Fantasia Orchestra is a registered charity (number 1191335). This policy replaces all previous policies relating to data protection and privacy, retention and security. This policy will be reviewed on an annual basis. Fantasia Orchestra takes your privacy very seriously, and we ensure we comply with the Data Protection Act 1998 and the EU General Data Protection Regulations 2018 at all times when collecting your personal information. This Data Privacy Policy gives information on why and when we collect personal information, how we use it , how we keep it secure and for how long. You can browse our website without disclosing any personal information. However, if you choose to book tickets, register to be kept up to date with our events, support us or provide your personal data in any other form, we will only process your data in accordance with the legislation.
1. Why do we collect personal information, and on what basis? Using personal information allows us to provide you with up-to-date information about our events and work. As a registered charity we rely on donations as part of our income and we use your personal information when you make a donation to support us.
We use the following two legal bases under which personal information may be collected.
1.1 Consent We seek your active and explicit consent to engage with you.
1.2 Legitimate Interest We only collect and process information if it is necessary to the activity in question, for example you have requested to be on our mailing list. We always use your data in the most appropriate way as you would reasonably expect and aim to have the minimal privacy impact. Whenever we collect personal information on the grounds of our legitimate interest we will always give you the option to opt out of having your information used in this way at the point at which your data is collected (see ‘Your rights’ below).
2. Personal Information The personal information that we may collect from you when you book, register or donate is: Your name, Email address, Postal address, Telephone number(s)
If you choose to provide any personal information about yourself, you consent to Fantasia Orchestra collecting, storing and processing it. We will only use this data to send you news including newsletters, information about events, or to ask you for feedback on how we are doing. We do not allow anyone outside Fantasia Orchestra personnel to see any of your personal data at any time, for any reason, without your consent. If you make an online transaction with us, you give us permission to provide your financial and contact information to certain third parties, such as credit card companies and partner venues, where strictly necessary to complete your transaction with us. For some people such as donors we may also collect and store data such as: Gift Aid declarations, Bank account number, name and sort code (solely for processing direct debit or standing order payments). We never share financial information with anyone else outside Fantasia Orchestra.
Player data We collect information about our musicians for administrative and management purposes. We keep and use this information to enable us to run Fantasia Orchestra and to manage our relationship with you efficiently and lawfully. The personal information that we may collect when engaging you includes: Your name, Email address, Postal address, Telephone number(s), Bank details (for payment only), Instrument played, Date of birth, National Insurance number, Tax/VAT number, Emergency contact details.
We never share personal information with anyone else outside Fantasia Orchestra.
3. Security We take appropriate IT measures to ensure your personal information is kept safe and secure. We also only allow authorised personnel access to personal information you provide.
4. Links Our website may contain links to external websites managed and maintained by external companies including Billetto and Eventbrite. We cannot take any responsibility for content or privacy practices within these sites.
5. How long will we keep your information? We will keep your information only for as long as is reasonable and necessary for the purposes set out in this policy and to fulfil our legal obligations. The retention period will vary depending on the context and nature of the data being held, and in certain cases on obligations placed on us by law (for instance, we are required by law to keep Gift Aid declarations on file for a fixed period to satisfy taxation regulations).
6. Your Rights You can amend your personal details and email contact preferences, or request that we stop using your personal information altogether, at any time by contacting us using the details below. Please contact Lisa Quilter at lisa@fantasiaorchestra.com
7. Policy updates and questions We reserve the right to change or update this privacy policy at our discretion. Any updates will be available in this section of the website. If you have any questions about this policy, please contact Lisa Quilter at lisa@fantasiaorchestra.com
1st September 2023