Privacy Policy

Privacy Policy for The Village Voices, Great Wakering]

Last updated: [12/02/2026]

 

1. Introduction

The Village Voices] ("the Choir") is committed to protecting the privacy and security of your personal data. This policy explains how we collect, use, and safeguard your information.

 

2. Information We Collect

We may collect and process the following information about our members, volunteers, and supporters:

  • Contact details: Name, email address, postal address, and telephone number.
  • Membership details: Voice part (e.g., Soprano, Bass), attendance records.
  • Financial information: Payment history for subscriptions, donations, and Gift Aid declarations.
  • Emergency information: Emergency contact name and phone number.
  • Media: Photos or video footage from rehearsals and performances (collected with your consent).

 

3. How We Use Your Data

We use your personal data for the following purposes:

  • Membership Administration: To manage rehearsals, performance schedules, and subscription payments.
  • Communication: To send you updates about choir activities, social events, and fundraising.
  • Legal Obligations: To process Gift Aid claims with HMRC or comply with safeguarding requirements.
  • Event Management: To manage ticket bookings and event entry.

 

4. Legal Basis for Processing

We process your data under the following legal bases:

  • Legitimate Interests: For the day-to-day administration of the choir.
  • Consent: For marketing communications and the use of your image in promotional materials.
  • Contract: To fulfil our obligations regarding your membership or ticket purchases.

 

5. Data Sharing

We do not sell or swap your data with third parties. We may share your information only when necessary with:

  • Service Providers: Webador for website management.
  • Regulatory Bodies: Such as HMRC for Gift Aid or law enforcement if required by law.

 

6. Data Security and Retention

We implement security measures to protect your data from unauthorised access. We will keep your personal data only for as long as you are a member or as required for legal/accounting purposes.

 

7. Your Rights

Under data protection law, you have rights including:

  • The right to access: Request a copy of the data we hold about you. 
  • The right to rectification: Ask us to correct inaccurate information.
  • The right to erasure: Ask us to delete your data when no longer needed.
  • The right to withdraw consent: Unsubscribe from marketing at any time.

 

8. Contact Us

If you have questions about this policy or wish to exercise your rights, please contact our Data Protection Lead:

  • Name: David Bailey, The Village Voices, Great Wakering]
  • Email: [info@thevillagevoices.co.uk]
  • Address: The Village Voices, Community Centre, Old School, 90 High Street,. Great Wakering. Essex SS3  0EJ

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO).