The General Data Protection Regulation (GDPR) and the Data Protection Act 2018 have come into effect as from 25 May 2018. Dark Peak Music Foundation has reviewed its management of personal data and prepared the following privacy statement.
The principal requirements are that all personal data is processed fairly, only used for lawful purposes, is adequate and not excessive, is kept up to date, is not kept for longer than is required and is processed in accordance with the rights of “data subjects” (i.e. the people about whom the data is held). NB. These requirements do not apply to information about companies.
GDPR Statement from Dark Peak Music Foundation
1. Members, friends, alumni and supporters may provide the Foundation with personal data via student registration forms, trip registration forms, email or the website, mailing list registration forms at events and through online ticket booking services such as Ticketsource.co.uk
2. These details are only used where we have obtained consent to do so and for legitimate reasons, including health and safety, safeguarding and keeping members informed about the day-to-day running of the Foundation.
3. The Foundation shares with Derby & Derbyshire Music Partnership details of student names, instrument/voice, date of birth and performance level, to comply with our regulatory funding obligations. This personal data is shared with Arts Council England as a funder of the Partnership.
4. We will not share data with any other organisations under any circumstances.
5. The Dark Peak Music Foundation currently holds the following data for each member:
- Name and date of birth of player and date joined
- Ensemble, instrument and approximate grade
- School attended, instrument teacher and type of lesson
- Name and title of parent/guardian
- Postal address, email address and telephone number(s) of parent/guardian
- Medical information (as applicable)
This data is reviewed annually and is deleted when a member leaves the Foundation, other than personal data required for Gift Aid which we are required to retain for six years. Any member leaving the Foundation will be invited to join the Foundation’s friends and alumni (see 7 below).
6. For tours and trips only:
- Next of kin/emergency contacts
- Copy of player’s passport and EHIC card
This data is deleted following the tour/trip it was collected for.
7. The Dark Peak Music Foundation will hold the following information for friends, alumni and supporters of the organisation:
- Telephone number
- Email and postal address
This data will be held until a written request is received for it to be deleted.
8. This data is stored securely by the Dark Peak Music Foundation in hard copy and also in electronic format using Dropbox. The email addresses of parents/guardians, registered Friends and Alumni are also stored in MailChimp.
9. The name of each player, parental contact details and any necessary medical information is re-printed in hard copy on a weekly attendance record. The attendance records are stored securely and held for no longer than 1 year.
10. If any person believes that the Dark Peak Music Foundation holds data about them and makes a request for it, the data in question will be made available to the person concerned in electronic format and within 30 days of the request being made.