01B CCMF Privacy Policy

The East Coast Churches and Community Music Festival 

3 Shirley Court, South Marine Drive, Bridlington, East Yorkshire. YO15 3JJ
Tel: 01262 677 835
Registered Charity No 1170945 Web www.ccmf.co.uk

Our Web site: www.ccmf.co.uk Email

Communications: paul-lowe@ccmf.co.uk

1.0 Introduction
One of the biggest changes to UK data privacy law comes into effect on 25 May 2018. The General Data Protection Regulation, also known as GDPR, means that you will have more control over how your data is used. And it ensures that organisations such as The East Coast Churches and Community Music Festival charity protect your personal data better. To reflect these changes and new obligations, this privacy policy aims to inform you what we do with your personal data and how it’s used.

2.0 How your Data is stored.
Your data is stored in electronic format on computer in the form of an Excel file. As and when required it is used in our “Mail Chimp” email Campaign files protected by our password.

3.0 How we use your data:
Your data is used to keep you informed of and to promote our activities. These fall under the following Key Activities area which are as follows:
• The East Coast Musician of the Year Competition.
• The East Coast Festival of Choirs and Voices.
• The East Coast Festival of Schools’ Music Making.
• The East Coast Festival Chorus.
• Other events and promotional activities in keeping with our charity status.

4.0 The purpose of our communications:
The purposes of our communications with you are to:
• Keep you up to date with information about our activities.
• Provide you with marketing material (fliers, information leaflets).
• Circulate copies of our Newsletter.

Provide you with specific information relative to our activities which you or your organisation may be taking part.
Draw your attention to information on our Web Site www.ccmf.co.uk

Inform your group/organisation or where appropriate, church members of upcoming events.

Registered Charity No 1170945 Web www.ccmf.co.uk

5.0 Our prime method of communicate with you is by email.
In specific cases where email is not appropriate we will communicate with you by letter. This would either “by hand” or delivered through the normal Royal Mail postal service. This would be our method of communication for sending bulk publicity material for distribution to your organisation, public display notices, certificates of awards. We do not use private companies for this purpose. We do not send one-off fliers of poster (junk mail) to you personally.

6.0 Information we retain on our records
We retain on our records:
Your Name.
Your e-mail address.
We only retain your address if:
• You are a trustee of the CCMF charity.
• You have enrolled as a “Member” of CCMF Charity.
• You are a member of The East Coast Festival Chorus.
• You are a member of one of our organising working groups.
• You have entered one of our competitions.
• We have established a need with you to communicate in writing.
• You do not have an email address and have requested written communications.

We only retain your telephone number if you have provided this for our mutual use or
• You are a trustee of the CCMF charity.
• You have enrolled as a “Member” of CCMF Charity.
• You are a member of The East Coast Festival Chorus.
• You are a member of one of our organising working groups.
• You have entered one of our competitions.
• We have established a need with you to communicate by phone.
• You do not have an email address and have requested written communications.
• We need it for safeguarding protection purposes.
Your date of birth:
We only retain your date of birth if you have entered the East Coast Musician of the Year Competition. This is only used to ensure you have been entered into the correct class within the competition.

7.0 We will never ask you for:
• Details of your bank account(s).
• Any other personal details not listed above.

8.0 Confidentiality
We treat all information we hold about you as private and confidential. We will not reveal any personal details to anyone not connected with The East Coast Churches and Community Music Festival, unless:
• You ask us to reveal the information.
• We are required or permitted to do so by law.
• We will not pass on any information we hold on you to any other organisation for financial gain.
• We will not pass on any information we hold on you to any other organisation without your express permission.

9.0 Updating your information
Please let us know straight away if any of these change:
• Your name
• Your Email address And where appropriate:
• Your Phone number (including mobile)
• Your Address.
From time to time we will remind you that we hold information on our data base about you. Every 5 years we will refresh our data base.

10.0 Unsubscribing from our records:
For most of our communications we use the MailChimp system. Each email sent via this system gives you the opportunity to unsubscribe at any time from our email communication service. This is an automatic service.
We reserve the right to change from MailChimp if we consider other email communication systems are better suited to our needs.
For non-MailChimp forms of email communications simply reply and request your information is deleted from our records.
For written communications please write to our head office requesting your information is deleted from our records.

11.0 Requesting information on what we hold

Please request this is writing to the Data Protection Officer.

Please write to: The Data Protection Officer, 3 Shirley Court, South Marine Drive, Bridlington, East Yorkshire. YO15 3JJ

13. Validity date
This document was updated on Monday 1st July 2019.

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