Privacy Policy

Who we are

London Philharmonic Choir is a charity and is funded by individual donors and concert engagements. Our registered charity number in England and Wales is 1093455 and we are also registered as a company in England and Wales under registration number 4463793.

The London Philharmonic Choir is fully compliant with the rules governing data users under the General Data Protection Regulation ((EU) 2016/679) (GDPR) and the Data Protection Bill (DPB) 2017. The Data Controller is the London Philharmonic Choir. The person responsible for data protection is the Honorary Secretary (Joy Lee).

Why collect data?

The Choir collects information about its members and prospective members for administrative and management purposes only. We will keep and use it to enable us to run the organisation and to manage our relationship with you effectively, lawfully and appropriately. This includes using information to enable us to comply with contractual obligations, legal requirements and pursue the legitimate interests of the company, and protect our legal position in the event of legal proceedings. If you do not supply this data we may be unable in some circumstances to comply with our obligations, and we will tell you about the implications of that decision.

Information you give us

The personal information that we collect when you apply to join the Choir includes your name, email address, voice type and information you choose to share with us about your musical background. We will retain this data while your application to join the Choir progresses, but if you do not join the Choir, we will delete the data we hold about you.

The personal information that we may collect when you join the Choir includes:

– Your name
– Email address
– Telephone number(s)

If you choose to tour with the Choir, we may also hold details purely for the purposes of visa processing and booking transport such as passport details (including scans of key pages and visas), home address, marital status and names and details of family members, details of previous travel history. In order to maintain a smooth touring operation we may also hold seating preferences, dietary requirements and where you have chosen to inform us we may hold relevant medical details. When this data is no longer needed, at the end of the tour, our records of this data will be deleted unless we are legally required to keep any of it for visa purposes.

In the event of the Choir working with young people or vulnerable adults and you offering to help with this, we would ask you to undertake a DBS check and retain the certificate on your behalf for proof that these processes were followed. We may sometimes need to process details about you to pursue our legitimate business interests, such as your name and where it pertains to Choir events, photographs. We will never process your data where these interests are overridden by your own interests.

Information about your interactions with us

Where you have interacted with us we store a history of those interactions. For example, emails regarding auditions and re-auditions and records of which concerts you have participated in.

Legal basis

There are three legal bases under which we may process your data:

Contract purposes

The Choir is often required to provide a certain number of singers for a given performance. When you sign-up for a concert you are entering into an informal contract with us. In order to fulfil this contract we need to process and store your data. For example we need your contact details to keep you informed of the concerts you have signed up to sing in.

Legitimate business interests

In certain situations we collect and process your personal information for purposes that are in our legitimate organisational interests, for example in processing visas or enabling tours to go smoothly and with appropriate safeguards. However we only do this if there is no overriding prejudice to you by using your personal information in this way. We would only use your data if you chose to be involved in such an event.

With your explicit consent

For any situation where the two bases above are not appropriate, we will instead ask for your explicit consent before using your personal information in that specific situation. For example, we would never share your data with another organisation to contact you, unless you had given us explicit consent to do so.

Third parties

There are some circumstances in which we may disclose your personal information to third parties. These are as follows:

– For the purposes of transport, hotel and visa processing
– Names of Choir members are passed to venues for security purposes to allow your entry and, where necessary, approve your attendance
– To undertake legal obligations regarding government reporting requirements