Privacy Policy | Southgate Symphony Orchestra

Privacy Policy

Introduction
What types of personal data do we use?
Where will we collect personal data from?
Who do we share your data with?
How do we use your data?
What is a service message?
How to contact us
Cookies

Introduction

We are Southgate Symphony Orchestra, also known as SSO for short. This privacy notice is to let you know how we promise to look after your personal data. This notice explains how we do this and tells you about your privacy rights and how the law protects you.

Southgate Symphony Orchestra is a registered charity, number 1122087. Our registered office is Flat 7 Beaufort Court, The Limes Avenue, London, N11 1RS.

You can find out more about us at www.southgatesymphony.co.uk.

If you have any questions or want more details about how we use your personal data, please let us know. See the 'how to contact us' section below for all the different ways you can get in touch.

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What personal information do we collect?

Technical

Details on the devices and technology you use

Communications

What we learn about you from letters, email, and conversations between us

Usage of data

Other data about how you use our products and services

Documentary data

Details about you that are stored in documents in different formats, or copies of them

Special types of data

The law and other regulations treat some types of personal data as special. We do not currently collect any data of this type.

Consents

Any permissions, consents or preferences that you give us

SSOFA membership data

Details about your membership of our friends' organisation, SSOFA

Membership and "deputy"/"guest" player data

Details about your membership of Southgate Symphony Orchestra, or your role as a guest or deputy player

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What types of personal data do we use?

We use many kinds of personal data, and group them together like this.

Data we collect when you use our products, services and facilities:

• Payment and transaction data
• Concert attendance data
• Profile and usage data (this includes your marketing choices and data from the devices you use (such as a mobile phone or laptop) to use our online services (such as our website). We also use Cookies and other internet tracking software to collect data while you are using our websites. You can find out more about this in our Cookie Policy.
• When you purchase or use our products and services
• When you apply for a refund
• When you talk to us on the phone, online, or at a concert
• When you use our website
• In emails and letters
• In customer surveys
• If you take part in our competitions or promotions
• Information you provide to us by filling in forms on our site
• For SSOFA membership purposes
• Through the membership joining process

Data from third parties we work with:

• Ticket retailers
• Social networks

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Who do we share your data with?

We may share your personal data with these organisations:

• Regulators and other competent authorities
• Fraud prevention agencies
• Companies you ask us to share your data with

We may also share your personal data in the event we merge with another amateur music group. We will only do this with your consent.

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How do we use your data?

Data Protection law says that we can use personal data only if we have a proper reason to do so. This includes sharing it outside Southgate Symphony Orchestra. The law says we must have one or more of these reasons:

• To fulfil a contract we have with you
• When it's our legal duty
• When it's in our legitimate interest
• When you consent to it.

A legitimate interest is when we have a legitimate business or commercial reason to use your information. But even then, it must not unfairly go against what is right and best for you. If we rely on our legitimate interest, we will tell you what that is.

Below is a list of all the ways that we may use your personal data, and which of the reasons we rely on to do so. Our legitimate interests are also below.

Serving our customers

What we use your personal data for:

• To deliver our products and services
• To manage our relationship with you or your business
• To develop new ways to meet our customers’ needs and to grow our business
• To develop and carry out marketing activities
• To study how our customers use our products and services
• To market our products and services

Our reasons:

• Your consent
• Fulfilling contracts
• Our legitimate interests
• Our legal duty

Our legitimate interests:

• Keeping our records up to date
• Working out which of our products and services may interest you and telling you about them
• Developing products and services, and what we charge for them
• Defining types of customers for new products and services
• Seeking your consent when we need it to contact you
• To provide you with information relating to how you can hear, join or support us
• As an active customer to keep you informed about our latest offers, deals and competitions
• Being efficient about how we fulfil our legal and contractual duties

Reducing crime and operating in a safe and lawful manner

What we use your personal data for:

• To detect, investigate, report, and seek to prevent fraud
• To manage risk for us and our customers
• To obey laws and regulations that apply to us
• To respond to complaints and seek to resolve them

Our reasons:

• Fulfilling contracts
• Our legitimate interests
• Our legal duty

Our legitimate interests:

• Developing and improving how we deal with fraud, as well as doing our legal duties in this respect
• Complying with regulations that apply to us
• Being efficient about how we fulfil our legal and contractual duties

Operating our business effectively

What we use your personal data for:

• To run our business in an efficient and proper way. This includes managing our business capability, financial position, communications, corporate governance, planning, and audit.

Our reasons:

• Our legitimate interests
• Our legal duty

Our legitimate interests:

• Complying with regulations that apply to us
• Being efficient about how we fulfil our legal and contractual duties
• Developing our products and services

What we use your personal data for:

• To develop and manage our brand, products, and services
• To manage how we work with other companies that provide products and services to us and our customers
• To find people who might benefit from using our products and services

Our reasons:

• Fulfilling contracts
• Our legitimate interests
• Our legal duty

Our legitimate interests:

• Developing products and services, and what we charge for them
• Defining types of customers for new products and services
• Being efficient about how we fulfil our legal and contractual duties
• Complying with regulations that apply to us

What happens if we send your data outside of the EEA?

We will only send your data outside of the European Economic Area (‘EEA’) to:

• Comply with a legal duty
• Provide our products and services

If we do transfer information outside of the EEA, we will make sure that it is protected in the same way as if it was being used in the EEA. To do this, we will use one or more of these safeguards:

• Only transfer it to a non-EEA country with privacy laws that give the same protection as the EEA, as deemed by the European Commission
• Ensure that a contract with the recipient is in place that means they must protect it to the same standards as the EEA
• Transfer it to organisations that are part of Privacy Shield. This is a framework that sets privacy standards for data sent between the US and EU countries.

You can find out more about these safeguards on the European Commission Justice and Information Commissioner’s Office (ICO) websites.

Here is a list of the services we currently use which are located outside of the EEA:

None

What happens if you choose not to give us your personal data?

We may need to collect personal data by law, or under the terms of a contract we have with you.

If you choose not to give us this personal data, it may delay or prevent us providing our products or services to you. For example, not providing an email address would prevent us from providing you with an e-ticket to attend our concert.

Sometimes we might ask for information that is useful for us to know but is not required by law or a contract. When this is the case, we will make this clear by marking it as optional. You do not have to provide these extra bits of information, and your choice will not prevent us providing you with our products or services.

How do we use your data for marketing?

We may use your personal data to tell you about our relevant products, competitions and offers. This is what we mean when we talk about ‘marketing’. We may also use your data to help create a profile to find potential customers like you.

We will send you marketing based on what you tell us about yourself, data we collect when you use our services. We use this information to get a view on what we think would interest you the most.

We will only send you marketing messages if we have either your consent or a legitimate interest. This is when we have a legitimate business or commercial reason to use your information that does not unfairly go against what is right and best for you.

You can ask us to stop sending you marketing messages by contacting us at any time by clicking unsubscribe at the bottom of any marketing email.

Whatever you choose for marketing, you'll still receive service messages, such as booking confirmations.

How will we treat children’s privacy?

Our products and services do not specifically address anyone under the age of 13. Providing us with your date of birth is completely optional, so it is possible for someone of any age to register and purchase our products or services, should they have the means to pay for it online. In the case we discover that a child under 13 has provided us with consent for marketing, we will immediately remove this consent. If you are a parent or guardian and you are aware that your child has provided us with personal data, please contact us using one of the methods in the 'how to contact us' section so that we will be able to take the necessary actions.

How long will we keep your personal data?

We will keep your personal data for as long as you are a customer of Southgate Symphony Orchestra. The points below shows how long we keep which information, and our reasons why.

What data:

• Personal data including transaction history and complaints

For how long:

• Up to six years after last contact

Our reasons:

• Keeping our records up to date, working out which of our products and services may interest you and telling you about them
• To respond to any questions, claims or complaints
• Complying with regulations that apply to us
• Being efficient about how we fulfil our legal and contractual duties

For very good reasons, we may keep your data for longer than the periods provided, such as if you were unfortunately involved in a safety incident. If we cannot delete it for legal, regulatory, or technical reasons, we will make sure that your privacy is protected and only use it for those purposes.

Do you want us to share what personal data we have about you, with you?

If you want us to share what information we have about you, please let us know. See the 'how to contact us' section below for all the different ways you can get in touch.

If you do want to contact us, it would be helpful for us to complete your query if you provide us with your address, contact details and what you would like to have a copy of.

Sometimes you may be asked to provide proof of identity before we show you your personal data – this helps us prevent unauthorised access.

Is the personal data we have about you incorrect?

You have the right to question any information we have about you that you think is wrong or incomplete. Please contact us using one of the methods in the 'how to contact us' section.

If you do, we will take reasonable steps to check its accuracy and correct it.

Do you want us to stop using your personal data?

You have the right to object to certain ways that we use your personal data, or to ask us to delete, remove, or stop using your personal data if there is no need for us to keep it. This is known as the 'right to object' and 'right to erasure', or the 'right to be forgotten'. Please note such requests may not always be possible due to legal obligations we may have to keep such records. For example, ensuring you still have your rights under the Consumer Rights Act.

In some cases, there will be legitimate, legal, or other official reasons for us to keep your data. But please tell us if you think that we should not be using it.

It may be possible for us to restrict the use of your data. This means that it would only be used for certain activities, such as legal claims or to exercise legal rights. If this was to happen, we would not use or share your information in other ways while it is restricted.

You can ask us to restrict the use of your personal data if:

• It is not accurate
• It has been used unlawfully but you don’t want us to delete it
• It's not relevant any more, but you want us to keep it for use in legal claims
• You have already asked us to stop using your data but you are waiting for us to tell you if we can keep on using it

If you want to object to how we use your data, ask us to delete it or restrict how we use it, please contact us using one of the methods in the 'how to contact us' section .

Do you want to withdraw your consent or object to when we use our legitimate interest for marketing?

You can withdraw your consent or object to marketing at any time. If this is the case, you can do this by:

• Unsubscribing from an email you receive from us that contains the 'unsubscribe' link
• Contacting us and informing us by using the 'how to contact us' section

If you withdraw your consent, we may not be able to provide certain products or services to you. If this is so, we will tell you.

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What is a service message?

Services messages are messages we need to send to let you know about your concert booking, or the service we provide for you. These are different to marketing emails we send as they contain information we need to tell you to ensure we can provide you with our services effectively. Examples of these include:

• Booking confirmation and ticket details
• Changes to terms and conditions and our privacy notice
• Information about changes to the annual SSOFA membership cost
• Confirmation of forthcoming term and concert dates if you are a member, "deputy" or guest player, or have enquired about membership
• Notification of upcoming (or changes to) AGMs or members' events if you are a member

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How to contact us

Email: Data Protection
Telephone: +44 (0)7092 879 097*
Address: SSO c/o Flat 7 Beaufort Court, The Limes Avenue, London, N11 1RS, UK

You also have the right to complain to the Information Commissioner's Office. You can use the relevant section of the Information Commissioner's Office website to do this.

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Cookies

So, what are Cookies exactly? Simply put, they're tiny files automatically downloaded to any device you use when you visit our website (could be on your computer, tablet, mobile phone or more). They're designed to make your visit quicker, easier, and better. They can also let us know how well our site is working, and tailor your experience on our website.

About our Cookies

To keep things nice and simple, we've arranged the Cookies we use into four groups, according to International Chamber of Commerce guidelines.

Strictly Necessary Cookies

When we say strictly necessary, we mean it. These helpful little cookies make sure our website works properly, and only ever run for the duration of your visit. Without them, all sorts of important stuff like searching for train times, saving purchases to your shopping basket and using a secure login just couldn't happen. That's why these Cookies are set as part of the terms and conditions of using our website.

• They remember the information you've already entered, on order forms for example, as you move between different pages.
• They allow us to set up secure areas on the website.
• They know whether or not you've closed the Cookie notification.

Strictly Necessary Cookies used on our website:

• None

Performance Cookies

Like many other websites, we collect information about how people are using our site with the help of Cookies. That way, we can improve our website to help give visitors the things they're looking for. We can discover which sites they're coming from and which of our adverts they like best.

Using this anonymous information gives us a real insight into how we're doing and what we need to do to make our online service better than ever. These Cookies are set as part of the terms and conditions of using our website.

• They help us to improve and enhance our website.
• They can tell us which adverts are working best for us, and where.
• They can tell us which affiliate and partner sites have led to a sale, so we can reward both them and our customers appropriately.
• They help us pick up any errors that may have happened, so we can stop them from happening again.
• They help us test designs for our website, and keep a consistent user-friendly look.

Performance Cookies used on our website:

• _ga (Analytics - Google Analytics)
• _gali (Analytics - Google Analytics)
• _gat (Analytics - Google Analytics)
• _gid (Analytics - Google Analytics)

Functionality Cookies

These Cookies help us to make our content as tailored to you as possible. They do this by allowing the website to remember any information you've entered, like your username or your home station for instance. What's great about that is we can show you all the ticket prices, deals and offers you'll be most interested in - not something you won't be.

They remember your previous choices, for example, not wanting to be asked to fill in a questionnaire. Functionality Cookies mean you won't waste time being asked again.

Functionality Cookies used on our website:

• cb-* (Cookie to show or disable the cookie notification message)
• 1P_JAR (Google cookie)
• AID (Google cookie)
• APISID (Google cookie)
• CONSENT (Google cookie)
• DSID (Google cookie)
• DV (Google cookie)
• HSID (Google cookie)
• IDE (Google cookie)
• NID (Google cookie)
• PREF (Google cookie)
• SAPISID (Google cookie)
• SID (Google cookie)
• SIDCC (Google cookie)
• SSID (Google cookie)
• UULE (Google cookie)

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