Privacy Notice

Privacy Notice for Whitwell Brass Band (Charity No. 1045881)
Last updated: March 2026

1. Who we are

Whitwell Brass Band is a registered charity in England and Wales (Charity No. 1045881) and a community music organisation based in Whitwell, Derbyshire. The band committee acts as the data controller and determines how and why your personal data is used.

For any data protection queries, please contact: whitwellbrassband1867@gmail.com

2. What personal data we collect

We may collect and process the following categories of personal data:

• Identity information — name, instrument, optional biography or interview content
• Images — headshot photographs for the website and social media (with consent)
• Contact details — email address, mobile number
• Membership and attendance information — including Spond attendance records and communication preferences
• Financial information — bank details used for membership payments, reimbursements, or other band‑related transactions
• Any additional voluntary information you choose to share with the committee

Children and young people (under 18s)

We collect personal data for under‑18 members for membership, communication, safeguarding, and administrative purposes.
We do not publish any personal data, images, or identifying details of anyone under 18 on our website, social media, or promotional materials.

3. How we use your personal data

Your data may be used for:

• Managing your membership of the band
• Contacting you about rehearsals, events, performances, and activities
• Managing communication and attendance via Spond
• Processing membership fees and financial reimbursements
• Publishing your name, instrument, and photograph on the “Meet the Band” page (only with your explicit consent)
• Sharing promotional content on social media (only with your explicit consent)
• Supporting the band’s administration and community engagement

We only use your data for purposes you have agreed to or where it is necessary for the operation of the band.

4. Legal basis for processing

We rely on the following legal bases under UK GDPR:

• Consent — for publishing photos, names, and interview content
• Legitimate interests — for internal communication and administration
• Contract/necessity — for processing payments and managing membership
• Legal obligation — for charity financial record‑keeping

5. How long we keep your data

• Website and social media data: until you withdraw consent or leave the band
• Contact details and Spond data: while you are an active member
• Financial records: up to 6 years (legal requirement)
• Internal administrative data: only as long as necessary

6. Your rights

Under UK GDPR, you have the right to:

• Withdraw consent at any time
• Access the personal data we hold about you
• Request correction of inaccurate information
• Request deletion of your data (where applicable)
• Object to or restrict certain types of processing
• Complain to the Information Commissioner’s Office (ICO)

To exercise your rights, email: whitwellbrassband1867@gmail.com

7. How your data is stored and protected

We store your data securely and restrict access to authorised committee members.
Measures include:

• Password‑protected systems
• Limited access to financial information
• Secure handling of Spond data
• Removal of published content when consent is withdrawn

Once information is published online with consent, it may be viewed or shared by others outside our control.
We will never sell or share your data with external organisations for marketing purposes.

8. Third‑party services

We use the following external platforms to support the running of the band:

• Spond (communication and attendance)
• Website hosting providers
• Social media platforms (Facebook, Instagram)
• Banking providers

These services have their own privacy policies.

9. Changes to this notice

We may update this notice from time to time. Any updates will be published on our website or communicated directly to members.