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What personal data does Epping Forest Singers (“EFS”) collect?

The data we collect includes members’ names, addresses, email addresses and phone numbers. We collect this data directly from members when they join the club.


What is this personal data used for?

We use members’ data for the communication of information and the organisation of choir rehearsals, concerts and other events.


Does EFS share members’ data with anyone?

No, we do not pass on members’ data to any other organisations. 


Where does the data come from?

Data for most members comes from them when they join EFS or when they update their information with EFS.


The information held by EFS may be updated if you have provided the committee with updated information and give permission to for your records to be changed.


How is your data stored?

The data is mainly stored in digital form on computers and sometimes in the form of written documents, for example the weekly register, lists of members singing in concerts, concerts programmes.


Who is responsible for ensuring compliance with the relevant laws and regulations?

Under the GDPR (General Data Protection Regulation) EFS does not have a statutory requirement to have a Data Protection Officer. The person who is responsible for ensuring that EFS discharges its obligations under the GDPR is Charlotte Prosser.


Who has access to your data?

Members of the committee of EFS have access to members’ data in order for them to carry out their legitimate tasks for the organisation.


What is the legal basis for collecting this data?

EFS collects personal data that is necessary for the purposes of its legitimate interestsas a membership organisation.


How can you check what data we have about you?

If you want to see what basic membership data we hold about you, you should contact Charlotte Prosser.


We don’t hold any other information other than membership data, however, you can contact us with a “Subject Access Request” if you want to ask us to provide you with any other information we hold about you. We are required to provide this to you within one month.


There is not usually a fee for this, though we can charge a reasonable fee based on the administrative cost of providing the information if a request is manifestly unfounded or excessive, or for requests for further copies of the same information.


Does EFS collect any “special” data?

The GDPR refers to sensitive personal data as “special categories of personal data”. EFS does not record any such special data. 


How can you ask for data to be removed, limited or corrected?

There are various ways in which you can limit how your data is used.


  • You could maintain your membership of EFS with limited contact details, for example, just an email address.  This however would mean a committee member was not able to contact you by phone if for example rehearsals were cancelled at short notice.

  • If you need to amend your details at any time, please let Charlotte Prosser know.


How long do we keep your data for, and why?

We keep members’ data for as long as they are members of EFS. We normally keep members’ data even if they stop coming to rehearsals for a couple of terms, in case they want to rejoin. However, we will delete any former member’s contact details entirely on request.



July 2018


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