Privacy Policy

This privacy notice tells you what you can expect us to do with your personal information.

Contact details

Email: info@worthingsymphony.org.uk

What information we collect, use, and why

We collect or use the following information to receive donations or funding and organise fundraising activities:

• Names and contact details

• Addresses (when provided directly to us)

• Donation history

• Tax-payer information (for Gift Aid purposes, when provided directly to us)

We collect or use the following personal information for service updates or marketing purposes:

• Names and contact details

• Email addresses

• Marketing preferences

We collect or use the following personal information for dealing with queries, complaints or claims:

• Names and contact details

• Addresses (when provided directly to us)

• Correspondence

• Information relevant to the query

We collect or use the following information for organising concerts and events:

• Basic ticketing information shared by our ticketing agent, such as summary attendance reports or marketing permissions (we do not collect customer addresses or payment information)

• Basic geographical statistics, such as the regions and cities of booking

• Access requirements, where someone provides them directly to us

We collect or use the following information from your use of our website and social media:

• IP address and device/browser information

• Pages viewed and user journey information

• Cookies and analytics data (via Wix, Google Analytics, Facebook/Meta)

• Social media interactions with our posts or content

We collect or use the following information for recruitment of volunteers, musicians or staff:

• Names and contact details

• CVs or application information

• References

• Safeguarding information (where relevant)

We collect or use the following information for publicity and promotional purposes:

• Photographs or video recordings taken at events

• Social media content you share that interacts with us

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for.

Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete.

Your right to erasure - You have the right to ask us to delete your personal information.

Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information.

Your right to object to processing - You have the right to object to the processing of your personal data.

Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you.

Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for the collection and use of your data

Donations and fundraising activities

• Legitimate interests – running supporter and fundraising activities

• Legal obligation – Gift Aid requirements

• Consent – where we publicly acknowledge supporters

Marketing

• Consent – we only send marketing emails if you have agreed to receive them

Service updates, queries, complaints, and event administration

• Legitimate interests – ensuring concerts run smoothly and responding to enquiries

• Contract – when we provide services someone has directly requested Website analytics and cookies

• Consent – for analytics and marketing cookies

• Legitimate interests – for essential website functionality and security

Website analytics and cookies

• Consent – for analytics and marketing cookies

• Legitimate interests – for essential website functionality and security

Recruitment

• Legitimate interests – selecting volunteers, musicians or staff

• Contract – taking steps at your request before entering an agreement Photography and video

• Legitimate interests – documenting and promoting our activities

• Consent – for identifiable posed or individual image

Photography and video

• Legitimate interests – documenting and promoting our activities

• Consent – for identifiable posed or individual images

You have rights under UK GDPR including access, rectification, erasure, restriction, objection, portability and withdrawal of consent. To make a request, use the contact details at the top of this notice.

Where we get personal information from

• Directly from you

• From our ticketing agent when you give permission for your information to

  be shared with us for marketing or administrative purposes

• From our website and social media platforms

• From publicly available sources when relevant to our charitable activities

How long we keep information

• Donation and Gift Aid records: 6 years

• Marketing information: until you withdraw consent or after 24 months

  of no engagement

• Queries and complaints: 3 years after resolution

• Recruitment information:

  o Unsuccessful applicants: 6–12 months
  o Successful volunteers/musicians/staff: kept as required for

  administrative or safeguarding purposes

• Website analytics data: typically 14 months (depending on provider

  settings)

• Photographs and video: used while relevant to our promotional or

  archival activities, unless you ask us to remove them

We keep personal information only for as long as necessary for the purposes described above.

How to complain

If you have any concerns about our use of your personal data, you can make a complaint using the contact details above.

If you remain unhappy, you can complain to the Information Commissioner’s Office:

Information Commissioner’s Office Wycliffe House
Water Lane
Wilmslow

Cheshire, SK9 5AF
Helpline: 0303 123 1113
Website: https://ico.org.uk/make-a-complaint

Last updated 8.12.2025