Privacy Policy

This policy (together with any other documents referred to in it) sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us.

What data do we collect?

We usually collect personal data from you when you get in touch with us in some way. For example, this could be when you sign up to our mailing list, become a supporter, attend one of our events, make a donation, or make a purchase. In these circumstances we will collect your name, address, email address and contact details. In the case of making a donation or purchase we also keep a history of your transactions with us, plus any other relevant information that you give us.
We may collect information that is available in the public domain, for example: newspaper or online media items, publicly available posts on social media sites or Companies House listings.
We also gather general information about the use of our website, such as which pages users visit most often and which services, events or facilities are of most interest. We may also track which pages users visit when they click on links in emails. Wherever possible we use aggregated or anonymous information which does not identify individual visitors to our website.

Do we receive data from third parties?

When you buy tickets to our events through our online ticket provider, they will collect all necessary details in order to process your purchases and donations. This may include, but not limited to, your personal, contact and payment details in addition to your communication preferences as detailed above.
On the occasion that you buy tickets or make a donation with one of our partner organisations other than our ticket provider, they often ask for your consent at the point of sale whether they can share your data with us. In order to protect your data, we will only receive details from one of these organisations if we have a data sharing agreement in place and a safe mechanism within which to share the information.

What do we do with your personal data?

We process your personal data to promote the charitable aims of South Downs Summer Music.
Primarily, we will use your personal data to provide you with products or services you have requested, and to stay in touch, whether by post, by email or by telephone in accordance with your marketing preferences.
This includes providing you with information you have requested and information that we think would be of interest to you, such updates on our forthcoming concerts and artists, our latest news, relevant updates on our local cultural partners (such as future performances in the area) and notices of any special offers in the area.
We may also send you information about events for our Supporters.
We will send you details of any important changes that have occurred, especially if you are coming to one of our concerts.
We will only use your personal information for electronic marketing purposes if we are allowed to do this by law or if we have your consent. If you agree to us providing you with marketing information, you can always opt out at a later date. If you would rather not receive marketing material from us, please let us know at any time using the contact details at How to contact us.

What is the legal basis for processing your personal data?

GDPR regulations set out 6 legal basis for processing your data.

We process your personal information in order to conduct and manage our work, and to achieve the charitable aims of the organisation This includes managing our staff and business functions, our concerts, our marketing efforts, and our fundraising activities. We will only use your personal data when the law allows us to.

Most commonly, South Downs Summer Music will use your personal data in the following circumstances:

For our customers, clients (which includes those that perform in our events) and suppliers, we will process your data so that we might fulfil our contracts with you or in order to service invoices.
Where it is necessary for our legitimate interests (or those of a third party) and your interests, on the condition that your fundamental rights are not overridden in the process. ‘Legitimate interest’ means the interest of South Downs Summer Music in conducting and managing our work to achieve our charitable purpose as effectively as possible. We make sure that we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us.
Where we need to process your data to comply with our legal obligations, for example to pass on some of your details to HMRC when we make a Gift Aid claim.

Generally, we do not rely on consent as a legal basis for processing your personal data other than in relation to sending direct fundraising communications to you, for example where you have signed up to our mailing list to receive our newsletters and other important updates and communications about our activities and fundraising. You have the right to withdraw your consent to receiving this marketing information at any time by contacting us.

How long will we keep your data?

In general, we will keep your data for no longer than is necessary. For example:

If you join our mailing list or become a supporter of the festival, we will keep your data until you tell us otherwise.
For financial matters, HMRC requires that we keep records for at least 7 years. So if you have made a donation or made a purchase, or even if we have made an outgoing payment, we are obliged to keep a record.
Records relating to any accident or injury to a member of staff or the public will be held for a maximum of 25 years.

If you have any questions about how long we keep your information, please contact us on the details set out at How to contact us.

How do we protect your personal data?

We take appropriate technical and organisational measures to ensure that the information disclosed to us is kept secure, accurate and up to date and kept only for so long as is necessary for the purposes for which it is used.
Your personal data is securely stored in password protected systems.
Our site may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates, for example to performing artists or local attractions. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.

You should be aware that the use of the Internet is not entirely secure and although we will do our best to protect your personal data we cannot guarantee the security or integrity of any personal information which is transferred from you, or to you, via the Internet. Any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features such as encryption to try to prevent unauthorised access.

Who do we share your data with and why?

If you become a supporter of the festival and would like us to collect Gift Aid on your donations (and have completed a Gift Aid declaration), we are obliged to provide some of your details to HMRC, including your name and address, in order to make a Gift Aid claim.
If you make a payment or donation to us we will need to share your information with our payment processor. By paying via our payment processor you agree to accept their terms and conditions for the use of their services, including their own privacy policy. We suggest that you read their privacy policy when using their service as we are not responsible for data you share with them.
We may also need to disclose your information if required to do so by law or as expressly permitted under applicable data protection legislation.
We use an external box office system. This is where we manage everything related to the recording, sale and delivery of our tickets as well as donations.
We use an external communications system called MailChimp to collect mailing list subscriptions and to manage and send designed emails with our contacts. While MailChimp is based outside of the European Union, we have a rigorous data sharing agreement in place to protect your data and they have made a firm commitment to comply with EU rules. You can find out more here: https://mailchimp.com/gdpr

Your rights

You have a right to ask us to confirm whether we are processing information about you, and to request access to this information (‘right of access’).

You may ask us, or we may ask you, to rectify information you or we think is inaccurate, and you may also ask us to remove information which is inaccurate or complete information which is incomplete (‘right to rectification’). If you inform us that your personal data is inaccurate, we will inform relevant third parties with whom we have shared your data so they may update their own records.

We want to ensure that your personal information is accurate and up to date. If any of the information that you have provided us with changes, for example if you change your email address, name, payment details, or if you wish to cancel your registration, please let us know using the contact details at How to contact us.

You have a right to obtain your personal data from us and reuse it for your own purposes, perhaps for another service, without hindering the usability of the data (‘right of portability’). This right does not apply where processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in us.

You have a right to seek the erasure of your data (often referred to as the ‘right to be forgotten’). You may wish to exercise this right for any reason, for example where it is no longer necessary for us to continue holding or processing your personal data you may withdraw your consent. You should note that we are entitled to and reserve the right to retain your data for statistical purposes. This right is not absolute, as we may need to continue processing this information, for example, to comply with our legal obligations, or for reasons of public interest. Similarly, as set out above, it is important that we retain some information so that we can accurately record your wishes and preferences.

You have a right to ask us to restrict our processing of your information (‘right to restriction’) if:

you contest its accuracy and we need to verify whether it is accurate;
the processing is unlawful and you ask us to restrict use of it instead of erasing it;
we no longer need the information for the purpose of processing, but you need it to establish or defend legal claims;
you have objected to processing of your information being necessary for the performance of a task carried out in the public interest, or for the purposes of our legitimate interests. The restriction would apply while we carry out a balancing act between your rights and our legitimate interests;
you exercise your right to restrict processing, we would still need to process your information for the purpose of exercising or defending legal claims, protecting the rights of another person or for public interest reasons.

You have a right to prevent us from processing your data for the purposes of marketing.

If you would like to exercise any of your rights above, please let us know using the contact details at How to contact us. We will act in accordance with your instructions as soon as reasonably possible and there will be no charge.

You have a right to report any of your concerns about our use of your data to the Information Commissioner’s Office. You may do so by calling their helpline at 0303 123 1113.

Our website

Use of Cookies

Cookies are small pieces of data stored on a site visitor's browser. They are typically used to keep track of the settings users have selected and actions they have taken on a site.

The cookies we place on your computer do not contain any personal or identifiable information.

You can find out more information about cookies and what they are here: https://www.allaboutcookies.org

You can delete any cookies we have placed on your computer and block us from placing any more cookies by following the instructions here: https://www.allaboutcookies.org/manage-cookies but doing so may result in the loss of some functionality on the website.

Types of cookies

In general, the cookies initially placed on our website may be categorized as essential cookies. However, considering that our website’s platform gives us the ability to add multiple components, codes, third-party applications, etc our website may include other types of cookies which might require specific settings.

Please click here to find out which cookies are usually placed by Wix – our website builder – onto sites.

You can check which cookies are used by our website using Chrome's built-in cookie view. While in incognito mode, click the Secure icon next to the URL bar and then select Cookies.

Links to Other Sites

Our website may contain links to external sites. These sites have their own policies with regard to privacy and we are not responsible for the privacy policies or the content of these external sites.

Future changes and amendments to this policy

Occasionally we need to change the way we do things to overcome new obstacles, or indeed to rectify older, but as yet uncovered issues. While this Privacy Policy has been written with the intention of covering all foreseeable eventualities, there may be cause for further amendment in the future. Furthermore, because the GDPR regulations are relatively new, there is little or no case law which have put all GDPR’s implications to the test. Therefore, we will do our very best to keep up to date as this develops and change our procedures and documentation where necessary. When such changes are required, we will notify all of those in our database of the forthcoming amendments.

How to contact us

With any queries, please email us at southdownssummermusic@gmail.com