ULSO PRIVACY NOTICE 2022

This website is provided by the University of London Symphony Orchestra Charitable Trust (“ULSO”), a registered charity (number 1198769) that processes personal data for purposes necessary to fulfil its aims and charitable objectives. The privacy of our website users and the security of their personal information is important to us and this notice provides information about what we collect, how we use it and how long we keep it. ULSO is committed to keeping your personal data safe and secure and complying with our legal obligations under applicable UK Data Protection Legislation (including the UK General Data Protection Regulation which superceded the EU GDPR on 1st January 2021, the Data Protection Act 2018 and Privacy and Electronic Communications Regulations 2003) when handling it by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by assuring that appropriate technical measures are in place to protect personal data. For the avoidance of doubt, the EU GDPR will still apply if we process EU residents’ personal data.

We may change or update our privacy notice from time to time and reserve the right to modify it at any time. Any significant changes to this Privacy Notice will be communicated on the homepage.

Third Party Websites

For your convenience, this website contains links to third parties, such as event ticketing providers and payment providers, (e.g. Ticket Tailor and Stripe). The cookie, privacy policies and procedures described here do not apply to those sites; you will need to check those sites directly for information on their use of cookies and for data collection and distribution policies. ULSO may receive your information from them under the basis of legitimate interests including but not limited to our financial record keeping, controlling access to our concerts and providing attendees with essential information.

What Personal Information Do We Collect?

ULSO will collect, hold and process personally identifiable data, such as your name, email address, telephone number, payment or billing information, audition videos when it is voluntarily submitted to us when you join, apply to join or renew a membership, ask us to send you information, or when you buy a ticket to attend an event or make a donation either directly or via a third-party provider.

ULSO does not knowingly collect personally identifiable data from children under the age of 13 and does not target its website to children under 13. If you are under 13 and want to ask us a question or use the site in a way that means you have to provide any personal information, please ask your parent or guardian to contact us or provide the information instead.

How Do We Use Your Personal Information?

ULSO collects, holds and processes personal information about current/prospective/former ULSO orchestral members, ULSO administration, ULSO trustees, ticket buyers, and donors for the following purposes:

Use

Legal Basis For Processing

To send you information, updates or newsletters if you ask to receive them.

Consent. We will only ever do this if you expressly consent to receive these communications. You can withdraw consent at any time.

Replying to questions you may ask us about ULSO.

Consent. We will only ever do this if you expressly consent to receive these communications. You can withdraw consent at any time.

To consider applications for orchestral membership.

Legitimate interest – we need to be able to review your personal data to assess your suitability and to be able to contact you throughout the process. You can withdraw from the process at any time.

Managing membership of ULSO.

Legitimate interest – we need to be able to contact you to enable to smooth running of the orchestra and your participation in it. You have the right to opt out of these communications but it will make it difficult to make the most of your ULSO membership and we will still need to contact you regarding the administration of your membership, e.g. membership payments and renewals.

To send you information, updates or newsletters if we reasonably believe them to be of interest to ULSO orchestral members or ticket buyers or donors.

Legitimate interests. You have the right to object at any time and we will cease communication.

To send ticket buyers or donors essential information related to ULSO concerts or donations

Contractual Obligation. We may need to supply the tickets to the concert you have booked and update you with essential information about the concert to comply with purchased ticket obligations.

To withdraw your consent from any of the above, please email data@ulso.co.uk

We may take photographic images or video footage of rehearsals and concerts and store and use such photographic images and video footage of ULSO orchestra members and concert attendees and share on social media. We make clear when photography or recordings are taking place. You have the right to object to this if you wish. To do so, please email data@ulso.co.uk

We may publish lists of donors and orchestral members in our printed concert programmes and on our website but you can request us not to include your information should you wish by emailing data@ulso.co.uk

How Long Do We Retain Your Personal Data?

All other personal data collected will only be kept as long as is strictly necessary and will always be deleted from any databases within a maximum of seven years after your last engagement with us unless we seek your consent to retain it longer or there is an outstanding issue requiring us to keep it longer until resolution.

Transfer Of Data

We may share your personal data with any service providers we may appoint to perform functions on our behalf in accordance with our instructions, including payment providers, event ticketing providers, email communication providers, accountants and lawyers.

We will not otherwise transfer any personally identifiable information you provide at this website to any other third party unless otherwise disclosed to you. We also reserve the right to disclose your personally identifiable information where necessary to protect our rights and/or to comply with a legal process.

Under certain circumstances your personal information may be stored outside the UK or European Economic Area (“EEA”), for example, if our email server is located outside of the UK or EEA. We will only do this where the receiving organisation has adequate safeguards in place (such as standard contractual clauses) in respect of your personal data.

Use of cookies

This website is hosted by ‘Fasthosts Internet Limited’ a UK based website hosting service. This website uses ‘session cookies’ – temporary cookies remain in your browser until you leave the website. Cookies are small text files, which are sent to your web browser and stored on your computer’s hard drive. These are essential and allow you to carry information across our site without having to re-enter it. They cannot be used to identify you, cannot read files on your computer, can’t carry viruses and can’t install malware. You may set your web browser to notify you of cookie placement requests or to decline cookies completely. You can delete the files that contain cookies; those files are stored as part of your internet browser.

Subject Access Requests and Corrections

You have a right to request access to personal data, which is held about you and also have the right to require any inaccuracies in your information to be corrected. We will endeavour to respond to all your requests within 30 days and may require proof of identification.

Who to contact

If you have any questions about ULSO’s Privacy Notice or any personal data we may hold, please email us at

data@ulso.co.uk