At the All Souls Music (Langham Arts Trust) we are committed to protecting your privacy.
This Privacy Notice describes:
WHO WE ARE
All Souls Music (Langham Arts Trust)’s is a charity committed to reach out to a multi-cultural society for Christ through music in worship which inspires, educates and challenges and contributes to the life of God’s people.
We are a charity registered in England and Wales (no. 1059611) and limited company (no. 3281520). Our registered office is 2 All Souls Place, London W1B 3DA. We are also registered on the Information Commissioner’s Office (ICO) Register (no. Z9549283), and act as the data controller.
All Souls Music (Langham Arts Trust) gather and process your personal information in accordance with this privacy notice and in compliance with the relevant data protection Regulation and laws. This notice provides you with the necessary information regarding your rights and our obligations, and explains how, why and when we process your personal data.
Our designated Data Protection Officer can be contacted at firstname.lastname@example.org, or 020 7935 7246
WHAT INFORMATION DO WE COLLECT?
All Souls Music (Langham Arts Trust) only collect your personal information in order to provide you with our products and services and to meet our legal, statutory and contractual obligations associated with those transactions. We will never collect any unnecessary personal data from you and do not process your information in any way, other than as specified in this notice.
The personal data that we will collect from you is: –
- Home Address (optional)
- Personal Email
- Business Email (optional)
- Home Telephone Number (where applicable)
- Mobile Telephone Number (where applicable)
- Bank account details (donors or suppliers)
- Dietary & allergy information (performers only)
Our website collects also some data using cookies – an industry standard for most websites. (for information on Cookies see note at end of this notice).
HOW DO WE COLLECT IT?
We collect your personal data with your consent. That means that we only collect what you give us or have agreed we can have; for example, when you buy a ticket or product, make a donation, make an enquiry about our activities or participate in an event as a player or volunteer. In some cases, in order to fulfill your requested service or order, we may need to collect personal information from third parties, as follows:
- website product orders (via WooCommerce & Paypal)
- website ticket orders (via Eventbrite & Paypal)
- Donations and Gift Aid declarations (via Paypal, JustGiving, CAF)
- Our website collects data using cookies (see Cookie note at end of this notice).
You have the right to withdraw consent at any time. If you would like to withdraw consent to processing or alter your preferences, you can do so by emailing email@example.com or directly on the Update Us page our website.
You can also turn off cookies on your web browser if you don’t want to use them (see Cookie note).
WHAT DO WE DO WITH IT?
All Souls Music (Langham Arts Trust) only use your personal data for the reason we originally collected and in ways you would expect. We take your privacy very seriously and will never disclose, share or sell your data without your consent; unless required to do so by law in the limited examples detailed below.
We only retain your data for as long as is necessary and for the purpose(s) specified in this notice.
The purposes and reasons for processing your personal data are detailed below: –
- We collect your personal data when taking a product or ticket order to ensure that orders are completed and can be sent out to your preferred address.
- We collect and store your personal data as part of our legal obligation for charity accounting and tax purposes connected with either product orders or donations (including Gift Aid declarations).
- We will occasionally send you marketing information where we have assessed that it is beneficial to you as a customer and in our interests. Such information will be non-intrusive and is processed on the grounds of legitimate interests.
- We collect your personal data when you indicate your interest/willingness to support an event or activity as a volunteer (including players and singers) – this includes only information relevant and useful for the running of the activity you are taking part in.
The third-parties with whom we share some personal data as detailed below: –
All Souls Music (Langham Arts Trust) uses the third-parties listed below to provide the services and business functions detailed; however, all processors acting on our behalf only process your data in accordance with the data protection laws and any other appropriate confidentiality and security measures. Please refer to their individual privacy notices for details.
We are legally required to provide relevant personal data (name, address, declaration date, amount of gifts) as proof of any Gift Aid claim made on your donations.
We use Access ThankQ to provide a cloud-based customer relationship management database on which data you have provided is stored. All information is encrypted/password protected. For details consult their Privacy Notice at www.theaccessgroup.com
Sage Accounting software
We use Sage cloud-based software to handle our bookkeeping. Only minimum personal data is kept to meet legal requirements of charity accounting (name, address, amount and date of transaction or donation). All information is encrypted/password protected. For details consult their Privacy Notice at www.sage.com
We use presently use Constant Contact to handle our e-mailings and, so, only share name and email address. For details consult their Privacy Notice at www.constantcontact.com
YOUR RIGHTS CONCERNING YOUR PERSONAL DATA
You have the right to access any personal information that All Souls Music (Langham Arts Trust) processes about you and to request information about: –
- What personal data we hold about you
- The purposes of the processing
- The categories of personal data concerned
- The recipients to whom the personal data has/will be disclosed
- How long we intend to store your personal data for
- If we did not collect the data directly from you, information about the source
If you believe that we hold any incomplete or inaccurate data about you, you have the right to ask us to correct and/or complete the information and we will strive to correct it as quickly as possible; unless there is a valid reason for not doing so, at which point you will be notified.
You also have the right to request erasure of your personal data or to restrict processing in accordance with the data protection laws; as well as to object to any direct marketing from us; to exercise your data portability rights, and to be informed about any automated decision-making we may use.
If we receive a request from you to exercise any of the above rights, we may ask you to verify your identity before acting on the request; this is to ensure that your data is protected and kept secure.
All such requests should be sent in writing to Data Protection Officer, who can be contacted at firstname.lastname@example.org, or
All Souls Music (Langham Arts Trust)
St Paul’s Church
Robert Adam Street
If we have got it wrong, we hope you will let us know so that we can put it right. If you have raised a complaint and are unsatisfied with how we have handled your request, you have the right to take it to the supervisory authority:
Information Commissioner’s Office
Tel: 0303 123 1113
HOW LONG DO WE KEEP YOUR PERSONAL DATA?
All Souls Music (Langham Arts Trust) only ever retains personal information for as long as is necessary and we have review and retention policies in place to meet these obligations. We are required under UK tax law to keep your basic data relating to financial transactions (name, address, amount and date of transaction) for a minimum of 6 years; similarly to support Gift Aid claims we are also required to keep relevant data (name, address, declaration date, amount of gifts) for 6 years.
Where you have consented to us using your details for direct marketing, we will keep such data until you notify us otherwise and/or withdraw your consent.
HOW DO WE PROTECT YOUR PERSONAL DATA?
All Souls Music (Langham Arts Trust) takes your privacy seriously and takes every reasonable measure and precaution to protect and secure your personal data. We work hard to protect you and your information from unauthorised access, alteration, disclosure or destruction and have several layers of security measures in place, including: –
- Website – protected by SSL Security certificate
- Google mail & documents – each staff account protected by 2-step Verification
- CRM database – data encrypted – each staff account password protected
- Office IT – computers protected by personal passwords
- Physical storage – office area access by digital locks with limited distribution.
We use cloud based systems to process data and therefore data may be processed outside of the European Economic Area (EEA). However, we adopt the Information Commissioners approved measures and, therefore, ensure that personal data is held in compliance with European data protection regulations. In these cases we take all reasonable steps to ensure that your data is stored and processed securely in accordance with this policy. By submitting your personal data you agree to this transfer, storing and processing of your information.
However, in every case, we don’t have control over other people’s websites. If you access those sites, the operators may collect different kinds of personal information and use it in different ways than we do. We have made every attempt only to link to secure sites, but we also recommend that you should still take personal responsibility for checking their privacy statements if you have any doubts.
WHAT IS A COOKIE?
All Souls Music website, like all other industry standard websites, collects general statistics by placing a cookie on your computer for general demographic purposes (eg. 100 people from England, 20 from the USA) but this is not used to identify individual users.
Cookies are widely used in order to make websites work, or to work more efficiently, and our site relies on cookies to optimise user experience and for features and services to function properly.
Your web browser will almost certainly allow some control to restrict or block cookies through the browser settings, however if you disable cookies you may find this affects your ability to use certain parts of our website or services.
For more information about cookies visit: www.aboutcookies.org.