and social media purposes, fundraising or other purposes to help achieve the Band’s aims.

Although we will carefully use images on the basis of our ‘legitimate interests’ (see above), we understand there may be occasions where individuals give good reason why we should withdraw certain images. If you ask us to withdraw an image with good cause, we will delete the photograph or video and not distribute it further. Images that might cause embarrassment or distress will not be used.

Data sharing

Where it is legally required, or necessary for the reasonable undertaking of our business activities (and it complies with data protection law) we may share personal information with:

• Financial organisations (e.g. Paypal) - to enable payment processing;
• Suppliers of electronic data storage systems (e.g. Dropbox, Google) – to enable effective and timely administration of the Band and it’s business operations;
• Our auditors – to meet our legal obligation as a business and registered charity to be regularly audited;
• Members or volunteers working on behalf of the Band – to enable them to contact you directly regarding the Band’s activities;
• Professional advisers and consultants;
• Police forces, courts, tribunals;

Security of your personal data

We will put in place appropriate safeguards (both in terms of our procedures and the technology we use) to keep your personal information confidential and as secure as possible. Your data will only be accessible to authorised staff and volunteers. We will ensure that any third parties we use for processing your personal information do the same. Information will be stored for only as long as it is needed or required by statute and will be disposed of appropriately. We will not transfer, process or store your data anywhere that is outside of the European Economic Area. We undertake to report any data breaches in accordance with Data Protection Act and General Data Protection Regulations guidelines.

Your rights to your personal information

You have the right to request a copy of the personal information that we hold about you and to have any inaccuracies in this data corrected. Please use the contact details at the end of this policy if you would like to exercise this right.

Contact details and further information

Please get in touch with us if you have any questions about any aspect of this privacy policy, and in particular if you would like to object to any processing of your personal information that we carry out for our legitimate organisational interests. All enquiries relating to this policy and/or the storage of your personal information should be addressed to: Foden’s Band, 46 Newtons Crescent, Winterley, Sandbach, CW11 4TS.