logo of Beating Time

 

Policy issued March 2020 

PRIVACY POLICY – GENERAL

1. INTRODUCTION

Beating Time is committed to protecting your privacy and security. This policy explains how and why we use your personal data, to ensure you remain informed and in control of your information.

We are fully committed to giving you the opportunity to choose whether you want to receive communications from us and, if so, to select how you want to receive them (email, phone, SMS or post). This includes communications relating to Beating Time’s work and projects, fund-raising and events put on by Beating Time.  In addition, we may rely on other lawful grounds for processing your personal data, depending on the relationship we have with you (please see Section 4 on How We Use Your Information).

You can decide not to receive communications or change how we contact you at any time. If you wish to do so please contact Rachel Mace, Director, at rachelmace@beatingtime.org or, in the case of choir members, notify your Music Director or, where appropriate, Sally Debiage.

Please note that Beating Time will never sell your personal data.

Any questions you have in relation to this policy or how we use your personal data should be sent to Rachel Mace.

2. ABOUT US

Your personal data (i.e. any information which identifies you, or which can be identified as relating to you personally) will be collected and used by Beating  Time and for the purposes of data protection law, Beating Time will be the controller.

3. WHAT INFORMATION WE COLLECT

Personal data you provide

We collect data you provide to us. This includes information you give when participating in an event with us, attending a concert or otherwise communicating with us, for example:

  • personal details (name, date of birth, email, address, telephone etc.) when you attend an event put on by Beating Time; and
  • financial information (payment information such as credit/debit card or direct debit details, and whether donations are gift-aided).

Information created by your involvement with Beating Time

Your activities and involvement with Beating Time will result in personal data being created. This could include details of how you’ve helped us by volunteering or being involved with our activities, as well as when you engage in our social media or digital advertising.

If you decide to donate to us then we will keep records of when and how much you give to a particular cause.

Information we generate

We conduct research and analysis on the information we hold, which can in turn generate personal data. For example, by analysing your interests and involvement with our work we may be able to build a profile which helps us decide which of our communications are likely to interest you. 

Information from third parties

We sometimes receive personal data about individuals from third parties.  For example, if we are partnering with another organisation (e.g. you provide your information to another charity we’re collaborating with on a project).  Also, we may use third parties to help us conduct research and analysis on personal data (and this can result in new personal data being created).

Occasionally, we may collect information about potential supporters (e.g. particularly well known or influential people) from public sources. This could include public databases (such as Companies House), news or other media. We don’t do this to everyone, and it is the exception not the rule.

Sensitive personal data

We do not normally collect or store sensitive personal data (such as information relating to health, beliefs or political affiliation) about supporters. However, there are some situations where this will occur (e.g. if you apply to volunteer with us, indicate that you wish to leave us a legacy or if you have an accident on our property or at an event event organised by us). If this does occur, we’ll take extra care to ensure your privacy rights are protected.

Volunteers and helpers

If you are a volunteer please see the separate privacy policy for employees and volunteers.  If you are helping us for other reasons – for example you work for another organisation which is running an event with us – then we may collect extra information about you (e.g. references, criminal records checks, details of emergency contacts, medical conditions etc.). This information will be retained for legal reasons, to protect us (including in the event of an insurance or legal claim) and for safeguarding purposes. You may also receive communications from us providing you with information about your duties as a volunteer or helper.   

4. HOW WE USE INFORMATION

We only ever use your personal data with your consent, or where it is necessary in order to:

  • enter into, or perform, a contract with you;
  • comply with a legal duty; 
  • protect your vital interests; 
  • for our own (or a third party’s) lawful interests, provided your rights don’t override these. 

In any event, we’ll only use your information for the purpose or purposes it was collected for (or else for closely related purposes):

Administration

We use personal data for administrative purposes (i.e. to carry on our charity work). This includes:

  • receiving donations (e.g. direct debits or gift-aid instructions) or administering legacy gifts;
  • maintaining databases of our volunteers and supporters (including those who have indicated they wish to leave us a legacy);
  • performing our obligations in accordance with the law;
  • helping us respect your choices and preferences (e.g. if you ask not to receive marketing material, we’ll keep a record of this). 


We may process personal data for certain legitimate business purposes, which include some or all of the following:

  • where the processing enables us to enhance, modify, personalise or otherwise improve our activities / communications in furtherance of our charitable objectives;
  • to engage with third parties, whether to advance Beating Time’s charitable objectives or otherwise to support our work, for example, in in applying for grant funding (by ourselves and/or together with others), or with those who represent our corporate partners and business contacts];
  • to ensure our compliance with best practice, for example, with respect to fund-raising;
  • to identify and prevent fraud; and
  • to enhance the security of our network and information systems.

Whenever we process data for these purposes, we will ensure that we always keep your personal data rights in high regard and take account of these rights at all times.

When we process your personal data for our legitimate interests, we will make sure that we consider and balance any potential impact on you (both positive and negative), and your rights under data protection laws. Our legitimate business interests do not automatically override your interests – we will not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).

You have the right to object to this processing if you wish, and if you wish to do so, then please contact Rachel Mace or, in the case of choir members, notify your Music Director or, where appropriate, Sally Debiage. Please bear in mind that if you object this may affect our ability to carry out tasks above for your benefit.

5. DISCLOSING AND SHARING DATA

Occasionally, where we partner with other organisations, we may share information with them (for example, if you register to attend an event being jointly organised by us and another charity). We’ll only share information when reasonably necessary to do so.

6. HOW WE PROTECT DATA

We employ a variety of physical and technical measures to keep your data safe and to prevent unauthorised access to, or use or disclosure of your personal information.  

Electronic data and databases are stored on secure computer systems based in the UK and we control who has access to information (using both physical and electronic means). 

We will only use and store information for so long as it is required for the purposes it was collected for. How long information will be stored for depends on the information in question and what it is being used for.  We continually review what information we hold and delete what is no longer required. We never store payment card information.

7.  KEEPING YOU IN CONTROL

We want to ensure you remain in control of your personal data. Part of this is making sure you understand your legal rights, which are as follows: 

  • the right to confirmation as to whether or not we have your personal data and, if we do, to obtain a copy of the personal information we hold (this is known as subject access request);
  • the right to have your data erased (though this will not apply where it is necessary for us to continue to use the data for a lawful reason);
  • the right to have inaccurate data rectified;
  • the right to object to your data being used for marketing or profiling; and
  • where technically feasible, you have the right to personal data you have provided to us which we process automatically on the basis of your consent or the performance of a contract. This information will be provided in a common electronic format.

Please keep in mind that there are exceptions to the rights above and, though we will always try to respond to your satisfaction, there may be situations where we are unable to do so.

If you would like further information on your rights or wish to exercise them, please contact Rachel Mace or, in the case of choir members, notify your Music Director or, where appropriate, Sally Debiage

8.  COMPLAINTS

You can complain to Beating Time regarding your data protection and privacy rights by contacting Rachel Mace, using the details set out above. If you are not happy with our response, or you believe that your data protection or privacy rights have been infringed, you can complain to the UK Information Commissioner’s Office which regulates and enforces data protection law in the UK.  Details of how to do this can be found at www.ico.org.uk.

 9.  CHANGES TO THIS PRIVACY POLICY

We may amend this Privacy Policy time to time to ensure it remains up-to-date and accurately reflects how and why we use your personal data. The current version of our Privacy Policy will be posted on our website.