What is this guide for?
Whenever we need to collect any of your personal data, we will let you know at that point why we need to do so and what it will be used for. This guide provides an overview of those situations and provides more detail on how we keep your data secure and up to date, how long we might hold it for, and what your rights are in relation to it.
Prometheus Orchestra is committed to protecting your personal data and will use any personal or sensitive data we collect from you in line with the General Data Protection Regulation (GDPR).
Who is responsible for data collected by Prometheus Orchestra?
Prometheus Orchestra is a Data Controller under the GDPR. The person to contact in connection with any questions or queries you may have is the Chairman, Edmond Fivet (email@example.com).
From whom is data collected, what data do we collect and what do we use it for?
Prometheus Orchestra collects data from the following groups of individuals:
Mailing list subscribers
Contractors (e.g. orchestral players, publicity/marketing personnel, etc) who may from time to time be engaged to perform in concerts or provide services
The data collected may include all or some of the following:
The data collected will be used:
To promote, market and manage Prometheus Orchestra’s activities
To collect subscriptions from Friends
To negotiate and enter into contracts with and make payments to orchestral players and others providing services
“Friends” means those who have applied or who will apply to become a Friend of Prometheus Orchestra by payment of an annual subscription, who have asked to receive notifications of Prometheus Orchestra’s concerts and other activities. When you apply to become a Friend, we will ask for your name, address, telephone number, email, bank details and (where applicable) Gift Aid declaration.
Mailing list subscribers
Mailing list subscribers are other members of the public who have expressed a wish to receive notifications of Prometheus Orchestra’s forthcoming events, without payment of a subscription. When you sign-up to our mailing list, we will ask for your name, address, telephone number and email. We will use this data to send you information about our events and activities (e.g. forthcoming performances, social events and fundraising events).
We will only send information to Friends and Mailing list subscribers that is related to Prometheus Orchestra – we will not use your data to send you marketing messages from third parties. Friends will also receive notifications relating to renewal of their subscriptions. Anything we send you will include a clear option to withdraw your consent (e.g. to ‘opt out’ of future emails) and you can also do so at any time by contacting the Chairman (details given above).
The lawful bases for processing the data of Friends and Mailing list subscribers are consent and/or legitimate interests.
Event attendees: for processing and managing tickets for events
Where our events are ticketed, we may need to collect data on the person booking (name and email) in order to allow you access to the event and to send you a confirmation of your reservation/purchase. This data will only be used for administering your access to the event/s for which you have booked and will not be used to send you marketing/promotional messages from Prometheus Orchestra unless you have also provided your consent to receive these (see above).
The lawful basis for processing the data of Event attendees is legitimate interests.
Contractors: for administration and legal/regulatory purposes
We will ask those who may or will be contracted by Prometheus Orchestra for your name, address, telephone number, email and bank details. We may also need (for administration or for legal/regulatory reasons) to collect additional personal or sensitive data on those who are or may be contracted by Prometheus Orchestra.
The lawful basis for processing Contractors’ data is for the performance of a contract.
Do we share your data with anyone else?
We sometimes use third party services to process your data for Prometheus Orchestra’s own marketing purposes. We will always make sure any third parties we use are reputable, secure, and process your data in accordance with your rights under GDPR. We will never pass your personal details on to any other third parties without your consent.
Are there special measures for children’s data?
We do not knowingly collect or store any personal data about children under 13 years of age.
How can you update your data?
You can contact us at any time at firstname.lastname@example.org to update or correct the data we hold on you.
How long will we hold your data?
Prometheus Orchestra will review all data held on individuals at least every two years and remove data where we no longer have a legitimate reason to keep it. Where you have withdrawn your consent for us to use your data for a particular purpose (e.g. unsubscribed from a mailing list), we may retain some of your data for up to two years in order to preserve a record of your consent having been withdrawn.
What rights do you have?
Under the GDPR, you have the following rights over your data and its use:
The right to be informed about what data we are collecting on you and how we will use it
The right of access – you can ask to see the data we hold on you
The right to rectification – you can ask that we update or correct your data
The right to object – you can ask that we stop using your data for a particular purpose
The right to erasure – you can ask us to delete the data we hold on you
The right to restrict processing – you can ask that we temporarily stop using your data while the reason for its use or its accuracy are investigated
Though unlikely to apply to the data we hold and process on you, you also have rights related to portability and automated decision making (including profiling)
All requests related to your rights should be made to email@example.com. We will respond within one month. You can find out more about your rights on the Information Commission’s Office website.
What will we do if anything changes?
If we make changes to our privacy notice or processes we will post the changes on our website (www.prometheusorchestra.co.uk). Where the changes are significant, we may also choose to email individuals affected with the new details. Where required by law, will we ask for your consent to continue processing your data after these changes are made.
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A visit to a page on Prometheus Orchestra’s website may create the following types of cookie:
Registration and preferences cookies
Anonymous analytics cookies
Registration and preferences cookies: When you register with Prometheus Orchestra, we generate cookies that let us know whether you are signed in or not. Our servers use these cookies to work out which account you are signed in with, and if you are allowed access to a particular service. It also allows us to associate any comments you post with your username. If you have not selected ‘keep me signed in’, your cookies get deleted when you either close your browser or shut down your computer.
Anonymous analytics cookies: Every time someone visits our website, software provided by other organisations (e.g. Google Analytics, WordPress, etc) generates an ‘anonymous analytics cookie’.
These cookies can tell us whether or not you have visited the site before and what pages you visit. Your browser will tell us if you have these cookies and, if you don’t, we generate new ones. This allows us to track how many individual users we have, and how often they visit the site. We may se them to gather statistics, for example, the number of visits to a page, to help us identify if visitors would benefit from more information on a particular area.
You can find out more about cookies and their use on the internet from www.allaboutcookies.org
Reg Charity No 1147316 Patron Sir Roger Norrington
Prometheus Orchestra, Co Reg No 07744857 Founding Patron Sir Charles Mackerras
Reg Office 8 Hopper Way, Diss, Norfolk IP22 4GT www.prometheusorchestra.co.uk