Last Updated: July 2026

Crowborough Choral Society is committed to protecting the privacy and security of your personal data. This policy describes how we collect, use, and look after your personal information when you visit our website, become a member of the society, purchase tickets, or support our work.

1. Who We Are

DetailInformation
Website:www.crowboroughchoral.com
Organisation Name:Crowborough Choral Society
Charity Status:Registered Charity (England & Wales)
Charity Registration No.:1164460
Data Protection Contact:The Trustees
Email Address:info@crowboroughchoral.com

For the purposes of the UK General Data Protection Regulation (UK GDPR), the Trustees of Crowborough Choral Society are the data controllers responsible for your personal data.

2. The Data We Collect About You

We may collect, use, and store different kinds of personal information depending on your relationship with us:

  • Member Data: Name, address, email address, telephone numbers, voice part (e.g., Soprano, Alto, Tenor, Bass), and subscription/payment details.
  • Audience & Supporter Data: Name, email address, phone number, and transaction details related to concert ticket purchases or donations.
  • Financial Data: Bank details for setting up membership subscriptions, and Gift Aid declarations to allow us to reclaim tax on donations.
  • Technical Data: Your IP address and browsing data if you interact with our website.

3. Lawful Basis for Processing

We process your data under the following legal frameworks:

  1. Contractual Necessity: To manage your choir membership, process your concert ticket bookings, and deliver member benefits or services.
  2. Legal Obligation: To comply with financial and charity laws, such as retaining Gift Aid declarations and financial records for HMRC auditing.
  3. Legitimate Interests: To run the society efficiently, communicate with members about rehearsals and events, manage concert operations, and promote our performances.
  4. Consent: Where you have explicitly opted in to receive our marketing newsletter or public event updates.

4. How We Use Your Data

We use your information specifically to:

  • Administer choir memberships, distribute sheet music, and share rehearsal schedules.
  • Process ticket sales, manage audience seating records, and run our events safely.
  • Process donations, patrons’ schemes, and manage Gift Aid claims.
  • Send out news about upcoming concerts, workshops, and society events.

5. Sharing Your Data

We respect your privacy and will never sell, rent, or trade your personal data. We only share information with:

  • Service Providers: GDPR-compliant third parties acting as processors, such as digital ticketing platforms, email distribution systems, or online banking tools used strictly for society operations.
  • HMRC / Regulatory Bodies: When legally required, such as submitting Gift Aid claims or reporting to the Charity Commission.

6. Data Security & Retention

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used, or accessed in an unauthorised way.

  • Retention Period: We keep your information only for as long as necessary to fulfill the purposes we collected it for. For example, membership data is kept for the duration of your membership, while financial records and Gift Aid declarations are legally retained for 6 years following the end of the financial year they relate to.

7. Your Legal Rights

Under UK data protection laws, you have the right to:

  • Request access to the personal data we hold about you.
  • Request correction of any inaccurate or incomplete data.
  • Request erasure of your personal data (where it does not conflict with our legal obligations to retain records).
  • Withdraw consent at any time where we rely on consent to send you communications.

To exercise any of these rights, please contact us at info@crowboroughchoral.com.

8. How to raise a data protection concern or complaint

If you have any questions, concerns, or wish to make a formal complaint about how we handle your personal data, you have the right to raise this directly with us.

How to contact us:

Please email us at info@crowboroughchoral.com.

Our process: We will formally acknowledge your complaint within 30 days of receipt and work to investigate and resolve your concern without undue delay.

Escalating to the Information Commissioner’s Office (ICO)

If you remain dissatisfied with our final response, or if we fail to respond to you within the statutory timeframe, you retain the right to lodge a complaint with the UK data protection regulator:

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

Helpline: 0303 123 1113

Website: www.ico.org.uk