Privacy Policy

Sutton Courtenay Singers

General data we hold

  1. The data we routinely collect includes names, addresses, telephone numbers and email addresses of members and also records of relevant financial transactions. We collect this data directly from our members when they join as a singer or enrol as a Friend. We also hold the same type of information for instrumentalists, soloists and others whose services we use, have used or may use in support of the aims of Sutton Courtenay Singers.
  2. Members, potential members and Friends may sign up on the website and may choose to share their contact information with others who have signed up. Subscription requests are manually checked before approval.
  3. Contact information for members of the committee and others allocated specific responsibilities by the committee may, with their agreement, be available from the website.
  4. For some of our members we may have additional information such as roles that they carry out within Sutton Courtenay Singers.
  5. We use members’ data for the administration of membership, the communication of information, and the organisation of events.

Sharing your data

  1. We do not pass your data to any individual or organisation except where necessary to provide a service you have requested. When you buy a ticket online, your payment details are processed by Square as described in paragraphs 15 to 18 below.

Storage and access

  1. This information is mainly stored in digital form on computers under the control of the secretary and the treasurer on a server in the UK.
  2. The webmaster is responsible for ensuring that Sutton Courtenay Singers discharges its obligations under the UK General Data Protection Regulation (UK GDPR).
  3. Committee members and others allocated specific responsibilities by the committee have access to members’ data in order for them to carry out their legitimate tasks for Sutton Courtenay Singers.

Legal basis for holding your data

  1. We collect personal data that is necessary for the purposes of our legitimate interests as a membership organisation. We maintain records to comply with Charity Law and to comply with our legal obligations.

Your rights

  1. You can contact us with a “Subject Access Request” if you want to ask us to provide you with any information we hold about you. If you are interested in any particular aspects, specifying them will help us to provide you with what you need quickly and efficiently. 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.
  2. We may also keep records of the medical requirements of children and vulnerable adults.
  3. If you would like us to delete data relating to you, please contact the Secretary. It will be deleted if we are legally permitted to do so.
  4. We normally keep members’ data for one year after they resign or their membership lapses in case they later wish to re-join.

Online ticket sales

  1. We sell tickets for our concerts through the website. When you buy a ticket, we collect your name and email address to confirm your booking and send you your order details.
  2. Payment card details are handled entirely by Square (a service provided by Block, Inc.), which processes your payment securely. Your card number, expiry date, and CVV are entered directly into Square’s own secure payment form and are never seen by or stored on our systems. Square may also ask for the postcode associated with your card as a security check; this is handled by Square and not by us.
  3. Square acts as our payment processor and receives your name and the details you enter into their payment form in order to carry out the transaction. Square is certified to PCI DSS standards (the international security standard for card payment processing) and complies with UK data protection law. You can read Square’s privacy notice at squareup.com/gb/en/legal/general/privacy.
  4. We keep your name and email address for 12 months after the concert date, after which it is deleted. We do not use your ticket purchase details for any other purpose, such as sending you newsletters or marketing emails, unless you have separately signed up to receive these.

Last reviewed: February 2026 Our full Data Protection Policy can be downloaded as a PDF from the website. (It is currently being revised.)