Last Updated: 23 Nov. 25 (Next review 25 May 26)
River Voices is committed to protecting your personal information and being transparent about what information we hold about you. This ‘Data and Privacy Policy‘ explains how we collect, use and protect data from our members, audience and website visitors.
1. Your personal data
Personal data relates to a living individual who can be identified from that data (for example names, photographs, videos, email address, or physical address). Identification can be by the information alone or in conjunction with any other information in the data controller’s (River Voices) possession or likely to come into such possession. The processing of personal data is governed by the ‘General Data Protection Regulation’ (‘GDPR’) now enshrined in the ‘Data Protection Act 2018’ (‘DPA2018‘) and the ‘Data (Use & Access) Act 2025’ (‘DA25’).
2. Information we collect
We collect personal data to manage our membership, sell tickets and keep you informed about our events. The types of information we collect depend on your relationship with us:
For mailing list subscribers:
- Name
- Email address
For choir members:
Contact details (Name, address, email, phone number etc)
- Voice part (e.g., Soprano, Tenor)
- Attendance records
- Payment history (for membership fees)
- Emergency contact information
- Photographs and video recordings (see relevant section below)
For ticket buyers / donors:
- Name and contact information
- Billing information (Note: We do not store credit card details directly; these are processed securely by our payment partners such as PayPal/Stripe/Eventbrite).
3. How we use your information
The ‘Data Controller‘ (River Voices) will comply with their legal obligations to keep personal data up to date, to store and destroy it securely, to not collect or retain excessive amounts of data, to keep personal data secure and to protect personal data from loss, misuse, unauthorised access and disclosure and to ensure that appropriate technical measures are in place to protect personal data. We will only use your personal data on relevant lawful grounds as permitted by the ‘Data Protection Act ‘(and ‘GDPR‘ where applicable).
We use your data to:
- Communicate:
- Send newsletters,concert announcements
- audition notices.
- Administer membership
- Manage rehearsals
- sheet music distribution
- subscription fees.
- Process orders
- fulfill ticket sales
- process donations.
- Improve
- Analyse website traffic to improve our online presence (using anonymous data).
4. Sharing your information
We never sell your data to third parties. However, we may share data with trusted service providers who help us operate such as:
- Ticketing platforms: (e.g., Eventbrite, TryBooking)
- Email marketing services: (e.g., Mailchimp)
- Payment processors: (e.g., PayPal, Stripe)
These providers are only authorized to use your information to perform services on our behalf and must adhere to security standards.
5. Photography and media
As a performing arts group, River Voices frequently photographs and records video and audio of our rehearsals and performances for archival, marketing and publicity purposes (including social media and our website).
- Public performances: By attending a public event, audience members acknowledge they may be incidentally included in crowd shots or recordings.
- Members: Choir members are asked to sign a media consent form upon joining. Members who do not wish to be photographed must inform the Committee in writing.
6. Transfer of data abroad
Any electronic personal data transferred to countries or territories outside the EU will only be placed on systems complying with measures giving equivalent protection of personal rights either through international agreements or contracts approved by the European Union. Our website is also accessible from overseas so on occasion some personal data (for example in a newsletter) may be accessed from overseas.
7. Further processing
If we wish to use your personal data for a new purpose not covered by this ‘Data and Privacy Policy‘, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.
8. Cookies
Our website uses cookies to ensure you get the best experience.
- Functional cookies: Necessary for the site to work (e.g., keeping items in your shopping cart).
- Analytics cookies: Help us understand how many people visit our site (e.g., Google Analytics). These do not identify you personally.
You can choose to disable cookies through your individual browser options.
9. Data security
We have put in place reasonable security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorized way. Access to member data are restricted to necessary Committee members (e.g. the Secretary, Treasurer and Website Administrator).
10. Your rights
You have the right to:
- Unsubscribe: You can opt out of our emails at any time by clicking the ‘unsubscribe’ link in the footer of our emails.
- Access: Request a copy of the personal data we hold about you.
- Correction: Request that we correct any incomplete or inaccurate data.
- Deletion: Request that we delete your personal data when there is no good reason for us to continue processing it.
11. Contact us
If you have any questions about this ‘Data and Privacy Policy‘ or how we handle your data, please contact us at:
River Voices email: music ‘at’ rivervoices.co.uk