Northern Youth Choir

Privacy Notice

Updated 22/07/23

Northern Youth Choir has a responsibility under data protection legislation to provide individuals with information about how we process their personal data.

To ensure that we process your personal data fairly and lawfully we are required to inform you:

·     Why we collect your data

·     How it will be used

·     Who it will be shared with

We will also explain what rights you have to control how we use your information and how to inform us about your wishes.

Data Controller

The Data Controller is Northern Youth Choir. If you would like more information, please contact northernyouthchoirinfo@gmail.com 

Your rights in relation to your personal data

Privacy notices and consent

You have the right to be provided with information about how and why we process your personal data. Where you have the choice to determine how your personal data will be used, we will ask you for consent. We will also provide you with a privacy notice, which is a verbal or written statement that explains how we use personal data.

Whenever you give your consent for the processing of your personal data, you receive the right to withdraw that consent at any time. Where withdrawal of consent will have an impact on the services we are able to provide, this will be explained to you, so that you can determine whether it is the right decision for you.

Accessing your personal data

You have the right to be told whether we are processing your personal data and, if so, to be given a copy of it. This is known as the right of subject access. To make a subject access request, please contact northernyouthchoirinfo@gmail.com 

Right to rectification

If you believe that personal data we hold about you is inaccurate, please contact us and we will investigate. You can also request that we complete any incomplete data.

Right to erasure

You can ask us to erase your personal data in any of the following circumstances:

·     We no longer need the personal data for the purpose it was originally collected

·     You withdraw your consent and there is no other legal basis for the processing

·     You object to the processing and there are no overriding legitimate grounds for the processing

·     The personal data have been unlawfully processed

·     The personal data have to be erased for compliance with a legal obligation

·     The personal data have been collected in relation to the offer of information society services (information society services are online services such as banking or social media sites).

Once we have determined whether we will erase the personal data, we will contact you to let you know.

Right to restriction of processing

You can ask us to restrict the processing of your personal data in the following circumstances:

·     You believe that the data is inaccurate and you want us to restrict processing until we determine whether it is indeed inaccurate

·     The processing is unlawful and you want us to restrict processing rather than erase it

·     We no longer need the data for the purpose we originally collected it but you need it in order to establish, exercise or defend a legal claim and

·     You have objected to the processing and you want us to restrict processing until we determine whether our legitimate interests in processing the data override your objection.

Once we have determined how we propose to restrict processing of the data, we will contact you to discuss and, where possible, agree this with you.

Making a complaint

If you are unsatisfied with the way in which we process your personal data, we ask that you let us know so that we can try and put things right. If we are not able to resolve issues to your satisfaction, you can refer the matter to the Information Commissioner’s Office (ICO). The ICO can be contacted at:

Information Commissioner's Office Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF

Telephone: 0303 123 1113

Website: Information Commissioner’s Office

Type(s) of personal data collected and held by Northern Youth Choir and method of collection:

Personal data will be collected through a registration form and periodic requests for updates to information. Personal data collected will include name; address; age; dietary requirements; email address; and telephone number. For children under 18, information will also be collected about parents/carers including: name; relationship to the young person; address; email address; and telephone number.

Special category data will be collected relating to whether you have any disabilities, medical/behavioural conditions.

Photographs and videos of the children and adults participating in NYC activities (with specific permission from parents/carers for participants under 18).

Lawful Basis

Under data protection legislation, we need to tell you the lawful basis we are relying on to process your data.

The lawful basis we are relying on is Article6(a): Consent: the individual has given clear consent for you to process their personal data for a specific purpose. For more information see https://ico.org.uk/for-organisations/guide-to-data-protection/guide-to-the-general-data-protection-regulation-gdpr/lawful-basis-for-processing/

Special category data is being processed under Article 9(a): Explicit consent.

How personal data is stored:

All personal data will be held securely and strictly confidential to the Northern Youth Choir team. Data will be sorted securely on password protected devices (or secure software or services that are required for Northern Youth Choir activities). Access to data will be limited to the Northern Youth Choir team.

The exception to this is for photographs and videos, which may be posted on social media and the NYC website.

How personal data is processed:

Data is being collected to enable Northern Youth Choir activities to be run. In order to do this we need to hold information about participants in order to provide information about activities and in order to hold sufficient information ensure the wellbeing and safety of participants during activities. Personal data will be stored in a database to enable rapid and accurate access to information by the Northern Youth Choir team.

Photographs and videos are shared on social media and via the NYC website in order to advertise the work of NYC and to share the successes of the NYC participants.

Withdrawal of data

You can request withdrawal of your data at any point, at which point it will be deleted by the Northern Youth Choir team. As the data is required to ensure the wellbeing and safety of participants, it will not be possible for you to attend Northern Youth Choir activities once your data has been deleted.

Once photographs and videos are in the public domain, it is not possible to guarantee that these can ever be fully removed. Wherever possible, on request, we will remove them from live sites, where they can be accessed.

Who the Northern Youth Choir shares personal data with:

No personal data will be shared outside the Northern Youth Choir team other than where sharing is necessary with services and software required to run Northern Youth Choir activities.

The exception is for photos and videos that may be placed on social media and the NYC website.

No identifiable data will be transferred outside the UK/EU.

Please be aware that if you disclose information which indicates the potential for serious and immediate harm to yourself or others, the Northern Youth Choir team may be obliged to breach confidentiality and report this to relevant authorities. This includes disclosure of child protection offences such as the physical or sexual abuse of minors, the physical abuse of vulnerable adults, money laundering, or other crimes covered by prevention of terrorism legislation.  Where you disclose behaviour (by yourself or others) that is potentially illegal but does not present serious and immediate danger to others, the Northern Youth Choir team will, where appropriate, signpost you to relevant services, but the information you provide will be kept confidential (unless you explicitly request otherwise).

How long personal data is held by the Northern Youth Choir team:

We will hold personal data for up to one year after the last Northern Youth Choir activity you participate in. The exception is for photos and videos which will remain accessible once in the public domain.

How to object to the processing of your personal data for this project:

If you have any concerns regarding the processing of your personal data, or you wish to withdraw your data from the project, contact northernyouthchoirinfo@gmail.com 

Further information:

For further information please contact northernyouthchoirinfo@gmail.com