Privacy Notice, Data Protection & Confidentiality (GDPR)

We are committed to protecting your personal data and respecting your privacy in accordance with the UK General Data Protection Regulation and the Data Protection Act 2018.

What Data We Collect

We may collect:

  • Name and contact details (email, phone number)
  • Emergency contact information
  • Demographic information (optional, for inclusion monitoring)
  • Health/accessibility information (where relevant)
  • Photos, videos, and audio recordings from rehearsals, studio sessions and events
  • Attendance and participation records

How We Use Your Data

We use your data to:

  • Manage choir membership and communication
  • Organize rehearsals and events
  • Ensure accessibility and inclusion
  • Promote The ATML Choir (with consent)
  • Meet legal and safeguarding obligations

Lawful Basis for Processing

We process personal data under lawful bases which may include;

  • Consent (e.g., joining forms, media use)
  • Legitimate interests (e.g., managing choir membership)
  • Legal obligation (where applicable)

Special Category Data

We may collect sensitive data (e.g., health, accessibility needs, ethnicity) only when:

  • Explicit consent is obtained
  • It is necessary to ensure inclusion and accessibility

Data Minimization

We will:

  • Only collect data that is necessary
  • Avoid excessive or irrelevant data collection

Data Sharing, signposting and referrals

We will not sell your data. We may share your data with:

  • Event partners (where necessary)
  • Service providers (e.g., email platforms)
  • Authorities (if legally required)
  • Other support or charity organizations to provide you with support when needed, for referral or signposting purposes with your consent

Transparency

Individuals will be informed about:

  • What data we collect
  • Why we collect it
  • How it will be used

Data Storage and Security

We will:

  • Store data securely (digital and physical)
  • Limit access to authorized individuals
  • Use password protection and secure systems

Retention

Personal data will:

  • Be kept only as long as necessary, usually for a period of 6 years from the date of collection.
  • Be securely deleted when no longer required

Your Rights

In accordance with the UK GDPR, you have the right to:

  • Access your data collected and stored by us in our database
  • Request correction of inaccurate data
  • Request deletion (“right to be forgotten”)
  • Restrict or object to processing
  • Withdraw consent at any time

Requests will be handled promptly and within legal timeframes.

Reporting and Complaints

Any concerns regarding discrimination, harassment or data misuse should be reported to us via our contact form or via email to info@atmlchoircic.org.uk. If you have concerns, contact us first. If we are unable to resolve your complaints you can complain to the Information Commissioner’s Office.

We shall;

  • Take all complaints seriously
  • Investigate promptly and fairly
  • Take appropriate action where necessary

Monitoring and Review

We will:

  • Regularly review this policy
  • Seek feedback from members
  • Monitor participation and inclusion outcomes (in line with data protection laws)