TMC’s Privacy Policy
The Basics
Our Privacy Policy
Tonbridge Music Club (TMC) is committed to the protection of your rights and your privacy.
Our Privacy Policy explains how we collect, store and use the personal information you give to us. If you have any questions concerning your personal data and how we look after it, or if you would like to update your details or contact preferences please contact tmc@tmc.org.uk
As a data controller we fully comply with the Data Protection Act 2018, which includes the General Data Protection Regulations (GDPR), and other relevant legislations.
We will need to make changes to this policy from time to time, to make sure that we are always providing you the latest information about what is happening to your personal information.
This policy was last updated on 25 May 2019
Our Privacy Promise
We are committed to protecting the privacy of our members, supporters and performers. We take your privacy seriously and treat all information you give us with great care.
We promise:
- To be clear about why we need to collect your personal information and what we are going to use it for
- To make it easy for you to tell us how you would like us to keep in touch
- To only collect the information we need to make sure we deliver the best service
- To never sell or share your personal information, or let other organisations use it for marketing
- To take good care of your personal information, and make sure it is up to date, safe and secure at all times
- To make sure that any suppliers or partners who carry out work on our behalf meet the same high standards that we adhere to when handling your personal information
Privacy for Members, Ticket Buyers & Donors
Information We Collect
Information we collect from you may include:
- Name and postal address
- Email address and phone number(s)
- Details of purchases and membership
- Details of donations, Gift Aid Declarations and gifts left in your will,
- Enquiries and feedback
- Interaction with our social media pages
- IP address when visiting our website and pages visited within the site
N.B When purchasing tickets or membership online from our website, your card details are collected on our behalf by Stripe, our third-party secure payment processing service. Tonbridge Music Club never has access to your card details.
We do our best to keep your information up to date. This includes monitoring returned mail to let us know if you no longer live at the address we hold for you. Please do let us know if your details have changed
How We Collect Your Data
We obtain personal information on you when you engage and interact with us in the following ways:
- Purchase a membership or ticket
- Subscribe to our mailing lists (post or email)
- Make a donation
- Use our website
- Participate in audience feedback about our concerts/workshops
- Share information on social media
- Contact us directly
In sharing your personal information with us, you are agreeing to our collection and use of your data as described in this Policy.
WHY WE COLLECT YOUR DATA
We collect your information:
- To provide the product, service or information you have requested or bought
- To carry out administration of your membership, donations, bookings, volunteering and other services
- To personalise your communications
- To contact you if we need to obtain or provide additional information
- To better understand our supporters, enabling us to personalise and improve the work of our charity and the services we offer
Our legal basis for collecting and using your personal information
- Where there is a contract and the use of information is necessary for the performance of the contract or to take steps at your request prior to entering into it (for example when you buy tickets or membership from us)
- Where there is a legal obligation. For example, to share your personal information with HMRC to process Gift Aid.
- Where it is in your/somebody else’s vital interests (for example in the case of a medical emergency suffered at an event).
- Where you have given your consent (for example, to receive marketing emails). This consent can be withdrawn.
- Where we have a “legitimate interest”. Our main “legitimate interest” being to support the continuing operation of Tonbridge Music Club.
- We do not make automated decisions or do profiling with the data we hold
HOW WE USE YOUR DATA
In addition to this policy, your personal data is protected in the UK by the Data Protection Act 2018. Under this Act we will only process any data we hold about you in a lawful and fair manner.
Processing
We retain your name, contact details when you purchase a ticket or membership,
- If you have joined as a Member, we will use your contact details to send information about your membership and any additional information you are entitled to as a Member, such as notices of the AGM and exclusive members-only events. We will also send you details about membership renewal and information relating to your payments.
- If you have bought tickets for a concert, in the unlikely event we have to cancel the concert, we will endeavour to make contact with you by email or phone, using your contact details.
Information about Members is retained for the following two seasons after their membership ceases unless they ask for it to be removed. This allows us to track our overall membership retention. When Members cease membership, we ask if they wish to continue to receive marketing communications from us. Personal information about non-members is retained for as long as they wish to receive communications from us. Every marketing email we send contains details of how to unsubscribe .
When you make a donation we retain your name, contact details and any information you give in a gift aid declaration in order to thank you for your support. We are also required to share this information with HMRC if you have completed a Gift Aid declaration.
Marketing and Communications
With your consent we will contact you with information about upcoming concerts and other local events, and we may contact you to ask for feedback about our activities.
The communication channels we use are email, post, phone and social media.
- Email – News and reminders of future concerts and events, information about other local activities, and invitations to offer additional support or feedback
- Post – Brochures for future seasons
- Phone – To gather your feedback
You are able to choose which communication channel is preferable for you and what marketing you wish to receive.
We monitor and limit the amount of marketing communications we issue to ensure we are not sending you too much. The maximum you would normally receive is three emails per month during the concert season, in addition to any communications that are not marketing related, described above.
WHO HAS ACCESS TO YOUR DATA
We will never sell your personal information, or share it with any other organisation for their own purposes.
Your personal information will only be shared if:
- We are legally required to, or as a result of a lawful request by a governmental or law enforcement authority.
- We have engaged a supplier or contractor to carry out services on our behalf, such as a transaction fulfilment or sending our e-communications.
- Your information is required by our Trustees, volunteers or contractors in order for them to carry out their role in line with this Privacy Policy.
- Our Independent Examiner requires it to check our operation.
Mailchimp (e-communications distributor)
Our e-communications distributions provider Mailchimp will have access to, and will store and process any personal contact details you share with us if you sign up for marketing emails on our website, but only on our instruction. If you have not ticked the relevant box on our website indicating you would like to receive marketing communication via email, we will not disclose your personal details to Mailchimp.
Please note that the information we disclose to Mailchimp will be transferred and may be stored at a destination outside the European Economic Area (EEA), including the USA, where the level of protection given to your personal data may be less than is legally required in the EEA. It may also be processed by staff operating outside the EEA who work for Mailchimp. Mailchimp will access, use and store such information in accordance with the Mailchimp Privacy Policy (http://mailchimp.com/legal/privacy//). Mailchimp have agreed that they will only process your personal information in accordance with our documented instructions. However, please note that Mailchimp are an independent company. If you do not feel comfortable with us disclosing your contact details with Mailchimp, please choose to either unsubscribe to receive marketing via email, or do not subscribe.
Stripe (payment processing)
When purchasing tickets or membership online from our website, payment is made through our third-party secure payment processing service, Stripe. Tonbridge Music Club never sees your card details. Stripe collects, uses and processes your information, including payment information, in accordance with their privacy policy. https://stripe.com/gb/privacy
PRIVACY FOR AGENTS AND ARTISTS
INFORMATION WE COLLECT
Information we collect from you may include:
- Name and postal address
- Email address and phone number(s)
- Bank Details
- Agreed fees and other contractual terms and conditions
- Images of you both provided by you and taken by us in line with what we agree with you
- Enquiries and feedback
- Interaction with our social media pages
- IP address when visiting our website and pages visited within the site
HOW WE COLLECT YOUR DATA
We obtain personal information on you when you:
- Contact us about an artist (agent)
- Contact us directly (artist)
- Perform as an artist
- Use our website
- Share information on social media
In sharing your personal information with us, you are agreeing to our collection and use of your data as described in this Policy.
WHY WE COLLECT YOUR DATA
We collect your information to carry out administration and publicity with regards to your performance for Tonbridge Music Club.
Our legal basis for collecting and using your personal information
- Where there is a contract and the use of information is necessary for the performance of the contract or to take steps at your request prior to entering into it
- Where there is a legal obligation. For example, to share your personal information with HMRC
- Where it is in your/somebody else’s vital interests (for example in the case of a medical emergency suffered at an event).
- Where we have a “legitimate interest”. Our main “legitimate interest” is to support the continuing operation of Tonbridge Music Club.
WHO HAS ACCESS TO YOUR DATA
We will never sell your personal information, or share it with any other organisation for their own purposes.
Your personal information will only be shared if:
- We are legally required to, or as a result of a lawful request by a governmental or law enforcement authority.
- Our Independent Examiner requires it to check our operation.
- Your information is required by our Trustees, volunteers or contractors in order for them to carry out their role in line with this Privacy Policy.
PRIVACY FOR COMMITTEE MEMBERS AND VOLUNTEERS
INFORMATION WE COLLECT
Information we collect from you may include:
- Name and postal address
- Email address and phone number(s)
- Images of you when taking part in volunteering activities
- Enquiries and feedback
- Interaction with our social media pages
- Interaction with G Suite for Non Profits applications you use (see https://policies.google.com/privacy for more detail on Google’s privacy policy)
- IP address when visiting our website and pages visited within the site
We do our best to keep your information up to date. This includes monitoring returned mail to let us know if you no longer live at the address we hold for you. Please do let us know if your details have changed.
HOW WE COLLECT YOUR DATA
We obtain personal information on you when you engage and interact with us in the following ways:
- Use our website
- Volunteer with us
- Share information on social media
- Contact us directly
In sharing your personal information with us, you are agreeing to our collection and use of your data as described in this Policy.
WHY WE COLLECT YOUR DATA
We collect your information:
- To provide the service or information you have requested
- To carry out administration with regards to your volunteering
- To contact you if we need to obtain or provide additional information
- To better understand our committee members and volunteers, enabling us to personalise and improve the work of our charity and the services we offer
- To promote the work of volunteers in the charity and encourage more volunteers and members.
Our legal basis for collecting and using your personal information
- Where it is in your/somebody else’s vital interests (for example in the case of a medical emergency suffered at an event).
- Where we have a “legitimate interest”. Our main “legitimate interest” is to support the continuing operation of Tonbridge Music Club.
WHO HAS ACCESS TO YOUR INFORMATION
We will never sell your personal information, or share it with any other organisation for their own purposes.
Your personal information will only be shared if:
- We are legally required to, or as a result of a lawful request by a governmental or law enforcement authority.
- Your information is required by our Trustees, volunteers or contractors in order for them to carry out their role in line with this Privacy Policy.
- Our Independent Examiner requires it to check our operation.
GENERAL INFORMATION
OUR SECURITY
The security of your information is paramount to us.
We will keep your data securely to prevent unauthorised access by third parties. We use encryption or passwords for the storage and transfer of data. We also regularly review our measures to ensure they are up to date and in line with latest developments.
If you have a password to allow access to certain parts of our systems, you must keep that password safe and not share it with anyone, or your personal information could be at risk.
Please note that the transmission of information via the internet is never completely secure, and although we do our best to protect it, we cannot guarantee the security of personal information transmitted over the internet.
We will take every reasonable precaution to keep your information safe but it cannot be guaranteed and so please be aware that any information you do transmit to us is at your own risk. Once we have received your information we will use our best effort to ensure its safety. We store information with our web hosting service, Zen, who is based in the European Economic Area, and within Google’s G Suite for Non-Profits whose contractual commitments fully meet the requirements to legally frame transfers of personal data from the EU to the rest of the world.
We will only hold your personal information for as long as reasonably necessary to carry out services and administer your relationship with us. Typically this is two years since your last interaction with us unless we are required to hold it longer for legal or taxation reasons.
If, and when, we dispose of your information it will always be done securely.
PERSONS UNDER THE AGE OF 16
We seek to protect the privacy of children aged 16 or under. If you are aged 16 or under‚ please make sure you obtain a parent/guardian’s permission before providing us with personal information.
COOKIES
When we provide services, we want to make them easy, useful and reliable. Where services are delivered on the internet, this sometimes involves placing small amounts of information on your device, for example, computer or mobile phone. These include small files known as cookies. They cannot be used to identify you personally. These pieces of information are used to improve services for you through, for example:
- enabling a service to recognise your device so you don’t have to give the same information several times during one task.
- recognising that you may already have given a username and password so you don’t need to do it for every web page requested.
- measuring how many people are using services, so they can be made easier to use and there’s enough capacity to ensure they are fast.
THIRD PARTY WEBSITE LINKS & COOKIES
Our website may contain links to other websites that are outside our control and are not covered by this Privacy Policy. If you access other sites using the links provided, the operators of these sites may collect information from you that will be used by them in accordance with their privacy policy, which may differ from ours.
To make it easy for you to use and share our website we embed features from other websites such as Facebook and Twitter. Browsing the TMC website may place cookies from these third party websites on your computer. TMC has no control over these cookies so it is not always possible to list them, and they are liable to change without notifying us.
We may refer to companies, organisations and public bodies and enable access to their websites directly from our website. Each company, organisation or public body operates its own policy regarding the sale of personal data and the use of cookies. If you have a particular interest in, or concern regarding the way your data will be used then you are advised to read the Privacy Statement on the relevant website.
WEBSITE ACCESSIBILITY
We aim to conform to level Double-A of the World Wide Web Consortium (W3C) Web Content Accessibility Guidelines 2.0, which help make the web more user friendly for all people.
Our website should display correctly in the current and previous two versions of Firefox, Chrome, Internet Explorer, Safari and Opera. There may be some areas that require you to have JavaScript turned on to work.
If you have concerns or issues you wish to raise please contact tmc@tmc.org.uk
YOUR RIGHTS
You have the right to know what personal information we hold about you and how we use it, and this privacy policy is intended to provide you with clear information on this.
You have the right to correct any inaccurate personal data held by Tonbridge Music and the right to withdraw consent for the processing of your personal data. If you no longer want us to hold your personal details you can request for them to be removed from our database at any time by contacting tmc@tmc.org.uk
You also have the right to request a copy of the information we hold about you. This is called a Subject Access Request. If you would like to make a Subject Access Request please do so by sending an email to the Secretary email: tmc@tmc.org.uk
CONTACT
If you need help or have any questions about this policy and your rights in regarding the processing of your personal information please email secretary@tmc.org.uk
For broader advice and guidance, please contact the data protection regulator:
The Information Commissioner
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF
Telephone: 01625 545700
If you have a concern about Tonbridge Music Club’s information rights practices, please contact the Information Commissioner’s Office (ICO) helpline on 0303 123 1113.