Policies

The safety and wellbeing of the children is always our priority, and our constitution and child protection policy both reflect this.

Should you wish to view a copy of either of these documents, please click on the appropriate link below to view them as PDF’s.

1. Why do we need to collect your Data?

Personal information is any information that can be used to identify you. So, for example, if you donate money, request services or products, or become involved in our campaigns, we may collect and process the personal information that you’ve provided. This personal information may include your name, email address, postal address, telephone or mobile number and date of birth. It may also include financial details, UK Tax Payer information (for Gift Aid), credit/debit card information and records of responses to campaigns, as well as how you came to find us or about our services or events.

2. Keeping your information up to date

To ensure we always have the most up to date information about how to contact you, we may also from time to time update your records to reflect any changes to your personal information. This information may come directly from you or it may come from a third party that we consider is legitimate and trustworthy and in circumstances where it is appropriate and where you will have had a clear expectation that your details would be passed on for this purpose.

3. How do we use your personal information?

There are various ways in which we may use your personal information, all to help us provide the most relevant and personalised service to you:

1. To safeguard all members, volunteers and paid individuals associated with Barnsley Youth Choir.
2. To provide you with up to date information (such as fundraising or campaigning activities), services or products you’ve requested or which we feel may be of interest to you.
3. To allow you to participate in interactive features when you visit our website.
4. To analyse and improve the services offered on our website. This means we can provide you with the most user-friendly navigation experience we can, which may involve providing your information to third parties.
5. To use your IP addresses to identify relevant information. This may include information such as your approximate location. It also helps us to block disruptive use or establish information like the number of visits to the website from different countries.
6. To enable our marketing campaigns to be more targeted and relevant to potential sponsors and supporters of the choir.
7. To process personal information to help us with our work and activities. For the purposes of customer analysis and, where you have consented to us doing so, direct marketing. We may process your information to help us with our activities and to provide you with the most relevant information.
8. To process personal information and/or provide this to a third party for the purposes of profiling and understanding who visits our website. This could be analysing demographics to inform our campaign and marketing strategies. For example – age. Some campaigns would exclude supporters whose known age is not within the target audience.
9. Previous interactions: a supporter’s previous interaction with Barnsley Youth Choir may also be used for targeting purposes. For example, a weekly sponsor may be contacted with information regarding future sponsorship packages.
10. Targeting: We may also add information to supporters’ personal information to help us with our targeting. Such information would not be personally attributed or specific to you, but rather would give an indication of the type off supporter you are of the choir. For example, if you are a patron, member or supporter.
11. To match information collected from you through different means or at difference times: this could include using information collected online and offline, along with information obtained from other sources, including third parties and publicly available sources to ensure that the information we hold about you is up to date and accurate.

4. How long will we keep your personal information?

Personal information will not be retained by Barnsley Youth Choir for longer than necessary in relation to the purposes for which it was originally collected, or for which it was further processed, subject to certain legal obligations mentioned below:

Ways in which data is collected

1. Donations you’ve made to us.
2. Legacy donation.
3. Entering raffles and competitions.
4. Campaigning on behalf of Barnsley Youth Choir.
5. Membership Information.
6. Subscribing to a newsletter.
   

How long we may keep data collected by this method for

1. Up to 7 years since the date of your last donation.
2. Up to 7 years after the legacy is received.
3. Up to 5 years after you last entered a raffle/competition.
4. Up to 5 years since you last campaigned with us.
5. Up to 5 years from the date you leave Barnsley Youth Choir.
6. Up to 5 years since you last subscribed to a newsletter.

We will not sell or rent your personal information to other organisations for use by them in any way, including in their own direct marketing activities. However, where you have given permission to contact you, we may pass on your information to our internal departments and external service providers.

5. Making our communication relevant to you

We want to ensure that we provide you with information that is relevant to you. In order to do this, we may need to analyse your information for supporter analysis and data quality purposes. This analysis includes modelling (e.g. how likely you are to respond to an invitation) and segmenting (looking at people who are similar to you) so that you receive targeted and relevant communication. This ensures that we do not hold multiple information on the same person on our database.

6. Sharing your information with third parties – keeping your information safe

Where we use an external service provider to act on our behalf, we will disclose only the personal information necessary to deliver the service and will have a contract in place that requires the provider to comply with data protection and information security requirements. We may disclose your personal information to third parties if we are legally obliged to, or in order to enforce or apply our terms of use for our website or other legal agreements, or to protect the rights, property or safety of Barnsley Youth Choir, our donors or others. This includes exchanging information with other companies and organisations for the purposes of fraud detection and protection, or with local authorities or social services for the purposes of the provision of health, legal or social care or treatment.

7. Securing your passwords

Where we have given you (or where you have chosen) a password which enables you to access certain parts of our website, you are responsible for keeping the password confidential. You agree not to share that password with anyone else not associated with Barnsley Youth Choir.

8. Following links to third party websites

Our website may include links to other websites, not owned or managed by Barnsley Youth Choir. Whilst we endeavour to link to only reputable websites we cannot be held responsible for the privacy data collected by sites not managed by Barnsley Youth Choir, not can we accept responsibility or liability for those policies.

9. How to opt out of receiving information from Barnsley Youth Choir

It’s only through your support that Barnsley Youth Choir can operate. That’s why we love to keep you updated with news about our work, how your support can make a difference and the variety of exciting ways in which you can support us in the future. We are legally required to hold some personal information to fulfil statutory obligations, for example the collection of Gift Aid or to support certain financial transactions. We will also hold information about your details so that we can respect your preference for receiving information from us.

However, we will not contact you if you ask us not to. The law allows you to withdraw your consent to any particular usage of your data at any time without needing to specify a reason. You can withdraw your consent by emailing our Data Team at bycdata@gmail.com

10. Your rights

Upon verification of your identity, you are entitled to request at any time full details regarding the personal information we hold on our database, and how we may have used this for the following purposes:

• Processing your personal information
• How we use your data for automated decision making and profiling
• The purposes of the collection, processing, use and storage of your personal data.
• The source(s) of the personal information, if it was not obtained from you.
• The categories of personal data stored about you.
• The recipients or categories of recipients to whom your personal data has been or may be transmitted, along with the location of those recipients.
• The envisaged period of storage for your personal data or the rationale for determining the storage period.
• The use of any automated decision-making and/or profiling.

Upon verification you are also entitled to request that Barnsley Youth Choir remove your information at any time in accordance with all applicable data protection laws and regulations. Please contact the BYC Data Team on BYCData@gmail.com. No administration fee is applicable and you do not have to disclose the reason for your request.

You can also make the above request by writing to:

Data Protection Officer
Barnsley Youth Choir
11 Bradshaw Close
Barnsley
S75 2JN