This is    Designed and produced by Stephen Taylor for the Cambridge & District Organists’ Association

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1. Your personal data – what is it?

Personal data relates to a living individual who can be identified from that data.  Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulations (the “GDPR”).

2. Who are we?

The Cambridge Organists’ Association (“the Association”) is the data controller (contact details below).  This means it decides how personal data is processed and for what purposes.

3. How do we process your personal data?

The Association complies with its obligations under the “GDPR” by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.

The Association uses personal data for the following purposes: -

 to administer membership records;

 to promote the interests of the charity;

 to maintain its own accounts and records (including the processing of Gift Aid donations);

 to inform members of news, events and activities of the Association;

 to share members’ personal data with the Incorporated Association of Organists (“the IAO”) with whom the Association is affiliated.

4. What is the legal basis for processing your personal data?

Explicit consent of the data subject is required so that the Association can keep the member informed of news, events, and activities of the Association and other events and to process Gift Aid donations;

5. Sharing your personal data
Personal data will be treated as strictly confidential and will only be shared with other members of the Association in order to carry out a service to other Association members or for purposes connected with the Association or the IAO. The Association will never share personal data with third parties.

6. How long do we keep your personal data?
The Association keeps personal data for as long as a member remains in the membership of the Association and Gift Aid declarations and associated paperwork for up to 6 years after the calendar year to which they relate.

7. Your rights and your personal data  

Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data: -

 the right to request a copy of your personal data which the Association holds about you;

 the right to request that the Association corrects any personal data if it is found to be inaccurate or out of date;  

 the right to request your personal data is erased where it is no longer necessary for the Association to retain such data;

 the right to withdraw your consent to the processing of your personal data at any time;

 the right to request that the data controller provide the data subject with his/her personal data and where possible, to transmit that data directly to another data controller (known as the right to data portability) (where applicable) [Only applies where the processing is based on consent or is necessary for the performance of a contract with the data subject and in either case the data controller processes the data by automated means];

 the right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;

 the right to object to the processing of personal data, (where applicable) [Only applies where processing is based on legitimate interests (or the performance of a task in the public interest/exercise of official authority); direct marketing and processing for the purposes of scientific/historical research and statistics]

 the right to lodge a complaint with the Information Commissioner’s Office.


8. Further processing

If the Association wishes to use members’ personal data for a new purpose not covered by this Privacy Notice, then the Association will provide members with a new Consent Form and a new Privacy Notice will be published explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions.

9. Contact Details       To exercise all relevant rights, queries or complaints, in the first instance please contact the Membership Secretary at 40 Jermyn Road, King’s Lynn, Norfolk, PE30 4AE e-mail via our contact link on home page of this site. A member can contact the Information Commissioner’s Office on 0303 123 1113 or via email or at the Information  Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.