Updated: July 2021 Version #: 003
At Sing Now Choir, we are committed to maintaining the trust and confidence of visitors to our website (singnowchoir.com), new singers, current members and contractors. In particular, we want you to know that Sing Now Choir is not in the business of selling, renting or trading email lists with other companies and businesses for marketing purposes. We just don’t do that sort of thing.
Who we are
Sing Now Choir is a contemporary, fresh and uplifting community where members grow and most importantly, feel at home. We launched back in 2015 with the slogan ‘Singing is for everyone’ and we’re proud to say, it still remains to this day. We are truly inclusive and welcome everyone, without auditioning and regardless of their singing history.
When we may collect data
We may collect information about you at various stages including when you submit a free taster application, sign-up to our waiting list, join as a new member, sign-up to our newsletter, purchase products or services from us, contact us, send us feedback, use our website or social media channels, complete customer surveys or performance sign-up forms and/or take part in promotions or competitions run by us.
What data we hold
If you engage with Sing Now Choir and we collect your information, we will ask you to provide us with certain up to date personal data which we will handle in accordance with the United Kingdom’s data protection legislation. Information that we gather about you may include your name, gender, contact details (including email address, telephone number and postal address), date of birth, payment details, social media profiles and sensitive information such as any special medical notes or access requirements. Although rare, this may also include general notes on an individual’s membership, performance, absence records and disciplinary notes.
Where we keep your data
Your data is stored electronically or occasionally on printed registers for performances and sessions; if data is printed, it is disposed of securely. If we’re required to supply a list of people attending an event (e.g., for door security), we will never share your contact details. Data could also be stored within venues first aid book/report should there be an incident. It may also be stored as ‘a contact’ on personal/work devices such as phones, laptops and software along with secure and reliable third party services in order for us to run an efficient, safe and secure service, where we have sole access.
How we keep data safe
We maintain strict security standards and procedures with a view to preventing unauthorised access to your data by anyone, including our staff. We use leading technologies such as (but not limited to) data encryption and firewalls to protect the security of your data. Our staff members and third parties (who may be hired to provide services) will be required to observe our privacy standards and to allow us to audit them for compliance.
How long we hold your data
No longer than is necessary for the purposes for which the personal data is processed. You have the right to request information regarding your data at any time, please see the ‘Your legal rights’ section below.
Systems we use
As you’ll understand, to maintain efficiency and professionalism at Sing Now Choir, we rely on certain industry tools to support us. In the interest of transparency, we have listed the systems we use at Sing Now Choir that you may come across. Although we are listing the main systems below, this does not mean that they have access to the same level of data that we hold about you (if at all). If you require more information regarding an individual system/company, please get in touch with us.
- WordPress: This is a content management system that we use to update and manage our website. When you become a member, you will setup a WordPress login.
- MemberMouse: We use this system to manage the online Members’ Area. It ties in with the WordPress software and allows access/privileges to members in relation to their subscription/payment status.
- Braintree: They provide Sing Now Choir with a merchant account and a payment gateway. A division of PayPal, this company specialises in website payment systems.
- Google Drive (Docs, Sheets, Forms): This allows us to store day to day admin documents, attendance registers, Google Form survey results and other materials in a secure & central location online.
- iCloud Drive: Similar to Google Drive, this allows us to store day to day documents and other business materials in a secure & central location online.
Below you’ll find information on two of our biggest systems (MailChimp & Google Analytics).
Mailing lists (MailChimp)
We use mailing lists to contact our current members and subscribers who have signed up to receive news and updates. As part of the registration process for our communication mailing lists, we collect personal information. We use that information for a few reasons: To tell you about stuff you’ve asked us to tell you about, to contact you if we need to obtain or provide additional information, to check our records are correct and to check every now & then that you’re happy and satisfied. We don’t rent or trade email lists with other organisations and businesses.
We use a third party provider, MailChimp, to deliver our group email communications. We gather statistics around email opening and clicks using industry standard technologies to help us monitor and improve our emails. For more information, please see MailChimp’s privacy notice. You can unsubscribe from mailings at any time by clicking the unsubscribe link at the bottom of any of our emails. Please take care when submitting information to us, particularly when completing free text fields. Some of our services may be automated and we may not recognise that you have accidentally provided us with incorrect or sensitive information.
When someone visits our website we use a third party service, Google Analytics, to collect internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to various parts of the site. This information is processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website.
The Information Commissioner’s Office website has some great information about cookies, please click here.
If all this talk of cookies is making you hungry, please click here to view an awesome recipe.
Links to other websites
Sharing your data
We’re serious when we say we’re committed to protecting your privacy – we want to earn and maintain your trust, so we do not sell any of your personal data to any third party. We will never share your data without your prior permission and consent*. We may share your data with certain companies who play an essential part in enabling us to provide our products and services to you, such as membership platforms, payment providers, IT/system administration providers and others who help us run our business. You can rest assured that we insist all third parties respect the importance of your personal data and treat it in accordance with the law. We do not allow our third party service providers to use your personal data for their own purposes.
We will contact you should we ever believe that there has been a breach of your personal data.
* We may share data without the individual’s knowledge in exceptional circumstances where we are obliged. For example, if we felt somebody was in danger, if there was to be an emergency or for the prevention or detection of crime.
Your legal rights
The GDPR provides you with many rights. We’ve highlighted key sections below but if you require more information please contact the Information Commissioner’s Office.
- Right of access: You have the right to access the data that we hold about you.
- Right to rectification: The GDPR includes a right for individuals to have inaccurate personal data rectified, or completed if it is incomplete. We may need to verify the accuracy of the new data you provide to us.
- Right to erasure: Also known as ‘the right to be forgotten’, individuals have the right to have personal data erased. The right is not absolute and only applies in certain circumstances.
Questions? You can reach us here: firstname.lastname@example.org. Thanks for reading all the way to the end. Now you can go and get on with some singing.