Valley Voice Choir – Privacy Statement
Issued for Use 20 April 2026
Valley Voice Choir collects and stores a small amount of personal information so that the choir can operate effectively and keep members informed about rehearsals, performances and choir activities.
We are committed to protecting your privacy and handling your personal data responsibly.
Who is responsible for your data?
The Data Controller is the Valley Voice Choir Committee.
The main contact for data protection matters is the Choir Secretary (or the Chair if the Secretary position is vacant).
What information do we collect?
We may collect and store the following information about choir members:
- Name
- Email address
- Telephone number
- Records of membership payments
- Records of choir property issued (such as music folders or uniform items)
- Photographs or videos of rehearsals and performances (only where consent has been given)
Why do we collect this information?
We collect and use personal data in order to:
- Communicate with choir members
- Organise rehearsals, concerts and events
- Manage subscriptions and finances
- Keep track of choir property
- Promote the choir and celebrate its activities
What is our legal basis for processing ?
Most member information is processed under legitimate interests, as it is necessary for running a community choir.
Photographs and videos used for promotion are processed only with your consent.
Who can access your data?
Access to personal data is restricted to members of the choir committee who need it to carry out their roles.
The accompanist may receive limited information where necessary for rehearsals or performances (for example, names).
We do not share member data externally unless required by law or necessary for financial administration (such as banking).
How long do we keep your information?
- Membership information – kept while you are a member and for up to 12 months after leaving, unless you ask us to keep your details so we can stay in touch.
- Financial records – retained for 6 years to comply with HMRC requirements.
- Photos and videos – retained until consent is withdrawn.
How do we protect your information?
We take reasonable steps to keep personal data secure, including:
- storing digital records on password-protected devices or accounts
- limiting access to committee members only
- using BCC when sending group emails
- keeping paper records to a minimum and storing them securely
Your rights
You have the right to:
- request a copy of the personal data we hold about you
- ask for incorrect information to be corrected
- request that your data be deleted where appropriate
- withdraw consent for photographs or videos at any time
Contact
If you have any questions about how your data is used, please contact the Choir Secretary.
Valley Voice Choir Committee
20 April 2026
