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DATA PROTECTION POLICY
1. This policy applies to:
a) Sheffield Oratorio Chorus (registered charity no. 500578) in all its operations.
b) All members, volunteers and sessional professionals acting on behalf of SOC.
2. This policy has been prepared by a working group led by the Hon. Secretary of SOC Trustee Board.
3. The person responsible for leading policy reviews is the Hon. Secretary of SOC Trustee Board.
4. This policy was approved and adopted by the SOC Trustee Board on 16.7.2014 and operates from that date. The policy and its operation will normally be reviewed every 3 years.
5. Policy Statement
a) We want to ensure SOC complies with the law and good practice guidelines in respect of the information (data) we keep about individuals.
b) We want to ensure confidential keeping and timely disposal of such information.
c) We want to respect individuals’ rights and be open about our policy and procedures.
6. We keep information within the provisions of the Data Protection Act for the purposes of:
a) Membership and financial administration
b) Choir events administration
c) Maintaining lists with details of non-members, supporters and additional singers
7. The kind of information we keep includes but is not limited to:
a) Member, non-member and sessional musician contact information
b) Accounting data
c) Results of questionnaires/feedback sheets, both named and anonymous
d) Archive information which may include elements of any/all the above
e) Information may be kept on computer or paper record
8. New categories of information can only be kept with the agreement of the committee.
9. Information will be kept up to date and accurate in the ways outlined below.
10. All information will be processed in line with individual rights under the Data Protection Act in the ways outlined below:
a) The Membership Secretary will update the membership lists every 6 months, or as needed, and may issue supplementary information separately.
b) Records of leavers will be deleted from current lists but held in archives if necessary at the discretion of the Membership Secretary.
c) The Membership Secretary will find out from leavers if they are interested in being occasional singers/if they want their details to be kept on the list of potential extra singers.
d) The Membership Secretary will update the list of contacts for extra singers and maintain the list indefinitely. People will not be deleted from it unless they request this or the Membership Secretary has established that the details are out of date and cannot be updated.
e) During a Data Protection policy review the following items will be reviewed:
Categories and nature of personal information kept by SOC
(i) Who holds what categories of information on SOC’s behalf
(ii) The arrangements for secure and safe keeping of personal information
(iii) The need to confidentially destroy material or archive it.
11. Access to personal information
Anyone wishing to see the information kept about her/him can do so by asking the Membership Secretary.
12. Safekeeping of personal information
Any individual in charge of items of personal information will keep the details confidential unless given permission to divulge them by their owner for the purpose of administration as in 6 above.
13. Timescale for disposal of information
The Secretary will organise the keeping of all categories of information for as long as is needed to comply with relevant laws and insurance requirements and as necessary for items listed at 6 above. Information will be destroyed confidentially when no longer needed, in accordance with Data Protection Act requirements.
14. Sharing information
Certain categories of information may be accessed by named individuals in specific roles by agreement of the committee – subject to 11 above (see Data Access Restrictions below). Anyone may share their own details by consent with others.
15. Where information is used
Data will be used only within the UK. All information on the website will respect the need for individual confidentiality (e.g. no personal contact details such as telephone numbers or e-mail addresses will be divulged on the website).
Data Access Restrictions
Information about members and others is held by individuals by agreement of SOC committee, and for specific reasons. The full copy of the membership list with names, voice parts, addresses, telephone numbers and e-mail addresses will be held by the following essential user roles for the named purposes below:
Chair Dealing with member and other confidential issues and feedback, investigating complaints, urgent situations, and disciplinary issues
Librarian Operating the music score lending and purchasing scheme, processing and chasing payments and scores etc.
Membership Secretary Maintaining and updating member and potential member records
Musical Director All aspects of concert, rehearsal and musical management, liaison with members
Secretary Overview and management of organisation administrative procedures
Treasurer Organisation financial administration incl. accounts, receipts and payments
Edited lists, with varying elements depending on requirements are made available by the committee to other roles for the carrying out of specific tasks. These roles include:
Academy Administrator Operating the Academy including taking payments, following up queries etc. from members and non-members.
Concert Manager Dealing with all aspects of concert management including confidential additional needs requirements, seating plans.
Finance Assistant Collecting fees and other monies as required.
Singing Representatives Dealing with member queries and complaints in confidence if requested.
Other roles/members may have access to or collect selected items of information from members and non-members at the committee’s discretion.