Privacy Policy

What is this guide for?

Seaford Choral Society is committed to protecting your personal data in line with the General Data Protection Regulations (GDPR).

What data do we collect and what do we use it for?

Seaford Choral Society collects data from members and putative members to help us plan, organise and run the day-to-day operations of the group (e.g. co-ordinating rehearsals or collecting subscription payments) and to keep members informed of the society’s activities and items that may be of interest.

When you join Seaford Choral Society as a member, or during your membership with us, we will need to collect some of the following information:

  • Name
  • Email address
  • Phone number
  • Address
  • Emergency contact details
  • Age/gender
  • Photos/video footage
  • Gift Aid status
  • Voice (SATB)
  • Payments made (subs, purchases etc)

This data will be used to:

  • manage your membership
  • organise and run our activities
  • keep records of subscriptions and other payments required and made
  • ensure you are positioned appropriately in the choir
  • keep you apprised of details of concerts and other activities
  • share useful/interesting information with you (eg Making Music articles, concerts and opportunities offered by other societies, history of our society etc)

Who will have access to your data?

The three society officers (chair, treasurer and secretary) will be able to make use of the data you provide if  necessary. It will not be revealed to other committee members, members or external organisations.

How will the data be stored?

Plans are being made to create a password-protected Google account for the society within which (Google drive) all membership files and accounts will be saved. The treasurer will ensure that security protocols are set such that access by any other means is not possible. Although no data is safe from a major security attack, this is not high-sensitivity or high risk data. Google contacts will also be populated in order to facilitate emailing.

For how long will the data be stored?

Data required to manage your membership will be stored until you actively relinquish membership or within two years of you ceasing to attend. We will not save dat for which we have no legitimate requirement. If you have previously completed a “Staying in Touch form” (or granted permission to contact you in any other way) you may withdraw your permission at any time by contacting The Chair.

Protocol for sending emails.

(subject to you completing a “Staying in Touch” form)

Emails will be sent (functions listed above) as long as you have given explicit permission for this by completing a form or sending your permission via email or in writing.

All members will receive blind carbon copies (bcc), ensuring that no other addresses are revealed. Special care must be taken to ensure that this always happens.

Do we share your data with anyone else?

We will never pass your details on to third parties for any purposes. Google has its own privacy policies, which do not conflict with our own.

How can you get us to update your data?

You can contact us at any time to update or correct the data we hold on you. The treasurer will be available at every rehearsal to check the accuracy of your data and to make amendments as necessary.

What rights do I have?

Under the European GDPR, you have the following rights over your data and its use:

  • The right to be informed about what data we are collecting on you and how we will use it
  • The right of access – you can ask to see the data we hold on you
  • The right to rectification – you can ask that we update or correct your data
  • The right to object – you can ask that we stop using your data for a particular purpose
  • The right to erasure – you can ask us to delete the data we hold on you
  • The right to restrict processing – you can ask that we temporarily stop using your data while the reason for its use or its accuracy are investigated
  • Though unlikely to apply to the data we hold and process on you, you also have rights related to portability and automated decision making (including profiling)

All requests related to your rights should be made to The Chair.  We will respond within one month.


You can find out more about your rights on the Information Commission’s Office website