This privacy policy will explain how we, Music at the Chip ‘n’ Ern, use the personal data we collect from you.

What data do we collect?

Music at the Chip ‘n’ Ern may collect the following data:

• Personal identification information
  • Full Names
  • email addresses
  • phone numbers
  • dates of birth
  • relationships to other people (e.g. next of kin, family relationship)
  • relationships to organisations (e.g. an organisation you work for)
• Audio recordings
• Photographs
• Video recordings
• Records of permissions you grant us (e.g. to use a photograph in publicity material)
• Attendance data at activities, events, and meetings
• Our website tracks annonymous vists to the site, which cannot be linked to an individual

How do we collect your data?

You directly provide Music at the Chip ‘n’ Ern with most of the data we collect.

We may collect data and process data when you:

• Make an online payment with a third party payment processor.
• Attend our events and meetings.
• You are photographed, recorded, or videoed as part of our activities
• You complete other paperwork, such as evaluation forms, etc
• Send us an text, email or other form of electronic communication

How will we use your data?

Music at the Chip ‘n’ Ern collects your data so that we can:

• Contact you in the event of unexpected circumstances (e.g. an event is cancelled); about opportunities you might be interested in; to update you with news about Music at the Chip ‘n’ Ern.
• Contact someone in the event of emergency
• (With your consent we can) use your data (e.g. photograph) on our website and marketing.

How do we store your data?

Music at the Chip ‘n’ Ern stores your data:

On individual members computers in:

• spreadsheets
• email clients
• documents

On cloud storage servers owned by third parties, specifically:

• Google Drive
• Mail Chimp

Your Privacy and Google Documents

In order to share the content of Google Documents with other people on the web, we need to give people access to those documents. This can be as a ‘viewer’, ‘owner’, or ‘editor’.

When interacting with those documents there is a chance your Google email address and username will be seen by other people also using the service.

This can only happen IF you are logged into you Google Account when you view the items. To avoid any risk of exposing your details make sure you are logged out or use a browser in incognito mode.

What are the risks:

If a document is set to ‘view only’ or ‘edit’ for members - your email and username may be seen by another member.

If a document is set to ‘view only’ or ‘edit’ for anyone - your email and username may be seen by anyone who is in the document at the same time.

If you are the owner of a folder or document then your Username maybe shown to people accessing folders.

How long do we keep your data?

Music at the Chip ‘n’ Ern will keep your personal data for as long as you remain connected to the organisation as either a member or volunteer.

Once you have cancelled your membership, or if we have had no contact with you for 3 years, we will delete your data by shredding paper copies and deleting digital files.

Marketing

Music at the Chip ‘n’ Ern would like to send you information about things we are doing that we think you might like, as well as those of other opportunities that may be on offer from other organisations.

We will not share your data with those organisations unless we have asked you explicitly for your consent.

If you have agreed to receive marketing, you may always opt out at a later date.

You have the right at any time to stop Music at the Chip ‘n’ Ern from contacting you for marketing purposes.

What are your data protection rights?

Music at the Chip ‘n’ Ern would like to make sure you are fully aware of all of your data protection rights.

Everyone is entitled to the following:

The right to access – You have the right to ask Music at the Chip ‘n’ Ern for copies of your personal data. We may charge you a small fee for this service.

The right to rectification – You have the right to request that Music at the Chip ‘n’ Ern correct any information you believe is inaccurate. You also have the right to request Music at the Chip ‘n’ Ern to complete the information you believe is incomplete.

The right to erasure – You have the right to request that Music at the Chip ‘n’ Ern erase your personal data, under certain conditions.

The right to restrict processing – You have the right to request that Music at the Chip ‘n’ Ern restrict the processing of your personal data, under certain conditions.

The right to object to processing – You have the right to object to Music at the Chip ‘n’ Ern’s processing of your personal data, under certain conditions.

The right to data portability – You have the right to request that Music at the Chip ‘n’ Ern transfers the data that we have collected to another organisation, or directly to you, under certain conditions.

If you make a request, we have one month to respond to you.

Our Data Protection officer is: David Carpenter

If you would like to exercise any of these rights, please contact us via email: Music at the Chip ‘n’ Ernok@gmail.com

Cookies

Cookies are text files placed on your computer to collect standard Internet log information and visitor behaviour information.

When you visit our websites, we may collect information from you automatically through cookies or similar technology

For further information, visit https://allaboutcookies.org/

How do we use cookies?

We currently do not use cookies.

What types of cookies do we use?

None

How to manage cookies

You can set your browser not to accept cookies, and https://allaboutcookies.org/ tells you how to remove cookies from your browser.

Web Analytics

We do track the use of our website, but we use a privacy respecting service, Matamo hosted by a local company Cooperative IT. Our data protection officer is a company director of Cooperative IT.

We record anonymised data of visits to pages on the website, but do not connect this to individuals, or leave tracking cookies.

Privacy policies of other websites

The Music at the Chip ‘n’ Ern website contains links to other websites.

Our privacy policy applies only to our website, so if you click on a link to another website, you should read their privacy policy.

Changes to our privacy policy

Music at the Chip ‘n’ Ern keeps its privacy policy under regular review and places any updates on this web page.

How to contact us

If you have any questions about Music at the Chip ‘n’ Ern’s privacy policy, the data we hold on you, or you would like to exercise one of your data protection rights, please do not hesitate to contact us.

Email us at: Music at the Chip ‘n’ Ernok@gmail.com

How to contact the appropriate authority

Should you wish to report a complaint or if you feel that Music at the Chip ‘n’ Ern has not addressed your concern in a satisfactory manner, you may contact the Information Commissioner’s Office: https://ico.org.uk/

About this Policy

This text is adapted from a template from GDPR.eu

This privacy policy is version 1.0 and was last updated on 25th January 2025.

Changelog

The text on this page is tracked in a version control system.
View the full changelog

Version 1.0 - 14th October 2025

• First published version