BEATLES DAY
ONLINE
BEATLES DAY
ONLINE
GENERAL DATA PRIVACY NOTICE
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 that is likely to come into such possession. The processing of personal data is governed by The General Data Protection Regulation 2016/679.
Who are we?
The HASTINGS BEATLES DAY (The Event) is an annual one day annual event held in partnership with THE SARA LEE TRUST (The Charity). Its purpose is to raise funds for the named charity by organising performing musicians and others in a one day concert at The White Rock Theatre, Hastings.
The local named charity supports people across Hastings and Rother who are affected by cancer and other life threatening illnesses, through the provision of specialist psychological support and therapy care. Over 600 local people are supported each year and all services are provided free of charge.
Robin Redsull, Event Coordinator and Sponsorship Secretary, is the data controller for Hastings Beatles Day, The Event. (contact details below) This means that through arrangements with The Event’s management committee it is decided how your personal data is processed and for what purposes.
Data Controller contact details: 07710 447 821
Email: robin.redsull@btinternet.com
How do we process your personal data?
Our data controllers (The Event management team) comply with 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.
We use personal data for the following purposes:
– Maintaining data of financial sponsors, performing artists’ records, and associated equipment suppliers.
– To enable us to establish promotion and organising arrangements in support of The Event.
– To contact relevant services providers and advertising agencies serving The Event.
Organisational and operational purposes:
– To fund raise and promote the interests of the named charity through The Event including:
Processing financial sponsorship contributions, gift aid donations, raffle arrangements and prizes, and selling of event related goods.
Where appropriate, to keep the public informed of the event details and activities
-To support and instruct volunteers
– To maintain the event accounts and related records
-To maintain the safety of all performers, volunteers and event related personnel
-To issue and instruct all involved parties on the Event Risk Assessment
-To arrange insurance protection for all matters not covered by the venue’s insurance arrangements
– To carry out charity related activities including:
Receipt of sponsorship funds
Electronic point of sale
Processing gift aid applications
Banking and funds transfer arrangements
What is the legal basis for processing your personal data?
Services
☐ Processing is necessary to protect the vital interests of a data subject or another person (Article 6)
Organisational and operational purposes:
– To fundraise and promote the interests of The Event and partnered named charity including:
Processing gift aid applications
Where requested, to keep individuals informed of Event news and activities
☐ Consent of the data subject (Article 6)
– To support our volunteers
– To maintain event accounts and related records
– To maintain the safety of – Maintaining data of financial sponsors, performing artists, and associated equipment suppliers records.
☐ Processing is necessary for compliance with a legal obligation as set out by the HMRC, ICO, HSE and others (Article 6)
☐ Processing is necessary for carrying out obligations under employment, social security or social protection law, or a collective agreement (Article 9)
– To carry out charity retail activities including:
Receipt of sponsorship funds
Operating electronic point of sale (EPOS)
Processing gift aid applications (GIFT AID)
Banking and funds transfer arrangements to the named charity
☐ Consent of the data subject (Article 6)
☐ Processing is necessary for the performance of a contract with the data subject or to take steps to enter into a contract
☐ Processing is necessary for compliance with a legal obligation (EPOS / GIFT AID)
☐ Processing is necessary for compliance with a legal obligation as set out by the HMRC, ICO, HSE and others (Article 6)
☐ Processing is necessary for carrying out obligations under employment, social security or social protection law, or a collective agreement (Article 9)
Sharing your personal data
Your personal data will be treated as strictly confidential, and will be shared only with
The Sara Lee Trust where required and appropriate.
We will not share your data with third parties outside of the Trust.
How long do we keep your personal data?
We keep your personal data for no longer than is reasonably necessary and comply with statutory requirements and industry standard practice.
Your rights and your personal data
Unless subject to an exemption, you have the following rights with respect to your personal data:
– The right to request a copy of your personal data which The Event holds about you
– The right to request that The Event 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 Event to retain such data
– The right to withdraw your consent to the processing at any time (Only if consent is relied upon as a processing condition)
– The right to request that The Event provides you with your personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), (Only applies where the processing is based on consent or is necessary for the performance of a contract with you and The Event 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); direct marketing and processing for the purposes of scientific/historical research and statistics
– The right to lodge a complaint with the Information Commissioners Office.
An “Access to PID records” form is available upon request which should be used to make requests in relation to your personal data.
Transfer of Data Abroad
No data is transferred out of the UK
Automated Decision Making
No information is subject to automated processing or decision making
Further processing
We will seek your consent for any and all new processing proposals.
Contact Details
To exercise all relevant rights, queries or complaints please in the first instance contact our The Event Coordinator 07710 447 821 or robin.redsull@btinternet.com
You can contact the Information Commissioners Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.
Registered charity number 1055048