Keeping your data safe

Harrogate Theatre Choir (HTC) is committed to keeping your data safe and secure, and handling it in accordance with our legal obligations. This Privacy Policy sets out in detail the purposes for which we process your personal data, who we share it with, what rights you have in relation to that data and everything else we think it’s important for you to know.

Who are we?

HTC is a mixed voice choir based in Harrogate. For more information on the choir see our website and constitution. Our website address is

Who’s in control?

HTC (membership) secretary is responsible for keeping your data safe and ensuring that it is processed in accordance with this privacy policy and the law. He/She can be contacted at

What data do we collect and where from?

We maintain a list of current members, past members, aspiring members, contacts and interested supporters of the choir.

Choir Members: The only personal information we hold is name, address, telephone, email address and emergency contact details. We will also keep choir specific information about each choir member such as what voice you sing and whether you wish to sing solo, for example. Personal information (name and email address) is also held for past members and aspiring members.

Event attendees: Where our events are ticketed, we may collect data on the person making a booking (name, address and email) in order to send confirmation of a ticket reservation/booking.

Mailing List Subscribers: When you sign-up to our newsletter mailing list we will ask for your full name and email address.

What do we use the data for?

Choir Members: We use the data for managing the choir: ensuring that members pay subscriptions, communicating with members and others, preparing for concerts. We may also use the data to promote and market the choir’s activities. We may also communicate with past and aspiring members to provide information about concerts, social events, workshops and other events, and to maintain a historic record of the choir’s membership. All communication is by email. Some members may share other information, but this is not held centrally. Communication with current members as a group will be by open email. Communication with other groups will be by Blind Carbon Copy.

Event attendees: Data will only be used for administering your access to the event/s for which you have booked and will not be used to send you marketing/promotional messages from the choir unless you have also provided your consent to receive these.

Mailing List subscribers: If you have subscribed to our email/newsletter list you will receive emails/newsletters from us about our events and activities (eg forthcoming performances, social events, fundraising events etc). We will also offer contacts/event attendees the opportunity to sign up (consent) to receive the same marketing and promotional information on the choir’s activities. To send you emails/newsletters, we use the name and email address you have provided to us. Our website logs the IP address you used when you signed up for the service (if applicable) to prevent abuse of the system. Our website sends emails through the MailPoet sending service. This service allows us to track ‘opens’ and ‘clicks’ on the emails we send. We only use this information to improve the content of our newsletters. Any email/newsletter we send you will include a clear option to withdraw your consent (eg to unsubscribe from future emails) and you can also do so at any time by contacting the Secretary.

Who do we share the information with?

We only use your information internally and share information between existing current members. We do not share your information with anyone else.

What rights do you have?

You have the rights set out in law. These rights include:

  • The right to ask for a copy of the data that we hold about you
  • The right to have inaccurate data corrected
  • The right to have your data erased from our records
  • The right to restrict the processing of your data

How can you contact us?

Please contact the membership secretary at or approach any member of HTC committee.

How long will we hold your data?

HTC will review all data held on individuals at least every two years, and remove data where we no longer have a legitimate reason to keep it.

What if you have a complaint?

You have a right to complain to the Information Commissioner’s Officer (ICO), which regulates data protection compliance in the UK, if you are unhappy with how we have processed your personal data. You can find out how to do this by visiting

What if this policy changes?

We may make changes to this Privacy Policy from time to time. Any changes we make will be posted on this page. We may also notify you by email if significant changes are made.

This Privacy policy was last updated on 3 February 2020.