Dunsford Singers: A Teign Valley Choir
The choir has developed governance standards to support best practice in our setting. Please ensure you are familiar with our constitution, and policies on Safeguarding, and Health and Safety, available on the choir website and in hard copy at rehearsals. Policies will be updated from time to time.
To all current members & those joining
please open, save, print & sign the Membership & Data Protection Consent form using the PDF or W button below & bring to rehearsal. The content of the form is shown below.
Voice part (please put a X) …….. Soprano …….. Alto …….. Tenor …….. Bass
DATA PROTECTION CONSENT FORM
Your privacy is important to us, and we want to communicate with our members and others associated with
Dunsford Singers in a way which has their consent and which is in line with UK law on data protection. As a result of
a change in UK law in May 2018, we now need your written consent as to how you would like us to contact you.
Please fill in the contact details you are happy for Dunsford Singers to use to communicate with you:
..…………………………………………………………..…………… Post Code ..............................
Email Address: ………………………………………………………
Phone Number: ……………………………………………..............
By signing this form you are confirming that you consent to Dunsford Singers holding and processing your personal
data for the following purposes (please put a Y against all the means whereby you grant consent):
I consent to Dunsford Singers contacting me to keep me informed about news, events, activities and matters of
interest to its members by:
Optional extra consent:
….. I consent to my email address being given to other members of the Dunsford Singers
without any further request to me.
Signed: ………………………………………………………. Dated: ……………………………
You can grant consent to all the purposes, one of the purposes or none of the purposes. Where you do not grant consent we will not be able to
use your personal data (so for example we may not be able to let you know about forthcoming activities and events) except in certain limited
situations, such as where required to do so by law or to protect members of the public from serious harm. You can find out more about how we
use your data from our “Privacy Notice” which is available from the Data Protection Officer, details below.
You can withdraw or change your consent at any time by contacting the Data Protection Officer of Dunsford Singers, Liz Robin, at email@example.com or on 01647 252214. Please note that all processing of your personal data will cease once you have withdrawn consent, other than where this is required by law, but this will not affect any personal data that has already been processed prior to this point.
DATA PRIVACY NOTICE
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 Regulation (the “GDPR”).
2. Who are we?
The Dunsford Singers Committee is the data controller (contact details below). This means we decide how your personal data is processed and for what purposes.
3. How do we process your personal data?
The Committee of Dunsford Singers 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.
We use your personal data for the following purposes:-
To enable us to promote the object of Dunsford Singers for the benefit of its members and people who are sympathetic with them;
To administer membership records;
To fundraise and promote the Singers;
To manage our volunteers;
To maintain our own accounts and records (including the processing of gift aid
To inform members of news, events and activities arranged by Dunsford Singers and matters of particular relevance or interest to its members that are arranged by other agencies;
4. What is the legal basis for processing your personal data?
Explicit consent given by you, the data subject, so that we can keep you informed about news, events and activities and process your gift aid donations:
Processing is carried out by the Singers as a not-for-profit body provided: - the processing relates only to members or former members (or those who have regular contact with it in connection with those purposes); and there is no disclosure to a third party without consent.
5. Sharing personal data.
Personal data will be treated as strictly confidential and will only be shared with other members of the Dunsford Singers Committee in order to carry out a service to other members or for purposes connected with the choir. We will only share your data with third parties with your consent.
6. How long do we keep your personal data?
We keep data in accordance with the guidance set out by the ICO for no longer than is necessary for the purpose for which we obtained it.
Specifically, we retain membership records while they are still current; gift aid declarations and associated paperwork for six years after the calendar year in which a gift aid claim was last made on a member’s giving.
We ensure that personal data is disposed of when no longer needed so as to reduce the risk that it will become inaccurate, out of date or irrelevant.
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 Dunsford Singers holds about you;
The right to request that the Committee of Dunsford Singers corrects any personal data if it is found to be inaccurate or out of date;
The right to request that your personal data be erased where it is no longer necessary for the Committee of Dunsford Singers to retain such data;
The right to withdraw your consent to the processing at any time;
The right to request the Committee (the data controller) to provide you (the data subject) with your personal data and where possible to transmit that data directly to another data controller (this is known as the right to data portability) where applicable. [This only applies where you have given your consent to the processing and when we (the data controller) process 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).
The right to lodge a complaint with the Information Commissioners Office.
8. Transfer of Data Abroad.
If your personal data is to be transferred to countries or territories outside the EU the Executive Committee (the data controller) will first obtain your consent and will provide you with details of how the data will be protected, together with details of how you can obtain copies of the relevant safeguards.
9. Automated Decision Making
The Executive Committee (the data controller) will provide you with details of any automated decision making, together with information about the logic involved and the significance and consequences of the processing for you.
10. Further processing
If we wish to use your personal data for a new purpose, not covered by this Data Protection Notice, 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.
11. Contact Details
To exercise all relevant rights, queries or complaints please in the first instance contact the Data Protection Officer of Dunsford Singers, Liz Robin, at firstname.lastname@example.org or on 01647 252214
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. THE
Dunsford Singers: ‘A Teign Valley Choir’
The name of the Choir shall be Dunsford Singers: ‘A Teign Valley Choir’ hereinafter referred to as the Choir.
The objects of the Choir shall be:
1. To be an accomplished, non-auditioning Choir in the area of the Teign Valley and beyond.
2. To encourage singing excellence.
3. To promote a spirit of friendship and tolerance within the Choir.
4. To participate in concerts of high repute.
5. To provide a wide and varied repertoire.
6. To support charities both local and further afield.
3.1 Membership of the Choir shall be open to any person interested in furthering the objects of the Choir and who has paid the termly subscription at the appropriate rate or rates as shall be determined by the Committee, all subscriptions being payable in advance.
3.2 Every member shall have one vote.
3.3 No individual shall be excluded from membership of the Choir or debarred from any official capacity on the Committee on the grounds of sex, race, colour, age, religion, sexual orientation, disability or political affiliation.
3.4 Junior membership (aged 12 -18 ie secondary school age) is subject to written permission of the parent/guardian and in accordance with the Choir’s Safeguarding Policy
4. Officers and Committee
4.1 A Committee shall be elected to conduct the Choir’s business on behalf of members. The Committee shall be accountable to the members in General Meeting.
4.2 The Committee of at least eight, including four officers and four ordinary members, shall be elected at the Annual General Meeting to serve for a period of three years.
4.3 The Committee shall elect the following officers: the Chairman, the Vice Chairman, the Secretary and the Treasurer.
4.4 The officers and the ordinary members shall be eligible for re-election for a further period of three years.
4.5 Officers and ordinary members shall retire in rotation for the first three years only of this Constitution: 2017: 1 officer and 1 ordinary member. 2018: 1 officer and 1 ordinary member. 2019: 2 officers and 2 ordinary members.
4.6 Should an officer or ordinary member vacancy occur, the Committee shall have the power to make an interim appointment until the next Annual General Meeting.
4.7 The Committee's quorum shall be four. In the event of any tied vote, the Chairman shall have a casting vote.
4.8 The Musical Director and/or Accompanist shall be invited to attend meetings of the Committee but will not have any voting rights.
5.1 All the arrangements for the concerts and other events shall be in the hands of the Committee in liaison with the Musical Director.
5.2 Financial affairs shall be under the control of the Committee.
6.1 The Annual General Meeting shall normally be held in March but the Committee may, if it appears to be in the interests of the Choir, convene a Special General Meeting at any time.
6.2 A record shall be kept, in the form of minutes, of all Committee and General Meetings.
7.1 The financial year shall end on 31st January.
7.2 There shall be three signatories.
7.3 Cheques shall be signed by at least two signatories.
7.4 The financial accounts shall be examined to the extent required by legislation or, if there is no such requirement, scrutinised by a person who is independent of the Committee and then submitted to the members at the Annual General Meeting.
* 7.5 The Dunsford Singers is a not for profit organisation. Any income or property of the group shall be applied solely towards promoting the objects and aims of the group. The division of profits or assets among group members is prohibited.
7.6 In the event of the Society being wound up, any assets remaining upon dissolution after the payment of proper debts and liabilities shall be transferred to a charitable institution or institutions.
* This amendment 7.5 to the Constitution was agreed and adopted by the Dunsford Singers: ‘A Teign Valley Choir’ at an Extraordinary General Meeting on 11th September 2017
The Dunsford Singers: “ A Teign Valley Choir” (DS) is a choir managed by a committee of volunteers elected at the AGM. To carry out its objects it presents a number of concerts a year, sometimes performing with musicians/singers from outside the choir. It engages the paid services of a Musical Director and an Accompanist who are not members of the choir. From time to time the choir may wish to organise other events such as choral workshops or social events.
The choir does not advertise itself as an activity suitable for children or vulnerable adults. Choir rehearsals and performances are group activities, and there is no need for a member of the choir, its MD or Accompanist to be alone with another member of any age. The DS is therefore unlikely to be targeted by a person seeking opportunities to abuse children or vulnerable adults. Nonetheless we recognise the need to safeguard any young and vulnerable members and the Committee has therefore agreed the following Safeguarding Policy to ensure that risks of harm to children's and /or vulnerable adults' welfare are minimised.
In creating this policy, the choir has looked at the advice offered by Making Music and the
safeguarding policies developed by similar choirs.
This policy will be made available to all choir members by email or hard copy; they will be asked to familiarise themselves with its content. Attention will be drawn to salient points by the Chairman at the beginning of each season.
Contact with young people under 18 has been identified as falling into the following categories:
● a young person may wish to join the choir to sing, and so attend rehearsals and concerts.
● occasionally choir members may bring their children to a rehearsal.
● children/ a vulnerable adult may form part of the audience at concerts.
● a children's choir may be involved in a concert performance.
● a young soloist may occasionally be involved in a performance.
Guidelines in place:
● Any child under the age of 18 who wishes to join the choir must have the written consent of their parent/guardian, who remains entirely responsible for their child's transport arrangements to and from rehearsals and concert venues.
● A child must have started in Year 7 at senior school before joining the choir.
● An enrolment form must be completed, giving details of emergency contact numbers.
● DS will also secure parental consent in writing to act in loco parentis if the need arises to administer emergency first aid and /or other emergency medical treatment.
● Rehearsals and other activities will be conducted in an open environment to avoid private or unobserved situations. Adults members, the MD and Accompanist must never be alone with a child.
● Any young soloist aged under 18 must be accompanied at all times with either their parent or teacher.
● Any members of a children's choir must be accompanied at all times either by their parents or the person in charge of that children's choir.
● The Committee of the DS will never disclose contact details of a young soloist or choir member to any third party. Any enquiries will be referred to the young person's parent or guardian. The purpose for of any request for contact details, and the identity of the person requesting contact, will be made clear to the young person's parent or guardian.
● Parents/guardians should be informed if any photography, audio or video recordings are undertaken at rehearsals or concerts so that they may have the option to withdraw their child from such recordings.
● Audiences: it is the responsibility of the parent, guardian or carer to ensure that their child/vulnerable adult is supervised at all times. If a parent/guardian/carer is not personally attending an event with their child/vulnerable adult, this policy requires them to be satisfied that their child/vulnerable adult will be accompanied and adequately supervised by a responsible adult acting on their behalf at all times.
● The choir has a website accessible by the public and members and a public Facebook page, in
order to provide and exchange information.
● DS will have at least one Designated Person who is a member of the choir, who is DBS checked
with appropriate training. Designated Person from 2022 is Sarah Maybin.
● Choir members will report any concerns to the Designated Person. Detailed Guidance is
available from the Designated Person.
Approach to be taken in event of a complaint:
The Choir notes the importance of being alert to signals of abuse and to the difficulty
individuals may have in reporting it. To assist in responding appropriately to a complaint, we offer the following strategy for anyone who is made aware of an issue:
● Listen carefully.
● Reassure the child or person involved that this matter will be disclosed only to those who need to know about it and that they are doing the right thing in telling you.
● Avoid leading questions or closed questions.
● Write down what has been said, with date and time and any names mentioned.
● Tell the child/person what you are going to do next (in the first instance, report the matter to the Designated Person for Safeguarding).
• We will review and endorse our safeguarding policy annually at our AGM meeting of the choir
• We will respond without delay to every complaint made that a young child or vulnerable person for whom we are responsible may have been harmed.
• The Choir will cooperate fully with the statutory agencies in every situation and will not conduct its own investigations. It recognises that it is not the role of our organisation to decide whether a child or vulnerable adult has been abused or not. This is the role of the Social Services department who have legal responsibility or the NSPCC who have powers to investigate child protection concerns under the Children Act.
Template for Confidential Record of Suspected Abuse. This form is to be used to report all suspicions or allegations of abuse or a serious incident and is to be sent to the Council’s nominated Child Protection Officer as soon as possible. (Use additional pages if necessary).
1. Your name and designation and the name and designation of anyone else who has been involved in collecting information.
2. The date, time and place that you were advised of the Incident or when you became suspicious of abuse.
3. The names, addresses and telephone contact details of any witnesses to the incident.
4. The name and address and telephone contact details of the person making the allegation.
5. The name, address and (if known) the telephone number of the alleged victim of the incident.
6. Brief account given of the incident including if any abuse has occurred.
7. If applicable, describe any injuries which have been observed (e.g. cuts, bruises, burns etc. and where on the body they were observed).
8. If the incident relates to neglect, please describe the conditions that are in place that have led to the need to take safeguarding action , e.g. state of the home, clothing or the child or vulnerable adult.
Appendix 2 – What the Designated Person Will Do
The role of the Designated Person is to:
• obtain information from staff, volunteers, children or parents and carers who have child protection concerns or concerns about the welfare of a vulnerable adult, and to record this information.
• assess the information quickly and carefully and ask for further clarification as appropriate.
• make a referral to a statutory child protection agency or appropriate agency for vulnerable adults, or the police without delay
• if in any doubt about what to do, to seek advice from Social Services
It is NOT the Designated Person’s role to investigate.
If a child or vulnerable adult has a symptom of physical injury or neglect, and the abuse may have been deliberate, the Designated Person will:
• contact Social Services for advice.
• seek emergency medical attention if it is necessary and inform the doctor of any suspicions of abuse.
The doctor will then initiate further action if necessary.
• inform the parents or carers only if advised by Social Services to do so.
If a child or vulnerable adult has a symptom of physical injury or neglect, but there is no sign that the abuse was deliberate, the Designated Person will:
• seek emergency medical attention if it is necessary and inform the doctor of any suspicions of abuse.
The doctor will then initiate further action if necessary.
• Otherwise, speak with the parent/carer/guardian and suggest that medical help/attention is sought for the child.
• If appropriate, encourage the parent/carer to seek help from Social Services.
In the event of allegations or suspicions of sexual abuse the Designated Person will:
• contact Social Services and speak to no one else about the matter.
HEALTH AND SAFTY POLICY
This policy will be distributed by email, or by hard copy to all members of the choir, who should sign that they have read it and agree to adhere to it.
1. Preparing the Venue:
It is understood that members volunteer to help set out chairs/ tables in the rehearsal room and at concert venues BUT no member should feel compelled to do so. When members so volunteer it is at their own risk, although our bronze membership of Making Music provides public liability insurance.
When arranging chairs, tables and setting up the keyboard members should always follow this procedure:
always bend your knees; do not bend your back
lift the heaviest part towards your body and straighten your legs
do not lift anything you feel is too heavy: always ask for help
do not lift more than 3 chairs at a time
be sensible and careful at all times
2. Trip Hazards
Are most likely to arise from trailing keyboard leads, extension leads and positioning of music stands/other instruments.
all members should take responsibility for not creating trip hazards with personal belongings ( coats, bags etc)
all reasonable precautions should be taken to identify trip hazards
an appointed member (usually the Chairman) should point out likely hazards to members at concert venues
all members should then take due care and attention
all trip hazards at concert venues should be suitably secured
members of the audience should be directed away from any identified trip hazard
3. Warm Ups/ Rehearsals/Performances
the MD should be mindful that some members may have mobility issues and always remind members to work within their own capabilities
members should take responsibility themselves for working within their own physical capabilities and should alert any Committe Member if they need to sit down during performances
no fire door should ever be left propped open, for any reason whatsoever
lighting of concerts should only be carried out by people who are suitably knowledgeable, experienced and/or qualified to do so
ladder use: someone must always stand on the bottom of the ladder to keep it secure.
4. Leaving the Rehearsal/Concert Venue
the last two people to leave the venue should check the toilets before lights are switched off and the venue is locked.
5. Kitchen and Food Hygiene/Safety.
It is accepted practice for the Choir to provide refreshments at concerts. However:
there should always be a designated person in charge to check the kitchen for any hazards, and cleanliness
any food brought in by members for public consumption should be restricted to that not likely to cause contamination ( ie no cooked cold meats).
use of kettles/urns to provide boiling water should be restricted to a sensible minimum number of people to ensure that scalding hazards can be best avoided.
members volunteering to serve make/serve hot drinks should do so with due care and attention.
wherever possible, the audience should remain seated and refreshments taken to them.
6. Announcements at Concerts
a designated member ( usually the Chairman) should be responsible, at the beginning of each concert, for alerting the audience to the positioning of fire exits. This is especially important in unfamiliar venues.
a designated member should also alert the audience to the positioning of toilets and arrangements for the interval
In the event of any member or audience member being taken seriously ill/ being seriously injured, help must be sought immediately by telephoning 999 and giving clear details of the venue, its postcode and the nature of the incident.
The member acting as concert co-ordinator should ascertain the correct post code of the concert venue.