This statement explains how Glasgow University Music Club (“we”, “us” and “our”) handles and uses the personal information we collect about our members, individuals who book tickets for our concerts, individuals who sign up for our mailing list and users of our website for processes relating to our operations and activities.
When changes are made to this statement we will publish the updated version on our website.
The controller for your personal information is the Glasgow University Music Club. The person responsible for data protection within our society is the Glasgow Univeristy Music Club President who can be contacted at firstname.lastname@example.org.
How we use your personal information
We collect and process your personal information for a number of purposes, including:
Maintaining your personal details (e.g. your name, membership number and preferred contact details) to ensure effective communications with you.
Keeping financial records (e.g. payment of your membership fees).
Maintaining a formal record of your activities with us.
Undertaking research into our activities.
Managing complaints made to us.
Managing society alumni relations and fundraising.
Our normal legal basis for processing your personal information is your consent, which you gave at the point you become a member of the society and which you can withdraw at any time, including by resigning your membership.
We keep your personal information for as long as we need it, and usually for 5 years after your membership ceases.
Information we collect from individuals who book concert tickets, sign up to mailing list and users of our website is kept only for as long as it is necessary for our operations.
How we share and Store your personal information
Personal information is not normally shared outside of the society and its members. We share some of your personal information with the Students’ Representative Council and/or University, only where there is a specific need to, including for affiliation purposes
We share some of your personal information with the Glasgow University Union and the Queen Margaret Union for the purposes of affiliation.
We use University IT facilities and Google Cloud Storage to store your personal information. This may result in your information being transferred outside of the European Union to be stored.
We will collect your information through eventbrite.co.uk for the purpose of concert bookings .
We may also be subject to a legal requirement (with or without your consent) to share your personal information with the University or a government agency (such as the police or security services or other statutory authorities with investigatory powers) under special circumstances (e.g. relating to tax, crime or health and safety). Where feasible and appropriate, we will notify you of our intention to share such information in advance.
What Information We Collect
We recognise the importance of privacy and data protection so we only collect information that is absolutely necessary for our operations and activities. The amount of data we collect will therefore differ between individuals depending on your relationship with us.
We store your name, student number, contact email, information on which of our ensembles you are a member of, information on the musical instruments you play and information on the financial arrangements for your membership.
If you book a ticket for one of our concerts we will store your name and contact email before and during the concert to manage concert attendance. This information will then be anonymised and stored for the purpose of analysing our concert attendance.
We store your name and contact email address to update you about our events. We will only email you if you have consented to being contacted by us when we collected your email address.
You have the right to access the personal information that we hold about you. You also have the right to ask us to correct any inaccurate personal information we hold about you, to delete personal information, or otherwise restrict our processing, or to object to processing or communications, or to receive an electronic copy of the personal information you provided to us. Please note that all of these rights are qualified in various ways.
If you have questions or concerns about how your personal information is used, please contact us using the above details.
If you are not satisfied with our response or believe we are not processing your personal data in accordance with the law, you can complain to the Information Commissioner’s Office (ICO) https://ico.org.uk/.