Terms Used
| Club | the ‘North Staffs Accordion Club’, a registered charity. |
| GDPR | General Data Protection Regulation |
| Members Area | The members’ section of the Club website, password protected |
What data is collected
The Club 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’ data:
for administering membership
The following information will be securely held in the Members Area for members of the Club:- Name
- Email address
- Phone number
- Address
- Emergency contact details
- Photos/video footage
Personal data will be held for the period of membership.
If resigning from the club an owner of personal data may request deletion which will be carried out immediately in a secure manner.
Any member who feels that the club has failed in any aspect of GDPR should inform an officer of the Club and the matter will be investigated and corrected as necessary.
For Communication
For convenience and effective management, club members may share parts of each other’s personal data by agreement, e.g. email addresses. All individuals have the right to opt out of this sharing. Unless members of small groups have agreed otherwise, emails sent to multi-member groups should be sent using blind copy (bcc) facilities. Alternatively, members may use the emailing facilities in the Members Area where no email address is visible.Access to the Members Area may be withdrawn to any member subjected to an upheld complaint for abusing the emailing of other members through the use of non-Club related material.
Non-member 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 an individual is signed-up to our marketing mailing list we will ask for that person’s email address and will use this data to send information about the Club’s events and activities (e.g. upcoming events, latest news, etc). Only information that is related to the Club will be sent (i.e. we will not use your data to send you marketing messages from 3rd parties).
Anything sent will include a clear option to unsubscribe, which can also be done at any time by replying to the email with a request to do so.
When an event tickets or merchandise has been purchased, or a donation made
If you purchase an event ticket, or Club merchandise, or make a donation, data needs to be collected on the person making the purchase.
Website visitors: for running and improving our website
We collect and analyse data on how many people have visited, what pages they have looked at and other statistical information. This data does not have related personal identification. We also use cookies for administrative purposes. See the section below on cookies.
To update your data
You can contact us at any time to update or correct the data we hold on you.Photographs and Videos
Photographs or videos may be taken of players and can include those in the audience at our functions. These can be published in our Newsletter and subsequently in one or more of the national accordion publications. They can also be circulated to our members by email or displayed on our website. A notice is to be displayed at the function drawing attention to this, and the compere should also verbally bring it to the attention of the audience. Anyone having an issue with this is to be advised to talk to the compere.Special measures for children’s data
We do not knowingly collect or store any personal data about children under the age of 13, but if they take part in Club activities we will take their name, and details of their parent or guardian, as for members above. In the case of the photographs or videos of a child the express permission of the parent or guardian is required for use in any of the Club’s publications, website or social media.Sharing with others
Details of an individual will not be passed on to a third party for marketing purposes.Our software provider, HarmonySite also has access to the data stored in our website. HarmonySite has their own Data Protection Policy.
How long will the data be held?
The Club data retention policy is to review all data held on individuals on an ongoing basis and remove data where there is no longer a legitimate reason to keep it.Where consent to use a person’s data for a particular purpose has been withdrawn (e.g. unsubscribed from a mailing list), some of the data may be retained for up to two years in order to preserve a record of consent having been withdrawn.
Rights of the individual
Under the European GDPR, an individual has the following rights over that person’s data and its use to:- be informed about what data is collected and how it will be used
- see the individual’s data
- rectify - updating or correction of the data
- object – to request that the holding of the data for a particular purpose be discontinued
- erase - the deletion of the data held for the individual
- restrict processing – to discontinue using the data for a purpose whilst the reason for its use or its accuracy is investigated
- (though unlikely to apply to the data we hold) have rights related to portability and automated decision making (including profiling)
More information about an individual’s rights are available on the Information Commission’s Office website
Changes to this policy
If changes are made to this privacy policy or processes we will post the changes on our website. Where the changes are significant, we will communicate them by email or letter to the individuals affected. Where required by law, consent will be requested to continue processing a person’s data after these changes are made.Use of Cookies
'Cookies' are small text files that are stored by the browser (for example, Chrome, Internet Explorer, etc) on the user’s computer or electronic device. They allow websites to 'remember' the user for a period of time so that they can store things like user preferences and make the website quicker and easier 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 a person is logged in on a website, which would prevent them from being able to see content restricted to logged-in members.
How the Club website uses cookies
The Club website uses cookies to track whether the user is signed in to its website or not, and whether they wish to remain logged in when returning to the website in your next browser session.Anonymous analytics cookies
Every time someone visits the Club’s website, software provided by Google Analytics generates an 'anonymous analytics cookie'. These cookies can tell us whether or not the user has visited the site before and what pages were visit. The user’s browser will tell us if the user has these cookies and, if not, new ones are generated. This allows the Club to track how many individual users it has, and how often they visit the site. They are used to gather statistics on, for example, the number of visits to a page, to help us identify if visitors would benefit from more information on a particular area.To turn cookies off
It is usually possible to stop a browser accepting cookies, or to stop it accepting cookies from a particular website.All modern browsers allow a change cookie settings. These settings can usually be found in the 'options' or 'preferences' menu of a browser. To understand these settings, the following links may be helpful, or the user can use the 'Help' option in a browser for more details.
- Cookie settings in Internet Explorer
- Cookie settings in Firefox
- Cookie settings in Chrome
- Cookie settings in Safari
