Spectrum LGBT+ Choir is an unincorporated association, based in Exeter.
If you join our choir, we’ll ask for the following personal information and contact details.
- Your name, age and gender
This helps us to identify you. We may use your age and gender to produce statistics about our membership base. - Your home address
You do not have to provide this, but it helps us to understand where our membership is located, and how much of Devon we reach. - Your phone number
We ask for this in case we need to contact you by phone. You don’t have to provide it if you don’t want to. - Your email address
This helps us identify you. We occasionally send emails newsletters and other updates, but you can choose whether or not to receive these. If you choose to receive these but change your mind, you can unsubscribe at any time using the unsubscribe link at the bottom of every email.
We’ll keep your information in our database. Our database also keeps track of what emails and communication we’ve had with you. We keep your information spreadsheets and paper records, and use these for monitoring attendance and collecting membership fees.
Your contact details will never be shared outside of Spectrum without your explicit consent.
We’ll also ask for monitoring information, including identity/sexual orientation, employment status, etc. Providing this information is completely optional and any information is stored separately from our main membership list.
We use the information – as well as information on age, location and gender – for statistical purposes, to understand and provide evidence of the impact the choir has. We will share anonymised statistics with other people and organisations, for example when we are applying for a grant or funding, or when we are publicising the choir, but we will never share information which could be used to personally identify any individual member without that member’s explicit, informed consent.
Our legal basis
We believe it is within our legitimate interest, and necessary for the effective administration of the choir, for us to:
- maintain basic records of choir members, including sessions attended and fees paid
- produce and share anonymised statistics with others
With your explicit and informed consent we:
- hold your contact details on file and use them to send you occasional marketing materials, such as email newsletters
- hold sensitive data, such as your sexual orientation or disabilities
We may ask you for additional personal information and process it with your consent. We will only hold this information for as long as it is needed for the stated purpose, unless you consented clearly and unambiguously for this information to be held on file for longer.
- For example, to help organise an event, we might ask for your t-shirt sizes or details of your allergies or disabilities.
- We would hold these on file until our involvement in the event has concluded.
Enquiries
We welcome any enquiries about how we process personal data and you are welcome to contact us at any time. Please email chair@spectrumdevon.org.uk
| v1 | Published 2019-05-18 | Josh Smith |