This page sets out the details of The Berkeley Ensemble’s privacy notice in relation to information collected about you. We regularly review our privacy notice, and may make changes from time to time. You will be made aware if any changes are made, and any changes made will be posted to this page, and will apply from the time we post them. This privacy statement was last changed on 23 May 2018.
Who we are
We are the Berkeley Ensemble, a classical chamber music ensemble presenting concerts and education projects throughout the U.K. We also run chamber music courses and manage and deliver the Little Venice Music Festival (www.littlevenice-mf.com).
36 Durban Road
We are a registered charity, number: 1145392
Any electronic communications will be made in accordance with the Privacy and Electronic Communications Regulations (PECR).
Why do we collect information about you?
We are a small arts organisation with charitable aims that include the advancement of the art of music (with a particular focus on the promotion of twentieth and twenty-first century British repertoire) and advancement of education, in particular music education. To fulfil our aims, we need to know about the people who interact with us, and we want to be able to tell people about the work we do.
The data that we hold is used to shape and inform our activities, and so that we can provide you with opportunities to be involved with the Berkeley Ensemble and the work that we do. If you are a member of our audience or a supporter we might share information with you including details about upcoming performances, our activities and their impact, our news, events, and fundraising appeals, and other ways you can get involved. If you work with the Berkeley Ensemble as a professional musician, or participate in one of our chamber music courses, we request and hold data to ensure you have the best possible experience during your time with us.
How do we collect your data?
We collect information about you from a number of sources:
- Directly from you, when you join the Berkeley Ensemble or Little Venice Festival mailing lists, sign up for one of our chamber music courses or study days, make a donation, volunteer, work as a musician with the Berkeley Ensemble or as an Artist at The Little Venice Music Festival, or otherwise provide us with your personal information.
- If you book a ticket for a Berkeley Ensemble event via an external venue partner, such as The Southbank Centre, and ask to be added to our mailing list, your data will be passed to us securely.
- If you make a gift to The Berkeley Ensemble via the Charities Aid Foundation your data will be passed on to us securely in order to administrate your gift.
- If an existing supporter or volunteer gives us your data and suggests we get in touch, we will first establish a legal basis to do so, and then provide you with full details of how we use your data and your rights on first point of contact.
- We may also receive information about you from publically available sources, such as Linkedin or a news article.
What will we use it for?
We will use your data for a range of purposes, including:
- To send you promotional, marketing and fundraising information by post, telephone or electronic means. These types of communications can include:
- Informing you of events, services or products related to The Berkeley Ensemble, such as concerts, workshops, talks, masterclasses, courses, recordings, or offers.
- News and updates about The Berkeley Ensemble, such as concert brochures and e-newsletters.
- Information on our fundraising operations, including occasional targeted requests to consider giving financial support to The Berkeley Ensemble, or to ask you to consider supporting us in other ways.
- Surveys, and for market research purposes
- Other relevant communications based upon your relationship with The Berkeley Ensemble
- To carry out administrative tasks, or to uphold our legal obligations. For example, recording gift aid claims or upholding donor requests in regard to public crediting.
- For statutory and regulatory compliance, for example if the data is required by the National Crime Agency.
- In order to comply with the Charity Commission Regulations, we may use your data to perform due diligence research in order to ensure donation funds do not present an ethical or reputational risk to The Berkeley Ensemble
- We may use your data to help us to understand how to send targeted information, based on demographic, geographical and social information, and any interests you have told us about. This helps us to produce cost effective and relevant mass communications.
Tools may be used to monitor the effectiveness of our communications with you, including email tracking, which records when an e-newsletter from us is opened and/or how many links are clicked within the message. The data from this tracking is generally used in an aggregated and anonymised form.
You can request to opt out of any / all of our communications at any point simply by contacting firstname.lastname@example.org
There are some subscription, ticket buyer and donation communications that we are required to send regardless of your contact preferences. These are essential communications, deemed necessary to fulfil our contractual obligations to you. This would include communications informing you of changes or cancellations to concerts and events you have booked for, subscription benefits such as our annual Friends Christmas party, renewal reminders, Gift Aid confirmation letters, participatory information for courses and study days you have signed up for and querying returned mail with you.
What information do we collect about you?
Personal data collected and processed by The Berkeley Ensemble may include:
- your name, title, gender and date of birth;
- postal address, email address and phone number;
- family and spouse/partner details, and relationships to other donors;
- current interests and activities.
We will also collect and hold information about any contact you have with us as a participant, customer or supporter of The Berkeley Ensemble, and may consist of details of:
- ticket purchase and event registration / attendance;
- contact preferences;
- gift information, including Direct Debit bank details where applicable;
- Gift Aid status;
- details of correspondence sent to you, or received from you;
- any other information provided by yourself at the request of The Berkeley Ensemble.
If you apply for a place on, or participate in, one of our chamber music courses or study days:
We may also collect:
- Information on your level of playing ability, chamber music experience, studies and training
- Any allergies
- Dietary requirements
- Emergency contact details for your next of kin
- Current medical conditions
If you are a core member of the Berkeley Ensemble, a guest musician/collaborator with the Berkeley Ensemble, or a guest artist at The Little Venice Music Festival:
We may also collect:
- Additional contact details such as your Professional name, details of your agent or diary service and your website address
- Financial details such as your bank details, VAT number and National Insurance number
- Additional details such as dietary requirements, driving licence, DBS number and DBS date of issue and whether you are registered for the DBS update service
- Evidence of your right to work in the UK, such as a copy of the photo page of your passport
When we ask you to provide your personal information we will let you know why we are asking, and how we will use your data, by directing you towards this notice.
Special category data
Special category data such as allergy, dietary or medical information will be stored by The Berkeley Ensemble only if you give us permission to do so. This information is stored securely and is only accessed by our administration team who will use this information to ensure you have the best possible interaction with The Berkeley Ensemble either as a participant on one of our chamber music courses or study days, or as a musician working with the ensemble where food is provided by the promoter or accommodation is arranged with hosts. This data will only be held for as long as we have a relationship with you (see data retention below).
Legal basis and legitimate interests
The law requires us to tell you the legal basis on which we process your data.
Some activities (for example, sending you emails which promote the Berkeley Ensemble’s performances and other events) require your consent. If the law requires your consent to process data in a certain way then we will obtain it before carrying out that activity.
Other activities are carried out to fulfil a contract or agreement (for example, sending you tickets for an event you have booked). If a contract is in place then we will process your data based on that contract.
In some circumstances the law requires us to disclose information to another party. An example is the reclaim of tax on Gift Aid. If you Gift Aid a donation, then we are required to tell HMRC the name and postcode of the donor and the date(s) and amount(s) of any such donation, otherwise we unable to claim Gift Aid on your gift.
We may also process your data because we have a legitimate need to do so in order to deliver our services. We may only do so if we can demonstrate a business need, and so long as your ‘interests or your fundamental rights and freedoms are not overriding’. Practically speaking, this means we carry out an exercise to check that we will not cause you harm by processing your data, that the processing is not overly intrusive and that we only do so in a way which is described in this privacy notice. An example is where a current supporter suggests we get in touch with you as you have an interest in our work.
Do we share your data?
We only disclose personal data with other data controllers where there is a legitimate business reason for doing so or with data processors carrying out work on our behalf. Legitimate business reasons would include sharing personal data with other data controllers where we or they are selling or distributing tickets on each other’s behalf and /or we are joint partners in a project, concert or series. When data is shared, it is done so in compliance with data protection law.
Your personal data will be held and processed on The Berkeley Ensemble’s systems or systems managed by trusted suppliers on behalf of The Berkeley Ensemble.
We may need to disclose your details if required to the police, regulatory bodies or legal advisors.
As with all organisations operating online, data that is transmitted via the internet or in email cannot be 100% secure. We will take every reasonable precaution to keep your information safe but it cannot be guaranteed and so please be aware that any information you do transmit to us is at your own risk. Once we have received your information we will use our best effort to ensure its safety within our systems, which sit within the European Economic Area.
We also employ companies to act as approved data processors for The Berkeley Ensemble, and we retain full responsibility for your personal data. Data processors will act only on our instructions, and a contract is always in place with a data processor to ensure they only use your data for the purpose we have requested.
Our data processors are:
- Email distribution services
- Online Survey services
- Online event booking services
We may occasionally need to transfer your personal information overseas, for instance to our bulk email distributor, MailChimp or online survey tools, Survey Monkey. Where this is necessary, this may be to countries or territories around the world.
We are required to ensure any transfers of data will be done securely, in accordance with best practice, and in compliance with General Data Protection Regulations.
Your data will never be sold or passed to any third party for any other purpose.
How do we keep your information safe?
We have implemented security procedures, rules and technical measures to protect the personal data that we have under our control from:
- unauthorised access;
- improper use or disclosure;
- unauthorised modification.
All our employees and data processors, who have access to, and are associated with the processing of personal data, are legally obliged to respect the confidentiality of the personal data of our supporters and other stakeholders.
How long do we keep your data?
We will always try to ensure that the data we hold for you is up to date, reasonable and not excessive. We review our retention periods for personal information on a regular basis, and all data is retained in compliance with data protection law. Whilst we consider our relationship with our musicians, supporters, volunteers and audiences to be lifelong, we will only hold data relevant to carry out the activities of The Berkeley Ensemble and the Little Venice Music Festival.
What are your rights?
You have a variety of rights in relation to your data. These are as follows:
- Where our use of your data requires consent, you may withdraw this consent at any time.
- Where we rely on our legitimate interest to process data, you may ask us to stop doing so.
- You may request a copy of the data we hold about you.
- You may update or amend the information we hold about you if it is wrong.
- You may ask us to change or stop the way in which we communicate with you or process data about you
- You may object to the processing of your information for marketing purposes.
- If you are not satisfied with the way we have processed your data then you have the right to complain.
To contact us in regard to any of these rights or to make a complaint please write to:
The Berkeley Ensemble
36 Durban Road
Or email: email@example.com
How you can update your preferences
At any time you may request that we delete or correct your personal information. If you wish to correct any information on you held by The Berkeley Ensemble, simply contact firstname.lastname@example.org
If you ask for us to stop processing your data entirely, we will delete the majority of your personal data from our database. We will only retain permanently the basic personal data to ensure you are not added back on to our records in future. Please note, activities with a legal requirement such as processing Gift Aid donations may mean we cannot entirely stop processing your data.
Like most websites, this website places small data files known as “cookies” onto your computer.
The delivery of cookies will help us to ensure you are receiving the best service while accessing our website. You can delete these cookies from your computer, however you may find that you are not able to receive the best experience while on this website.
We use Google Analytics to understand how people use the website, so that we can improve the information provided. No personal data are collected.
To prevent the cookie information notice reappearing after you have closed it, we use a cookie called “cookie_notice_accepted” . This is deleted after one month.
Other cookies set by third parties
If you visit a page on our website that contains embedded content, for example a video, you may be sent cookies from these websites. We do not control the setting of these cookies, so we suggest you check the third party website for more information about their cookies and how to manage them.
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Website Terms and Conditions
- Although we strive to provide up-to-date and accurate information, The Berkeley Ensemble accepts no liability to any person for loss or damages incurred as a result of reliance upon material contained at this website
- Performance details on the site are subject to change without prior notice. The Berkeley Ensemble accepts no responsibility for the accuracy of information or material accessed through the site
- By accessing this website, you will be assuming all risks associated with its use, including risk of your computer, software or data being damaged by any virus which might be transmitted or activated via the Berkeley Ensemble or Little Venice Music Festival website or your access to it
- We are not responsible for the content of any linked websites and the inclusion of any link does not imply any endorsement of that linked website
- The Berkeley Ensemble reserves the right to withdraw this website at any time and without prior warning.
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Reproduction of part or all of this website in any form is prohibited other than for individual use only.