1. The Festival requests and keeps personal information about:
This information comprises name, date of birth (for participants under the age of 25), address, telephone number(s), e-mail address and place of study (for full-time students). The information is gathered for the purposes of communicating with participants and/or their teachers/parents/guardians. In the case of the date of birth and place of study, this is used to determine a performer’s eligibility for entry to classes and awards.
Donors, also known as ‘Friends’
This information comprises names, addresses, phone numbers, e-mail addresses, sums paid and, in some cases, forms which confirm eligibility for gift aid claims. This data is held for communicating with Friends about the Festival, for seeking financial support for the Festival, for our own financial records and to claim gift aid. With their prior consent, Friends’ names are published in the Festival programme.
Adjudicators and Accompanists
This data comprises names, addresses, fees paid and contact details. This data is used for the running of the Festival.
Volunteers and their Referees
This data comprises names, addresses and contact details, plus emergency contact details for our volunteers. It is used for communicating with our volunteers about the running of the Festival, and for checking the references of our volunteers.
This data comprises names, addresses, contact details and such other personal information as is necessary to comply with our legal obligations.
2. Personal information may be shared with our Independent Examiner in the course of preparing annual financial statements. If we are claiming gift aid, we will pass to HMRC such personal information about a donor as they may require. Names of participants will be printed in the Festival programme and winners’ names are passed to the press for publication and appear on the Festival website. With these exceptions, no personal information will be passed to anyone outside the Festival organising committee without the permission of the individual or his/her legal guardian.
3. All the personal data we process is processed by our staff in the UK; however, for the purposes of IT hosting and maintenance, this information is also processed by a third party.
4. Data is kept for 6 years after our last active contact with an individual. Electronic data is kept on password controlled media. Paper records are kept securely and shredded at the end of their useful life.
5. Individuals have the right to ask for a copy of the information held on them but will be asked for confirmation of their identity before it is released. There will be a small fee to cover photocopying and postage.
6. Where someone has given the Festival information about another person (e.g. a teacher submitting an entry for a pupil), this is on the understanding that this is with the consent of this person or his/her parent/guardian.
7. With prior consent, e-mail addresses and postal addresses are occasionally used to send information about the Festival likely to be of interest. The Festival will comply with any request from individuals that their contact details should not be used for that purpose.