Data Privacy Policy

Middleton band takes the protection of data supplied to us very seriously.

Middleton band collects and securely holds data for a range of purposes.

Friends of Middleton Band

By completing the registration form, friends of Middleton Band members consent to the data they have supplied to be processed and kept securely for the purposes of:

recording of individual donations and maintenance of running totals,
reporting of donations for Gift Aid collection and maintenance of accounting records,
sending you information in accordance with your ‘Friends of Middleton Band membership’ this includes but is not limited to newsletters, information about your membership and upcoming band events.

The data supplied on the membership form will not be shared with any third party or used for any other purposes. Should a Friend of Middleton Band cancel their membership or not renew their membership within 6 months, all data we hold for that person will be securely destroyed.

It is the responsibility of Friends of Middleton Band members to inform us of any data changes to keep their information up to date.

Friends of Middleton Band members have the right to withdraw this information at any time by emailing secretary@middletonband.com stating you would like us to remove your data from our records and therefore cancel your subscription to Friends of Middleton Band. We will retain gift aid information as detailed below.

Mailing List

By subscribing to our electronic mailing list, subscribers consent for us to send information about our upcoming events. Subscribers’ email addresses will not be passed to any third party or used for any other purpose. Subscribers can unsubscribe at any time by replying to any email with ‘ unsubscribe’ in the subject line or body of the email.

Gift Aid Declarations

By completing a gift aid declaration form, donors consent to the data they have supplied to be processed and kept securely for the purposes of:

reporting of donations for Gift Aid collection and maintenance of accounting records,

We must keep records of all Gift Aid declarations, whether they are written, online or verbal for 6 years from the end of the accounting period they relate to. After this period, records will be securely destroyed.

A donor can cancel their declaration at any time, eg, because they no longer pay UK tax. Cancellation will not affect Gift Aid donations already made. Once a declaration has been cancelled, any further donations from that donor will not qualify.

Donors can’t cancel declarations for one-off donations once they’ve made the donation.

A donor can cancel a verbal declaration within 30 days of them receiving a letter confirming the declaration.

We are required by law to keep records of any cancelled declarations, including the cancellation date.

Charity Members & Playing Band Members Inventory

By completing a Charity Membership form or an inventory form, charity members / playing members consent to the data they have supplied to be processed and kept securely for the purposes of:

a record of charity membership
emergency communication with members/ their families (youth members)
to relay important information about rehearsals or engagements. e.g sudden changes to expected scheduling
a record of who has loaned equipment and where it is being kept for insurance purposes.
a record of parental consent for youth members to attend the band, and audiovisual consent details.

Middleton band will not use the above information for any other purpose and will not share or supply your information to any third party.

It is the responsibility of Charity members/playing members, or in the case of youth members their parents or carers, to inform us of any data changes to keep the information up to date.

Members have the right to withdraw their information at any time by emailing secretary@middletonband.com stating you would no longer like your data to be held by us. This will terminate that person’s membership of the charity. Any band equipment loaned to that person must be returned in order for the data held to be destroyed. For youth players, removal of consent and emergency contact data will also terminate that player’s membership of the band.

When a charity member/playing member leaves the band, all personal details will be securely destroyed once membership has been canceled in writing or by trustee vote, subject to the satisfactory return of any loaned equipment.

Safe Working Practices – DBS Information

To ensure the highest standards of safeguarding of our young and vulnerable members, we keep up to date records of DBS checks, tutor details including contact information and training information. This information is kept solely for the purposes of record-keeping for safeguarding and will not be used for any other purpose or shared with any third party.

Information relating to tutors will only be kept whilst the tutor is associated with the band. This information will be securely destroyed upon the tutor ceasing to be involved with the band.

Feedback forms/comments/complaints

The Middleton Band Organisation employs an ethos of continuous improvement, and therefore we value constructive feedback to help us in this process.
Any personal information such as contact information provided on a comment or feedback form is collected for the purpose of acknowledging receipt of the feedback and where appropriate to reply. Records of written feedback supplied to the band shall be kept for a period of 5 years.

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