MEMBERSHIP | Dunsford Singers

Dunsford Singers: A Teign Valley Choir

To all current members and those joining please open, save, print and sign the Membership & Data Protection Consent form using the PDF above and bring it to rehearsal. The content of the pdf form is shown below.

DUNSFORD SINGERS MEMBERSHIP AND DATA PROTECTION FORM

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. These are available on the choir website and in hard copy at rehearsals. Policies may be updated from time to time.

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 detail below with how you prefer Dunsford Singers committee to communicate with you.

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, Victoria Wimpenny, wmp1296@icloud.com Tel: 01647 221228. Please note that all processing of your personal data will cease once you have withdrawn consent, other than where this is required by law, but this will not affect any personal data that has already been processed prior to this point.

By signing this form you are confirming that you consent to Dunsford Singers holding and processing your personal data for the purposes selected overleaf :

SIGNED: ____________________________ DATED: ______________________

PRINT NAME:______________________________________________________

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NAME: __________________________________________________________ voice SATB ___________________

CONTACT PERMISSIONS BY COMMITTEE OR EVENT LEADER

‘I consent to Dunsford Singers contacting me to keep me informed about news, events, activities and matters of
interest to its members.’ Please provide your email address, postal address and phone below but circle NO if not wanting normal communications through that method.

EMAIL (PREFERRED CHOIR CONTACT METHOD FOR ALL COMMS)

Email:____________________________________________________ Yes (preferred) / No

ADDRESS

__________________________________________________________ Yes/No __________________________________________________________

POSTCODE: _______________________

PHONE

_________________________________________________________ Yes / No

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CAN THE COMMITTEE SHARE YOUR EMAIL WITH THE REST OF THE CHOIR (NOT ESSENTIAL)?

NO: THE DEFAULT IS NOT TO SHARE. Up to members to share between selves.
or circle:
YES: ’I consent to my email address being given to other choir members without any further permission.’

TO AID RECRUITING AND MARKETING WE PUT SOME PHOTOS AND RECORDINGS ON SOCIAL MEDIA AND THE WEBSITE. THIS NOW REQUIRES YOUR PERMISSION:

CAN WE USE YOUR UN-NAMED PHOTO? YES /NO

CAN WE USE YOUR UNIDENTIFIED VOICE? YES /NO

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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
applications);
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: Victoria Wimpenny, wmp1296@icloud.com Tel: 01647 221228.
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

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Dunsford Singers: ‘A Teign Valley Choir’

CONSTITUTION adopted 2024

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SAFEGUARDING POLICY adopted 2024

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HEALTH AND SAFETY 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

These 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 Committee 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

7. General
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.

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