The Friends of St Mary's Perivale
Privacy Policy Statement (page 4 of 5)
Personal Data Audit
A. Data Stored
24. ‘The Friends of St Mary's Perivale' holds the following personal data:
On individual Members (numbering 200 in March 2018):
• some or all of: name, address, email address, telephone numbers, Membership status (Honorary Patron, Sponsor, Patron, Member), Membership reference list number, date of joining and any request for the Member's name not to be included in our published Membership list;
• Annual subscription payment amounts and dates, including bank standing order or direct transfer details of those who pay accordingly and names of those who otherwise pay by personal cheque or by CAF cheque. (A copy of CAF cheques are retained in case of a subsequent query);
• Gift Aid declaration forms, reference list number, GA number and records of concert GA donations (separately by concert and also aggregated for the FY) and/or qualifying GA subscriptions;
• names of Members who purchase tickets for our NYD gala by cheque.
On individual audience attenders other than Members :
• some or all of: name, address, email address;
• Gift Aid declaration forms, reference list number and GA number and records of concert GA donations (separately by concert and also aggregated for the FY);
• names of those who purchase tickets for our NYD gala by cheque.
On individual musicians/performers who have played, or may play, for us:
• name, address, email address and telephone numbers;
• CV and/or biographical notes they have provided us with (often including their nationality, age and educational affiliation and sometimes including a photograph);
• their St Mary's Perivale concert programme;
• their e-mails or other correspondence with us in the process of establishing the date of their concert and agreeing their programme;
• fee paid, and how;
• our record of the audience attendance number and the total amount of retiring donations collected at their concert;
• a brief summary by Hugh Mather (or other concert presiding officer) to our Executive Committee of each concert.
• photographs taken of the musicians whilst performing (which we incorporate in post-concert Facebook and Twitter posts, when the number and names of Facebook friend Views, Likes, Shares and Comments are portrayed);
• the video recording of their concert (and, if they agree to it being put on our YouTube channel, the number of people - but not names - who have viewed it, for how long and their location);
• data relating to their concert may also be used to provide periodic reports to the St Mary's Perivale Executive Committee;
• our website lists information about every concert since 2005 and includes the name of each musician and the programme they played.
On third parties :
In the course of pursuing our Objectives we necessarily engage with a range of external people, businesses and organisations. By way of illustration these include: piano technicians, performer agents/managers, other music societies, special invitees, IT system suppliers, building contractors, insurers, leaflet printers, the Church of England, Ealing Council, Ealing Golf Club… For each such Third Party we hold the following personal data:
• business name and address, email address, telephone numbers;
• their Quotes for services to be provided;
• their Invoices for the specified work completed;
• the date and amounts we have paid them (including their bank account details forwarded to us for that purpose); and
• a record of the key discussions/communications between them and us.
On members of our Executive Committee (ExCom):
• name, address, email address and telephone numbers;
• other relevant personal data in their capacity as Members (see above);
• CV and/or brief biographical details;
• key e-mail and other correspondence between the ExCom members on matters concerning the running of ‘The Friends of St Mary's Perivale';
• Papers prepared/presented at the three/four ExCom meetings annually, including the Minutes of each meeting;
• for ExCom members with a specific function (Chairman; Vice-Chairman; Membership Secretary; Accountant; Box Office, Recording, Website, Churchyard Maintenance and Cleaning Managers ) an itemised description of duties;
• records of any reimbursements made for expenses necessarily incurred in support of the day-to-day concert operations.
On Trustees :
As required by the Charities Commission: personal information to identify the trustee: name, address, email. Date of Birth, telephone numbers.
Other :
• names, addresses and other pertinent data of any special payments or donations received (including legacies/bequests under a deceased's Will together with any specified spending conditions);
• our formal Financial Accounts - in which all individual legacies/bequests, any other ad hoc receipts (such as from very occasional hire of the Church or book sales) and Third Party payments for work done are separately identifiable;
• periodic Lloyds Bank statements for ‘The Friends of St Mary's Perivale', which list all our banking transactions;
• correspondence and other documents of lasting interest for our concert operations (such as: the Church Trust Deed and associated legal documentation; audit reports; technical/structural/electrical/fire surveys, inspection reports and certificates; the anonymous returns to our biennial Questionnaire Survey; records of fundamental historic interest pertaining to the preservation of the medieval church building and its attached churchyard and gravestones, and records of past services and burials etc);
• lists of the number of seasonal concert programme leaflets we have distributed to various external venues; and
• periodically, at an aggregate level (for example: papers for ExCom meetings and our Annual Report of Concerts that we distribute to our Membership and other attenders), attendance, financial and other analysis of our concerts.
25. Except as indicated above ‘The Friends of St Mary's Perivale' does not collect or store sensitive data (such as dates of birth, health conditions or personal preference information). We do not issue or store passwords relating to our contact persons. We do not issue cookies ourselves but cookies may be used by the external data processors that we use (for example, Dropbox).
26. All of the above Personal Data is processed solely for the purpose of meeting our specified Objectives and - with the exception of the aggregated reports and analysis, the Membership listing, the video recordings and photographic images, and occasionally too the technical reports concerning the Church building and graveyard - it is not shared with any external party.
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