This page explains how and why we collect, and use, your personal information when you visit our website: thecollaborationchoir.com

We want you to know that The Collaboration Choir respects the information we hold on you and that we take the security of your information very seriously.  The information below gives you information on the data we hold on you, what we do with that data, who we share your data with and your rights under GDPR law.

Why do we need your data?

We need to collect and store some of your details, for example your name, phone number and email address so that we can let you know about matters relating to your membership of The Collaboration Choir.

What data do we collect from members?

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
• Email address
• Postal address
• Phone number
• Emergency contact details
• Photos/video footage
• Medical information if you have a condition that you feel we need to know about
• IP address

Why do you collect my data?

For site security and performance. When you visit our website, we use cookies and page-tagging techniques to collect the request made by your browser to the server hosting the website. This includes your IP address, the date and time of connection, the version of the web browser you are using, and the page you ask for. We use this information to ensure the security of our websites and we delete it after a maximum of three months. We may need to use and disclose it as necessary in the event of a security concern or incident.

To improve our service to you

When you visit our website, we use the third-party Google Analytics service to collect standard internet log information, which includes your IP address. We do this to find out how visitors use our website and to improve its usability. The data is anonymised before it is stored and before we see or use it for analytics processing. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our site. If you have sent a ‘do not track’ request from your web browser, we will respect it and will not collect analytics data.  For more information about how Google Analytics uses this information, please see the Google privacy policy.

To remember marketing preferences

Third-party services that we embed on some of our webpages – such as Instagram feeds, Twitter feeds and YouTube videos – may set cookies to measure how you use their services and record what advertising you see during your use of their service. This will only happen if you opt-in to receiving ‘Social marketing preferences’ cookies.

What are cookies and how do we use them?

Cookies are small text files that are placed on your computer’s hard drive by your web browser when you visit any website. They allow information gathered on one web page to be stored until it is needed for use on another, allowing a website to provide you with a personalised experience and the website owner with statistics about how you use the website so that it can be improved.

Some cookies may last for a defined period of time such as one day or until you close your browser. Others last indefinitely. Your web browser should allow you to delete any you choose. It also should allow you to prevent or limit their use.

Our website uses cookies. They are placed by software that operates on our servers, and by software operated by third parties whose services we use.

When you first visit our website, we ask you whether you wish us to use cookies. If you choose not to accept them, we shall not use them for your visit except to record that you have not consented to their use for any other purpose. If you choose not to use cookies, or you prevent their use through your browser settings, you will not be able to use all the functionality of our website.

We use cookies in the following ways:

• to track how you use our website
• to record whether you have seen specific messages we display on our website
• to keep you signed in our site
• to record your answers to surveys and questionnaires on our site while you complete them

What should you expect to happen with the information?

We are committed to respecting the information you trust us with and to making sure that we keep it safe. Our websites collect very little personal information and we use it in ways that are compatible with your individual rights and freedoms.

The use of your personal information in the ways described above is necessary for the legitimate interests of the organisation in operating and improving our website and analysing users experience use and ensuring your security, or is carried out with, your consent when you accept certain cookies.

Where we do need to collect any additional personal data not listed above via our website, you will be told at that time about the use we will make of that information. For example, you may need to complete an online form in order to book a place at an event.

As a member of The Collaboration Choir we have a legitimate reason for keeping and using your name, email address and telephone number for membership administration purposes. This can include things like notifying you of rehearsal changes, performance schedules and events.

To help keep your information secure we store your IP address in server logs and also when you attempt to sign in to our members’ area. This is for website security and diagnostics.

Any of the information listed above might be needed to manage your membership with The Collaboration Choir, website security and to organise and run our activities.

We won’t ever use this data for anything else unless you give us your active consent for that additional use.

We check what data we have on members and remove it if we no longer need it.

If you leave The Collaboration Choir, we’ll make sure we stop using and/or delete any data we don’t need to keep. Photographs and Video Footage The use and storage of photographs and videos is a legitimate interest as they are used to promote The Collaboration Choir, and the rights, interests and freedoms of any individuals in the photos/videos are not at significant risk.

Photographs and/or videos are taken at various times when the choir meets and may be used in the public domain. No individual will be identified by name unless you give us permission to do so.

Newsletters

We send out newsletters to members and non-members. A newsletter gives information on past and present events, fundraising and any other news that we feel may be of interest. We will only send out newsletters if we have your consent and only then will The Collaboration Choir add your email address to our mailing list. We will always include opt-out options on all such communications.

Do we share your data with anyone else?

We will never give your data to third parties for that third party to use.

We use third party services (MailChimp, Google Analytics) to store or process your data. We will always make sure that they are reputable and secure, and that your data is kept safe.

The Collaboration Choir does not have access to your bank details or handle your direct debit payment. This is done through Stripe (www.stripe.com) who are regulated by the Financial Conduct Authority.

Your medical history will be shared with the relevant choir leader if you have notified us of any specific needs. If you leave The Collaboration Choir that information will be destroyed.

What can you ask us to do?

At any time you can ask to view, update or correct any data we hold on you. As part of your membership it is legitimate use, to expect us to hold your name, email address and telephone number and to hold photographs and videos of members. You can ask that we stop using any other data or erase it.

I still have a question – what should I do?

The best course of action is to send us an email to: hello@thecollaborationchoir.com