{"id":3110,"date":"2026-06-06T16:33:01","date_gmt":"2026-06-06T16:33:01","guid":{"rendered":"https:\/\/www.beccleschoralsociety.co.uk\/wp\/?page_id=3110"},"modified":"2026-06-06T16:33:01","modified_gmt":"2026-06-06T16:33:01","slug":"data-protection-policy","status":"publish","type":"page","link":"https:\/\/www.beccleschoralsociety.co.uk\/wp\/?page_id=3110","title":{"rendered":"Data Protection Policy"},"content":{"rendered":"\n<p class=\"wp-block-paragraph\"><strong>Beccles Choral Society Data Protection policy \u00a0(May 2026)\u00a0<\/strong><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">In order to operate, the Society needs to gather, store and use certain forms of information about individuals.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">These individuals can include members, employees, contractors, suppliers, volunteers, audiences and potential audiences, business contacts and other people the group has a relationship with or regularly needs to contact.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">This policy explains how this data should be collected, stored and used in order to meet data protection standards and comply with the General Data Protection Regulations (GDPR).<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">This policy ensures that the Society:-<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Protects the rights of our members, volunteers and supporters<\/li>\n\n\n\n<li>Complies with data protection law and follows good practice<\/li>\n\n\n\n<li>Protects the Society from the risks of a data breach<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">See also the Society\u2019s <strong>Data Retention Policy<\/strong> (a separate document).<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Roles and Responsibilities<\/strong><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Who and what does this policy apply to?<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">This policy applies to all those handling data on behalf of the Society e.g.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Committee members<\/li>\n\n\n\n<li>Employees and volunteers<\/li>\n\n\n\n<li>Members<\/li>\n\n\n\n<li>Contractors\/3rd-party suppliers<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">It applies to all data that the Society holds relating to individuals, including:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Names<\/li>\n\n\n\n<li>Email addresses<\/li>\n\n\n\n<li>Postal addresses<\/li>\n\n\n\n<li>Phone numbers<\/li>\n\n\n\n<li>Any other personal information held (e.g. financial)<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">The Society is the Data Controller and will determine what data is collected and how it is used. The trustees\/committee members are responsible for the secure, fair and transparent collection and use of data by the Society.&nbsp; Any questions relating to the collection or use of data should be directed to the Committee.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Everyone who has access to data as part of the Society has a responsibility to ensure that they adhere to this policy.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">If and when used, the Society will ensure that third party Data Processors are compliant with GDPR.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Data Protection Principles<\/strong><\/p>\n\n\n\n<h3 class=\"wp-block-heading\">a)&nbsp; The Society will fairly and lawfully process personal data in a transparent way<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">The Society will only collect data where lawful and where it is necessary for the legitimate purposes of the Society.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>A member\u2019s name and contact details will be collected when they first join the group, and will be used to contact the member regarding group membership administration and activities.<\/li>\n\n\n\n<li>Other data may also subsequently be collected in relation to their membership, including their payment history for subscriptions.\u00a0 Where possible the Society will anonymise this data<\/li>\n\n\n\n<li>The name and contact details of volunteers, employees and contractors will be collected when they take up a position, and will be used to contact them regarding group administration related to their role.<\/li>\n\n\n\n<li>Further information, including personal financial information and criminal records information may also be collected in specific circumstances where lawful and necessary (in order to process payment to the person or in order to carry out a DBS check).<\/li>\n\n\n\n<li>An individual\u2019s name and contact details will be collected when they make a booking for an event. This will be used to contact them about their booking and to allow them entry to the event<\/li>\n\n\n\n<li>An individual\u2019s name, contact details and other details may be collected at any time (including when booking tickets or at an event), with their consent, in order for the Society to communicate with them about and promote group activities.<\/li>\n\n\n\n<li>Pseudonymous or anonymous data (including behavioural, technological and geographical\/regional) on an individual may be collected via tracking \u2018cookies\u2019 when they access our website or interact with our emails, in order for us to monitor and improve our effectiveness on these channels. <br><br>b)  The Society will only collect and use personal data for specific, explicit and legitimate purposes and will only use the data for those specified purposes.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">When collecting data, the Society will always provide a clear and specific privacy statement explaining to the subject why the data is required and what it will be used for.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">c)&nbsp; We ensure any data collected is relevant and not excessive<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">The Society will not collect or store more data than the minimum information required for its intended purpose. e.g. the Society may need to collect telephone numbers from members in order to be able to contact them about group administration, but data on their marital status or sexuality will not be collected, since it is unnecessary and excessive for the purposes of Society administration.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">d) We ensure data is accurate and up-to-date<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">The Society will ask members, volunteers and staff to check and update their data on an annual basis. &nbsp;Any individual will be able to update their data at any point by contacting the Committee.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">e) We ensure data is not kept longer than necessary<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">The Society will keep records for no longer than is necessary in order to meet the intended use for which it was gathered (unless there is a legal requirement to do so).<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The storage and intended use of data will be reviewed in line with Society\u2019s Data Retention Policy. When the intended use is no longer applicable (e.g. contact details for a member who has left the group), the data will be deleted within a reasonable period. &nbsp;<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">f) We keep personal data secure<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">The Society will ensure that data held by the Society is kept secure.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Electronically-held data will be held within a password-protected and secure environment<\/li>\n\n\n\n<li>Passwords for electronic data files will be re-set each time an individual with data access leaves their role\/position<\/li>\n\n\n\n<li>Physically-held data (e.g. membership forms or email sign-up sheets) will be stored in a locked cupboard<\/li>\n\n\n\n<li>Access to data will only be given to relevant trustees\/committee members\/contractors where it is clearly necessary for the running of the group. <br><br>g)  Transfer to countries outside the EEA<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">The Society will not transfer data to countries outside the European Economic Area (EEA), unless the country has adequate protection for the individual\u2019s data privacy rights.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">h) Individual Rights<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">When the Society collects, holds and uses an individual\u2019s personal data, that individual has the following the rights over that data. The Society will ensure its data processes comply with those rights and will make all reasonable efforts to fulfil requests from an individual in relation to those rights.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><span style=\"text-decoration: underline;\">Individual\u2019s rights<\/span><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><em>Right to be informed:<\/em> whenever the Society collects data it will provide a clear and specific privacy statement explaining why it is being collected and how it will be used.<\/li>\n<\/ul>\n\n\n\n<ul class=\"wp-block-list\">\n<li><em>Right of access:<\/em> individuals can request to see the data the Society holds on them and confirmation of how it is being used. Requests should be made in writing and will be complied with free of charge and within one month. Where requests are complex or numerous this may be extended to two months<\/li>\n<\/ul>\n\n\n\n<ul class=\"wp-block-list\">\n<li><em>Right to rectification:<\/em> individuals can request that their data be updated where it is inaccurate or incomplete. The Society will request that members, staff and contractors check and update their data on a regular basis. Any requests for data to be updated will be processed within one month.<\/li>\n<\/ul>\n\n\n\n<ul class=\"wp-block-list\">\n<li><em>Right to object:<\/em> individuals can object to their data being used for a particular purpose. The Society will always provide a way for an individual to withdraw consent in all marketing communications. Where we receive a request to stop using data we will comply unless we have a lawful reason to use the data for legitimate interests or contractual obligation.\u00a0\u00a0<\/li>\n<\/ul>\n\n\n\n<ul class=\"wp-block-list\">\n<li><em>Right to erasure:<\/em> individuals can request for all data held on them to be deleted. The Society\u2019s data retention policy will ensure data is not held for longer than is reasonably necessary in relation to the purpose for which it was originally collected. If a request for deletion is made we will comply with the request unless:\n<ul class=\"wp-block-list\">\n<li>There is a lawful reason to keep and use the data for legitimate interests or contractual obligation.<\/li>\n\n\n\n<li>There is a legal requirement to keep the data<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n\n\n<ul class=\"wp-block-list\">\n<li><em>Right to restrict processing:<\/em> individuals can request that their personal data be \u2018restricted\u2019 \u2013 that is, retained and stored but not processed further (e.g. if they have contested the accuracy of any of their data, the Society will restrict the data while it is verified).<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">Though unlikely to apply to the data processed by the Society, we will also ensure that rights related to portability and automated decision making (including profiling) are complied with where appropriate.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><span style=\"text-decoration: underline;\">i) Member-to-member contact<\/span><\/h3>\n\n\n\n<ol style=\"list-style-type:lower-roman\" class=\"wp-block-list\"><\/ol>\n\n\n\n<p class=\"wp-block-paragraph\">We only share members\u2019 data with other members with the subject\u2019s prior consent<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">As a membership organisation the Society encourages communication between members.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">To facilitate this:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Members can request the personal contact data of other members in writing via the Membership Secretary. These details will be given, as long as they are for the purposes of contacting the subject (e.g. an email address, not financial or health data) and only when the subject has consented to their data being shared with other members in this way.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\">j)&nbsp;&nbsp; How we get consent<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">The Society will regularly collect data from consenting supporters for marketing purposes. This includes contacting them to promote performances, updating them about group news, fundraising and other group activities.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">When data is collected for this purpose, we will provide:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>A method for users to show their positive and active consent to receive these communications (e.g. a \u2018tick box\u2019)<\/li>\n\n\n\n<li>A clear and specific explanation of what the data will be used for (e.g. \u2018Tick this box if you would like Beccles Choral Society to send you email updates with details about our forthcoming events, fundraising activities and opportunities to get involved\u2019)<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">Data collected will only ever be used in the way described and consented to (e.g. we will not use email data in order to market 3rd-party products unless this has been explicitly consented to).<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Every marketing communication will contain a method through which a recipient can withdraw their consent (e.g. an \u2018unsubscribe\u2019 link in an email). Opt-out requests such as this will be processed within 14 days.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">k)&nbsp; &nbsp;Data Breaches<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">The Society takes any breach of data seriously. A data breach can be deliberate or accidental:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Loss of data \u2013 e.g. not knowing where physical or digital data is stored or how to access it, including devices being lost or stolen.\u00a0<\/li>\n\n\n\n<li>Destruction of data \u2013 both physical and digital<\/li>\n\n\n\n<li>Corruption of data \u2013 e.g. changing data without permission or good reason or changing it with permission or good reason but incorrectly, either by Society members (the Committee\/Trustees), volunteers or third parties<\/li>\n\n\n\n<li>Unauthorised use of data e.g. sending an email that requires consent where consent has not been given.<\/li>\n\n\n\n<li>Unauthorised access to data \u2013 e.g. an (unauthorised) third party gains access to data stored by the Society<\/li>\n\n\n\n<li>Unauthorised disclosure of data \u2013 e.g. the Society passing data to a third party where we do not have a lawful basis to do so.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">The Society acknowledges that a data breach can occur through both action and inaction on the part of the Data Controller or Processor.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">How we prevent Data breaches<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The Society has the following safeguards to ensure against possible data breaches:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Data is stored on secure systems with access controlled by passwords<\/li>\n\n\n\n<li>We ensure passwords are updated on a regular basis, including as soon as an individual\u2019s role within or relationship to the Society changes.<\/li>\n\n\n\n<li>Mass communications are only sent in line with mailing preferences.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\"><span style=\"text-decoration: underline;\">If a Data breach occurs<\/span><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">If anyone associated with the Society thinks a data breach has occurred then it should be reported to the Committee immediately.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The Committee will work with relevant individuals to investigate the potential breach. The response plan will include the following steps:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Establish if a breach has occurred.<\/li>\n\n\n\n<li>Investigate if any measures can be taken to contain or minimise the breach.\u00a0\u00a0<\/li>\n\n\n\n<li>Establish the full extent and nature of that breach \u2013 including what the breach was, how many data subjects are affected and who they are.<\/li>\n\n\n\n<li>Establish if the data breach has, or is likely to, pose a significant risk to the data subjects rights and freedoms:<\/li>\n\n\n\n<li>If the breach does pose a significant risk to the data subjects rights and freedoms we will:\n<ul class=\"wp-block-list\">\n<li>Ensure all trustees are informed<\/li>\n\n\n\n<li>Report the breach to the ICO. This will be done in-line with their guidelines and as soon as possible, but no later than 72 hours after the breach occurred<\/li>\n\n\n\n<li>Report the breach to any other relevant regulators.<\/li>\n\n\n\n<li>Report the breach to the data subjects affected, informing them of what has happened, possible and likely impacts it might have on them and what we are doing to manage the breach and reduce risk of future occurrences<\/li>\n\n\n\n<li>If the breach does not pose a significant risk to the data subjects rights and freedoms we will:\n<ul class=\"wp-block-list\">\n<li>Document details of the breach and the decision making process involved in assessing the severity and risk of the breach.<\/li>\n\n\n\n<li>Ensure the breach is reported to the Committee at the next planned Committee meeting.\u00a0<\/li>\n\n\n\n<li>Conduct an internal investigation into how the breach happened and what measures need to be taken to minimise the risk of similar breaches occurring in the future.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\">l) &nbsp;&nbsp;Cookies on the Society\u2019s website<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">A cookie is a small text file that is downloaded onto \u2018terminal equipment\u2019 (e.g. a computer or smartphone) when the user accesses a website. It allows the website to recognise that user\u2019s device and store some information about the user\u2019s preferences or past actions.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The Society may use uses cookies on its website in order to monitor and record users\u2019 activity. This allows us to improve users\u2019 experience of our website by, for example, allowing for a \u2018logged in\u2019 state, and by giving us useful insight into how users as a whole are engaging with the website.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>POLICY APPROVAL AND REVIEW<\/strong><strong><\/strong><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">This policy will be reviewed annually, or sooner, if legislation, guidance or Beccles Choral Society\u2019s activities change.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Beccles Choral Society Data Protection policy \u00a0(May 2026)\u00a0 In order to operate, the Society needs to gather, store and use certain forms of information about individuals. These individuals can include members, employees, contractors, suppliers, volunteers, audiences and potential audiences, business &hellip; <a href=\"https:\/\/www.beccleschoralsociety.co.uk\/wp\/?page_id=3110\">Continue reading <span class=\"meta-nav\">&rarr;<\/span><\/a><\/p>\n","protected":false},"author":3,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"footnotes":""},"class_list":["post-3110","page","type-page","status-publish","hentry"],"_links":{"self":[{"href":"https:\/\/www.beccleschoralsociety.co.uk\/wp\/index.php?rest_route=\/wp\/v2\/pages\/3110","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.beccleschoralsociety.co.uk\/wp\/index.php?rest_route=\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/www.beccleschoralsociety.co.uk\/wp\/index.php?rest_route=\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/www.beccleschoralsociety.co.uk\/wp\/index.php?rest_route=\/wp\/v2\/users\/3"}],"replies":[{"embeddable":true,"href":"https:\/\/www.beccleschoralsociety.co.uk\/wp\/index.php?rest_route=%2Fwp%2Fv2%2Fcomments&post=3110"}],"version-history":[{"count":1,"href":"https:\/\/www.beccleschoralsociety.co.uk\/wp\/index.php?rest_route=\/wp\/v2\/pages\/3110\/revisions"}],"predecessor-version":[{"id":3111,"href":"https:\/\/www.beccleschoralsociety.co.uk\/wp\/index.php?rest_route=\/wp\/v2\/pages\/3110\/revisions\/3111"}],"wp:attachment":[{"href":"https:\/\/www.beccleschoralsociety.co.uk\/wp\/index.php?rest_route=%2Fwp%2Fv2%2Fmedia&parent=3110"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}