Introduction
Cheltenham Arts Council ( CAC) needs to collect, store and use certain personal data on individuals, including CAC members, patrons and other supporters, in order to meet its objectives and to comply with legal obligations. The Council is committed to protecting the privacy of individuals and to handling personal data in line with the law.
Why this policy exists
This data protection policy ensures CAC
Complies with data protection law and follows good practice;
Protects the rights of individuals whose personal data is held;
Is open about how it stores and processes individuals’ data;
Protects itself from the risks of a data breach.
Reasons for holding and processing personal data
CAC will collect, store and use personal data only for the following purposes:
To contact CAC members and officials in connection with CAC matters and the furtherance of its objectives;
To contact patrons, supporters and other organisations in connection with publicising CAC and with fund-raising for the Council;
To maintain a historical record of the choir, its administration and its concerts;
Where required for legal purposes.
Consent of individuals
CAC will only collect, store and use personal data with the consent of individuals. Except in the case of emergency, individuals will only be contacted by e-mail if they have given their explicit permission for this means of communication.
Categories of personal data held and processed
Personal data collected and processed will normally be confined to name, address, telephone numbers and e-mail addresses. Date of birth of Committee members is also collected as this is required by the Charity Commission. Group photographs of members (not named/tagged) are occasionally obtained and held by CAC for display on the website and other publicity material. Individual photographs are only taken or used with the individual’s explicit consent.
Where data is held
Because CAC has limited non-cash assets, personal data processed by them is held in hardcopy or on the personal computers and other devices of Committee members and any other designated CAC members. Names of officials and any photographic images are also held on the CAC’s website.
Sharing of data
Personal data will be treated in confidence within CAC. Addresses, telephone numbers and e-mail addresses will not be shared beyond those members of the committee and any designated others with a need to see the information.
Personal data may be shared with HMRC (in relation to Gift Aid) and with the Charity Commission and the CAC’s bank (who receive name, address, phone number, e-mail address and date of birth of Committee members). Personal data will not be shared with other third parties without the explicit consent of the individual.
Maintaining the accuracy of data
CAC will aim to record data accurately and, by annual review, to keep it up to date.
Retention and deletion of data
Contact details of CAC members who leave the Society may be retained for up to 12 months so that they can be contacted in connection with any queries or matters that arise .(for example, with time served on the Committee). Thereafter, contact details will be deleted but names may be retained where they appear on documents that constitute part of the historical record of CAC (such as minutes of Annual General Meetings).
All personal data relating to patrons and supporters will be deleted at the point they indicate that they no longer wish to be a patron or receive news of CAC’s activities.
Rights of individuals
Under the General Data Protection Regulations, individuals have various rights in relation to their personal data. These rights include the right to access their data, to rectify inaccuracies, and to require that data be erased. Any requests to exercise any of these rights should be addressed to the Secretary, CAC. The Society is committed to responding quickly and comprehensively to such requests.