This statement explains how Sing Inside Cambridge handles and uses the personal information we collect about our members for processes relating to our operations and activities.
When changes are made to this statement, we will email you.
The controller for your personal information is Sing Inside Cambridge. The person responsible for data protection within our society is the Secretary who can be contacted at firstname.lastname@example.org.
How we use your personal information
We collect and process your personal information for a number of purposes, including:
- Maintaining your personal details (your name, voice part and email address*), including ensuring effective communications with you.
- Maintaining a formal record of your activities with us.
- Managing fundraising.
*NB: If you sign up to a prison visit, we will need to ask for your National Insurance Number, date of birth and address as the prisons require this information in advance. We will delete this information as soon as the visit has happened, along with any emails that contain personal data. This also includes medical data.
Our normal legal basis for processing your personal information is that we believe it is in our legitimate interests to do so, in order for the society to run effectively and efficiently, and as we only collect and use minimal information for the limited purposes listed here we do not consider that your own interests override ours. If we use your personal information outside of the purposes listed here, we will seek your consent to do so in advance.
We will automatically remove your name and email address from our system three years after you have signed-up to receive news from Sing Inside Cambridge. We will notify you before removing you from our mailing list in the event that you would like to opt-in to carry on receiving communication from us.
How we share and store your personal information
- Personal information is not shared outside of the society and its committee. We use a Google Drive, Slack and MailChimp to coordinate prison visits and events, and this is also where your personal information is stored in advance of visits.
- We share some of your personal information with the University, only where there is a specific need to.
- We share some of your personal information with the prisons we work with if you have signed up to come on a visit with us.
- We use University IT facilities to store electronic copies of personal information.
- We may also be subject to a legal requirement (with or without your consent) to share your personal information with the University or a government agency (such as the police or security services or other statutory authorities with investigatory powers) under special circumstances (e.g. relating to tax, crime or health and safety). Where feasible and appropriate, we will notify you of our intention to share such information in advance.
You have the right to access the personal information that we hold about you. You also have the right to ask us to correct any inaccurate personal information we hold about you, to delete personal information, or otherwise restrict our processing, or to object to processing or communications, or to receive an electronic copy of the personal information you provided to us. Please note that all of these rights are qualified in various ways.
If you have questions or concerns about how your personal information is used, please contact us using the above details.
If you remain unhappy with the way your information is being handled, or with the response received from us, you have the right to lodge a complaint with the Information Commissioner’s Office at Wycliffe House, Water Lane, Wilmslow, SK9 5AF (https://ico.org.uk/).
Last updated: 16.05.2018