At the Choir with No Name, we take great care to safeguard personal data provided by our supporters and to process this data fairly and lawfully in accordance with the Data Protection Act 2018 and the General Data Protection Regulations 2018 (GDPR)
When providing details about yourself you can be confident that:
- Any information you provide to us is confidential and secure
- We will always endeavour to keep accurate and up to date information on you
- We will not share or sell your details to other organisations for marketing or fundraising purposes.
- You have the right to request access to the data we hold on you, and also the right to request we delete that data.
We may share you details with third parties where absolutely necessary, such as with HMRC for the processing of Gift Aid claims, or with our supporter database hosts, Blackbaud Europe, in order to clean our data.
When will I need to provide my details?
Signing up to receive our newsletter or fundraising campaign emails: If you wish to sign up to receive our email newsletter or to claim a place in a challenge event, you will need to provide us with your name, email address and postcode. These details are temporarily stored on our website, but are systematically deleted on a regular basis. Your details are then stored on our secure supporter database, hosted by Blackbaud Europe. Blackbaud currently store all their data in the US, and therefore have certified to the U.S. Department of Commerce that it adheres to the new EU-U.S. Privacy Shield principle.
We adhere to an Opt-in system for our our e-newsletter and/or fan club newsletter, so we will only ever send newsletters to those who have requsted them! You can remove yourself from the mailing list anytime via the link to unsubscribe at the bottom of every newsletter or by emailing email@example.com and requesting your email address is removed from the list. If you wish, you can also request all data we hold on you is deleted or anonymised.
If you get in touch via web forms on our site, such as on our Contact Us page, we will ask for your email address and postcode/phone number. We delete this data from our website on a weekly basis and do not store personal data from these messages on our database, unless absolutely necessary and only when detailed on the specific form.
Making a donation: If you are donating to us via our online donation form, offline via our standing order form or when sending a donation in the post with accompanying personal data, your contact details and information about your donation will be kept on our secure supporter database in order to keep an official record of historical financial transactions for our organisation. We do not have access to, or store, full credit card details received via online donations from our website. When donating, you will be asked to fill out your postal address and contact details for the purposes of reclaiming Gift Aid on your donation. Legally we are obliged to store donation data for Gift Aid and accounting purposes for a minimum of five years after the last donation. These details are also stored on our secure supporter database. If you have made a donation to us, we may contact you regarding the donation (eg. if there is a problem receiving the funds, or to acknowledge receipt of payment) but will only contact you with marketing communications if you have opted in to receiving our e-newsletter.
You have the right to request a copy of all data we hold on you, as well as the 'right to be forgotten' (request that all data we hold on you is deleted or anonymised). If you would like to exercise your right to request your data, or be forgotten, please email firstname.lastname@example.org to let us know and we will implement your request within the required 30 days.
Why do you need my details?
There are several reasons why we need, or would like, to keep your details on record.
If you signed up to our e-newsletter, we need your name and email address to keep you informed of news, activities, fundraising campaigns and events that may be of interest to you and opportunities to get involved. We will only do this if you issue consent for us to send you our newsletter via email. We do not add people to our mailing list unless they have explicitly given us permission to do so, either electronically, on paper, or verbally.
In accordance with GDPR regulations, we are obliged to retain documented evidence of individuals opting in to receive communications from us, either electronically, on paper or face to face. This data is filed in our supporter database and cloud storage system and/or paper filing system, depending on the manner in which the individual opted in.
If you have donated to us, and/or filled out a gift aid declaration, we are legally obliged to retain the details you provide on our secure supporter database for a minimum of 5 years, in order to ensure that we have the information needed for accounting and tax purposes.
We also like to have your details so that we can contact you to say thank you!
Google Analytics – we use this tool to understand how the site is being used in order to improve it for our users by making it easier to use and more accessible. User data is all anonymous.
Bit.ly - We sometimes use a short tracking code on links we send out in email newsletters, on pages on our website and post on social networks. We cannot use this to identify people personally. It is used to understand how people share and respond to our communications to help us improve them.
External web content
Sometimes we embed content from external sources on our website. The most common kind of content embedded on the site are videos from YouTube and our Twitter feed. These services may collect statistics and information on your use of the embedded content, so please check their specific privacy policies.