Last updated: November 2019
- Who are we?
The Alderley Edge Festival (“The Festival”) is a not-for-profit organisation which provides a facility which enables children and adults to perform musically; that is instrumentally, vocally, chorally, as well as in speech and drama in front of an adjudicator and an audience, in order to obtain an adjudication of each performance. The Festival is an unincorporated association. The Festival is the Data Controller for the personal data of The Festival Committee and for information about the performers who participate in The Festival, and supporters of The Festival (for example a volunteer steward, a Friend of The Festival, sponsors and/or advertisers).
As a Data Controller, The Festival is responsible for decisions on the purposes for which your personal data is processed, how the processing is carried out and for ensuring the care of your personal data.
- Your personal data – what is it and what do we keep?
Personal data is information that relates to an identifiable living individual. Identification can be by the information alone or in conjunction with any other information in the Data Controller’s possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation, GDPR, and the Data Protection Act 2018 (we refer to these together as “data protection”)
The types of personal data The Festival holds covers identifying information such as your name, address and contact details (including email and phone number) and information relevant to your membership of the committee or your participation in The Festival/Festivals for example as a performer, part of a performing group, as an applicant, as a supporter or as a volunteer to help produce The Festival.
- How do we process your personal data?
The Festival is committed to complying with its obligations under data protection to use your personal data properly and fairly; to keep personal data up to date; to store and destroy it securely; not to collect or retain excessive amounts of personal data; and to protect personal data from loss, misuse, unauthorised access and disclosure by ensuring that appropriate technical measures are in place to protect personal data.
We use your personal data for the following purposes: –
- To run The Festival Committee, for example, by letting members know about meetings or activities and contacting appropriate members where there is an issue that needs addressing between Committee Members.
- To maintain contact with applicants, entrants and Festival volunteers on Festival related matters.
- To manage our funds through our Honorary Treasurer.
- To help organise the main event, our annual Festival.
- To effect the management of the awards and trophies where appropriate.
- To inform the public of news, events and activities where appropriate.
- To share relevant contact details with your Local Authority as required.
- To record subscriptions, donations and sponsorships, for example, from the Friends of The Festival.
The Festival carries out marketing for itself locally in several ways; by use of advertising in its programme for The Festival; by the issue of flyers; by its insertion into the annual directory of the British and International Federation of Festivals; and by inserting articles relevant to The Festival into the local press and Social Media.
- What is the legal basis for processing your personal data?
We rely on a number of different legal bases for our processing.
- We process personal data for the purposes of running The Festival as described above. This is to carry out activities within the legitimate interests of The Festival where we evaluate that they do not cause detriment or damage to the rights and interests of individuals (data subjects).
- We process personal data for any legal obligations which apply to us, for example dealing with our accounts, HMRC and The Charity Commission.
- To follow guidance and recommended best practice as required by Law, Government and Regulatory Bodies.
- With your explicit consent we hold your photograph, taken by our official photographers to be used for the design and publication of the syllabus and programme for the following years’ Festivals or for regional competitions where you are invited to attend as a winner of The Alderley Edge Festival.
We do not process “special category personal data” which may be more sensitive, such as information about health.
- Sharing your personal data
Your personal data will be shared with other members of The Festival for purposes connected with The Festival, as described earlier.
There may be cases where additional disclosures are permitted by law, such as to assist the police to detect crime. We may share your personal data in such cases, however, we will not do so unless we consider it necessary and, as far as possible, will attempt to notify you before doing so.
- How long do we keep your personal data?
We retain records for as long as is required for the purposes of running The Festival.
Specifically, we retain records of those who are participating in The Festival for as long as necessary to run The Festival and any further Festival-type organisation such as the next regional championship, if that is relevant.
For those who are working with The Festival including members of the committee, volunteers, members of the Friends scheme, sponsors or advertisers, personal data will be kept for as long as is necessary unless specifically requested to delete that data.
- Your rights and your personal data
Subject to an exemption under data protection, you have the following rights with respect to your personal data:
- The right to request a copy of your personal data which The Festival holds about you;
- The right to request that The Festival corrects any personal data if it is found to be inaccurate or out of date;
To the extent that we are processing on the basis of your consent you have:
- The right to withdraw your consent to the processing at any time;
- The right to “data portability”; that is that The Festival provides you with your personal data in a format which can be transmitted to another data controller of another Festival.
You also have a number of rights to object to processing, these are:
- The right to object to The Festival processing personal data about you. This only applies in certain circumstances;
- Where there is a dispute in relation to the accuracy of the personal data or about your objection to the processing of your personal data, a restriction will be placed on further processing until the dispute is resolved;
- In some cases, you may have the right to have your personal data erased from our records, for example where it is no longer necessary for The Festival to retain such data.
- The right to lodge a complaint with the Information Commissioner’s Office.
- Further processing
If we wish to use your personal data for a new purpose, not covered by this Data Protection Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where necessary, we will seek your prior consent to the new processing.
- Contact Details
To exercise all relevant rights, queries of complaints please in the first instance contact the Chairman of the Committee firstname.lastname@example.org
You can contact the Information Commissioners Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.