Data Protection and the Open University Chapel Choir (OUCC)
The Data Protection Regulations currently in force affect every organisation handling personal data: businesses, charities, voluntary organisations, clubs and societies.
Although the OUCC has no fixed membership and no membership fees, in this document, the term ‘member’ refers to individuals who have participated in one or more choir tours and ‘prospective member’ to those who have requested information but not yet taken active part.
The organisation of the OUCC is managed by an Administrator and Treasurer. A mailing list is maintained for the purpose of sending out Tour Invitations and Newsletters to members and prospective members who have asked to be included in the mailing list. There may also be some occasional follow-up or additional information. The OUCC records and uses a limited amount of personal data.
This document outlines
• What data is held
• How it is used
• Who has access to it
• How long it is retained and how it is stored
The Mailing List contains individuals’ details:
• Title
• Name
• Address
• Telephone number(s)
• Email address (if available)
• Voice part
Information is supplied by prospective new members when requesting information about the Choir’s activities and it is maintained for existing members. Members participating in choir tours also need to supply their height for the allocation of suitable size choir gown. This is recorded only with the specific tour arrangements as are accommodation requests and payment details.
How it is used
The contact details are used for distribution of information to members and prospective members, normally via email if possible, or by letter, or, if urgent, by telephone. Group emails are sent ‘BCC’ in order to preserve privacy of the email addresses.
Members can request removal from the mailing list by contacting the Administrator.
Who has access
The mailing list is held and maintained by the Administrator. The information is not shared with other members or outside organisations. The Music Director and Treasurer may be given relevant information on a ‘need to know’ basis (e.g. the Treasurer receives information about the tour booking and payment details).
Individuals have the right to see the information held about them; this will be provided on request to the Administrator.
Data retention and storage
After the initial opt-in to the mailing list, the data will be retained until
- An individual requests its removal from the mailing list
- After 2 years if there has been no response (yes or no) to Tour Invitations.
The data is stored on a secure computer and backed up on a regular basis. The back-up copy is kept in a fire-proof safe.
Ester Harries
OUCC Administrator
March 2026