New Egham Singers General Data Protection Regulation

General Data Protection Regulation (GDPR)

The personal data you provide to the choir is needed to maintain a membership record and to permit contact with you and other members to provide information relevant to the activities of the choir. All the information you provide will be held in its original hard copy format and also in electronic format to facilitate communication and record keeping.

We collect some of the following types of data from members (we don’t collect all of this data on all members – we only collect it if it’s needed):

• Name
• Gender
• Emergency contact details ​
• Email address
• ​Postal address
• Phone number ​

• Subscription payments
• Gift Aid declarations
• Bank details
• Medical information
• Photos/video footage
• Sound recordings

We check what data we have on members every two years and remove it if we no longer need it. If you leave the group, we’ll make sure we stop using and/or delete any data we don’t need to keep (e.g. for financial reporting).

Any of the information listed above might be needed to manage your membership with New Egham Singers and to organise, promote and run our activities. We won’t ever use this data for anything else unless you give us your active con- sent for that additional use.

​If you give us your consent, New Egham Singers will add your email to our mailing list for the group’s newsletter and other marketing/ promotional communications. We will always include opt-out options on all such communications. You can withdraw your consent at any point by contacting the Data Protection Officer ([email protected])

Do we share your data with anyone else?

• We will never give your data to third parties for that third party to use unless required by law.
• We will sometime use third party services (e.g. MailChimp) to store or process your data. We will always make sure that they are reputable and secure, and that your data is kept safe.
• If another member of New Egham Singers asks for your contact details we will only ever share them if you consent.

What can you ask us to do?

At any time you can ask to view, update or correct any data we hold on you. To request any of these, please contact the Data Protection Officer who will respond within one month.