Privacy

PRIVACY POLICY– reviewed October 2020

1.         WHAT PERSONAL DATA DOES THE GRANTHAM MUSIC FESTIVAL (HEREAFTER GMF) COLLECT FROM YOU?

On the Entry form: name, address, age (if under 18), contact phone number, email address, music teacher’s name, School attended. 

If the entry form is completed on your behalf or by your child’s music teacher some of these details may not be passed on to the GMF 

Consent will also be sought regarding photography – please see separate Photography Policy 

Consent regarding the collection and use of your personal data will be included on Entry forms with effect from the 2019 season. 

2.          WHAT IS THE PERSONAL DATA USED FOR? 

* Processing the entry into the GMF 

* Communication during the Festival 

* Informing performers of other related events organised by the GMF – including the Trophy Winners Presentations and Concert and any fund-raising events held later in that Festival year 

* Communication regarding the release of the next year’s syllabus 

* Return of trophies (details entered on the Trophy receipts – which may differ from those provided on the entry forms) 

3.         IN ADDITION, EACH PERFORMER’S NAME WILL BE: 

* Printed in the GMF Programme (as well as an electronic version of this file) 

* Entered on a Winners list (electronic and printable) 

* Entered on the Trophy Award List (electronic version & printable) 

* Written in the Book of Honour – a record of ALL TROPHY WINNERS (permanent) 

* A trophy winner’s name may be engraved (permanently) on a trophy plaque 

* Added to the electronic and printed archives of the GMF 

* Winners and Trophy Awards lists of names is shared with news & social media 

* Trophy Winners names will be printed in the following year’s Festival Programme 

4.          WHO WILL YOUR PERSONAL DATA BE SHARED WITH?

The GMF committee will hold your data (see below) and not shared externally nor sold to any third party 

5.          HOW IS YOUR DATA STORED & WHO WILL HAVE ACCESS TO IT?

Your information is mainly stored in digital form on a computer which is password protected & in a document which is also password protected. This information is held by the Entries Secretary for the purposes of compiling the programme but may be shared with other committee members in order for them to carry out their legitimate tasks for the Festival. 

Your paper entry forms will be stored by the person compiling the Festival Programme and kept until the following Festival at which point they will be destroyed by shredding. 

Paper copies of the entry forms and a printed summary of the digital document will be kept at the Festival venue during the Festival for emergency contacts. 

The digital files will be archived for statistical and reference data and to maintain the history archive of the Festival. 

6.          HOW CAN YOU CHECK WHAT DATA WE HAVE ABOUT YOU? 

If you want to see the data we hold about you, you should contact the General Secretary. We are required to provide this to you within one month. 

7.          HOW CAN YOU ASK FOR DATA TO BE REMOVED, LIMITED OR CORRECTED? 

If you want ask for data to be removed, limited or corrected you should contact the General Secretary. 

8.          HOW LONG CAN WE KEEP YOUR DATA FOR, AND WHY? 

We normally keep performers data after the current Festival year in case we later wish to contact them about future GMF related events 

Certain details will not be deleted – see section 3 above 

Some data, such as that relating to accounting is kept for the legally required period.

APPENDIX REGARDING OTHER DATA HELD BY THE GRANTHAM MUSIC FESTIVAL 

FRIENDS of Grantham Music Festival – Teachers who have signed up to the website, and helpers/volunteers 

1. Music Teachers and others who have signed up on the Grantham Music Festival website have provided their contact details including name, address (optional) email and / or phone number. The data files stored on the website server are not encrypted. However access to the Committee & to the Friends area of the website is password protected and only committee members and signed up friends have access to these passwords 

2. The details will be kept on the website for as long as the teacher/friend wishes and can be removed on request. 

3. The group email generated from the website is BCC (blind copied) and will only be used to communicate Festival business, including events organised by the Grantham Music Festival Committee outside the period of the Festival. 

4. Online Entry access is limited to those teachers signed up as friends of Grantham Music Festival. Data supplied by teachers will be used as per the paper entries as set out in the main GDPR policy and it is the responsibility of the teachers submitting entries online to make their pupils aware of ALL of the Grantham Music Festival policies. 

5. Online entry information is transcribed to hard copy by Entries Secretary but also retained in a secure area on website server. An 'Intelligent' online entry using an autofill from previous year's data is being considered and would actively draw from stored files. 

6. The Committee area of website has contact data for committee, helpers and friends. This area is password protected. The data files are permanently stored in a secure area on the website server. 

7. Contact details for Helpers/ volunteers are kept in as per note 3 above as well as paper copy of those helping during a particular even for emergency purposes,

POLICY REVIEW:

The organisers will constantly review their policy, improving and enhancing it as necessary.  In doing this they will look to The British & International Federation of Festivals for support and that body, in turn, will look to other agencies for good practice, most notably the NSPCC and Arts Council of policy guidelines.