BYO Privacy Statement
British Youth Opera (BYO) is a registered Arts Charity (number 327927) that processes data for purposes necessary to fulfil its aims and charitable objectives.
This privacy statement outlines how we process data for our:
Friends, members, donors and online users
Singers, Trainees and Participants in our activities
Suppliers and industry contacts
Job applicants
Employees and staff
Our promise to you is that we will use any personal data in accordance with the General Data Protection Regulation (GDPR, 2018), Data Protection Act (2018) and the Privacy and Electronic Communications Regulations (PECR, 2003). We aim to be clear, honest and open in the way we use your data, use it in ways you should reasonably expect us to, and to stop using it should you request us to, or after you cease to engage with us for a reasonable length of time. This statement sets out the ways in which BYO uses your data and how you can hold us accountable for that.
Personal data for these purposes means any information relating to an identified or identifiable person.
This statement covers the following areas:
1. Data collection
We may collect personal data from you when you join or renew a membership, ask us to send you information, make a donation, pledge a legacy, attend an event, visit our premises, apply to, audition for, or participate in a project, supply goods/ services to us, apply to or join BYO as an employee or staff member. We may also keep a record of information relating to your relationship/contract with us as it progresses.
The ways in which we collect data from you are listed below:
1.1. Friends, members, donors and online users
We may collect or store the following information from you when you use our website, join a membership scheme, make a donation, attend a concert or event, visit our website or premises, or contact us with an enquiry.
Name
Postal Address
Telephone number(s)
Email address
Billing / payment information
Attendance, membership and/or donation history
Communications preferences
Access requirements
Allergies and dietary requirements
Any other information you provide to us by email, letter, telephone, social media, via our website or in person
Photographs and/or video footage of audiences
Sensitive information
This includes health information (if you provide us with this) such as access needs or allergies.
Online information
We use some online tracking and analysis services, such as Google Analytics, to find out how our website is being used, which activities are working best, and how we can improve our customer experience online.
Like most websites, we receive and store certain details whenever you use the BYO website. We use “cookies” to help us make our site – and the way you might use it – better. Cookies mean that a website will remember you and enable online transactions. It also helps us understand how you use our website, where we can make improvements and how best to tell our audiences about events they might be interested in, through recommendations on our own site, or adverts elsewhere on the internet.
We keep a record of the communications we send you, and we may track whether you receive or open electronic communications so that we can ensure we are sending you the most relevant information.
We use social media to provide updates on our activities, to promote events and projects or to communicate with you about the activities in which you are involved. We may tailor adverts on social media and elsewhere online relevant to your interests. Depending on your own privacy settings with each social media provider, you can control BYO’s permission to access information via social media platforms.
Data from third parties
We may also obtain or collect personal information about you from other third party sources, for example:
If you have donated to us via CAF and given your consent, they will pass your details onto us
If you have purchased a ticket for a BYO concert via a third party box office and consented to receive information from us, your data is passed to BYO in order for us to provide you with information as outlined above
If we engage external suppliers for photography and video capture
Publicly available information, such as information found in places such as Companies House, your biography on your work website or information that has been published in articles/ newspapers.
From our board members or trustees, for example if they wish us invite you to a concert or event
From an organisation which funds or works in partnership with BYO, for example if you meet with us or attend an event as a representative of the organisation
1.2. Singers, Trainees and Participants in our activities
We may collect or store the following information from you when you apply to, or participate in one of our activities, attend a concert or event, visit our website or premises, or contact us with an enquiry
Name
Postal Address
Telephone number(s)
Email address
Bank details / payment information
Career details, Musical experience
Access requirements
Allergies and dietary requirements, health and medical conditions
Any correspondence with us by email, letter, telephone, social media, via our website or in person
DBS details where required
Photographs and/or video footage
We may also store information relating to your contract with us
Sensitive information
We may collect sensitive data from you including health information (if supplied) such as access needs, medical conditions or allergies. We may ask for other information specific to a role or activity you are engaging in.
We may ask you to provide details of your protected characteristics for diversity monitoring purposes, and to complete our annual returns to the Arts Council and other public bodies. You will always have the option not to respond to any questions you do not wish to answer.
Data from third parties
We may also obtain or collect personal information about you from other third party sources, for example:
Music teachers and referees may provide information to us about your experience and competence
If you have applied for an audition using YapTracker, the information you supply to them will be passed to us for the purposes of processing your audition and application.
We may ask parents / guardians or schools to supply information about under 18s for participation in our projects or for performance licensing purposes.
If we engage external suppliers for photography and video capture
If your details are given as an emergency contact for a participant in one of our projects
1.3. Suppliers and industry contacts
We may collect or store the following information from you when you supply goods or services to us, are recommended to us, or interact with us as a member of the opera profession:
Name of company or individual
Name of designated contact(s)
Postal Address
Telephone number(s)
Email address(es)
Billing / payment information including bank details
Record of goods/services received
Any other information you provide to us by email, letter, telephone, social media, via our website or in person
Data from third parties
We may also obtain or collect personal information about you from other third party sources, for example:
Recommendations from other organisations / clients
Publicly available information about you from your website
1.4. Job applicants
We may collect or store the following information from you when you apply for a job with us:
Name
Postal Address
Telephone number(s)
Email address
Access requirements
Any other information you provide to us by email, letter, telephone, social media, via our website or in person
Musical experience or career information
Sensitive information
This includes health information (if supplied) such as access needs or allergies. We may ask for other information specific to the opportunity you are applying for, and information to support our equal opportunities monitoring).
Data from third parties
We may also obtain or collect personal information about you from other third party sources, for example:
References from previous employers
Publicly available information about you online
1.5. Employees and staff
We may collect or store the following information from you when you begin your employment with us.
Some of this information you will have provided in your application for the role, some we will ask for before employment begins, and some we may request during your employment.
Name
Postal Address
Telephone number(s)
Email address
Bank details / payment information
Career details, professional experience
Access requirements
Allergies and dietary requirements, health and medical conditions
Any correspondence with us by email, letter, telephone, social media, via our website or in person
Passport details (for identification purposes, or for overseas touring)
DBS details where required
Photographs and/or video footage
We may also store information relating to your contract with us. This includes your employment contract, holidays or leave taken, performance reviews, grievance and disciplinary notes, witness statements, investigation reports relating to confidential incidents
Sensitive information
We may collect sensitive data from you including health information (if supplied) such as access needs, medical conditions or allergies. We may ask for other information specific to a job. In that case we will either obtain the explicit consent of the individual to the processing of such data or we may consider the processing of that data as being necessary for carrying out our obligations as an employer. This will be assessed on a case by case basis.
We will record sickness absences and details relating to those, where supplied.
We may ask you to provide details of your protected characteristics for diversity monitoring purposes, and to complete our annual returns to the Arts Council and other public bodies. You will always have the option not to respond to any questions you do not wish to answer.
Data from third parties
We may also obtain or collect personal information about you from other third-party sources, for example:
If we engage external suppliers for photography and video capture
When we take up references, or if we engage external advisors to help us assess your suitability for a role, we will record their feedback
2. Use of data
We will use your information for the purposes listed below under one of the following legal bases:
Performance of a contract between us and you
Your consent (where we require it)
To comply with a legal obligation
To protect the vital interests of an individual or
Our Legitimate interest, or that of a third party
The ways in which we use your data are listed below:
2.1. Friends, members, donors and online users
We use the information we hold:
To inform you of any change to or additional information for your membership [performance of a contract]
To process and claim gift aid from HMRC on charitable donations [legal requirement]
To analyse your personal information to create a profile of your interests and preferences so that we can contact you with information most relevant to you [legitimate interest]
To keep you informed about our activities that your donation has helped to facilitate [legitimate interest]
To inform you about relevant concerts, events, services or activities we believe will be of interest, as well as opportunities to support our work [consent]
To process donations and payments, including making Gift Aid claims and thanking donors [performance of a contract]
To ensure we know how you prefer to be contacted about our activities [legitimate interest]
To assist us with reporting and analysis for our own business needs, and those of our funding partners [legitimate interest]
To keep a record of the relationship we have with you [legitimate interest]
To promote our work to funders, supporters and the general public via media and social media outlets [legitimate interest]
To profile members and donors in order to inform future fundraising approaches [legitimate interest]
To protect the health and safety of individuals at our events or on our premises [vital interest]
Contacting you by post, email and telephone
If you do not want to receive information by post about events or our fundraising activities, you have the option to change any of your contact preferences at any time by contacting governance@byo.org.uk.
Membership
Customers joining one of our membership schemes will be given the option to receive information by email and post relating to events, activities and further opportunities to support our work.
Fundraising and profiling
As a charity, BYO relies on donations from individuals to support its charitable purposes. To do this, we look to identify individuals who, in addition to being members or attenders, may be interested in supporting our charitable objectives through other means, including charitable donations. We also review whether existing donors may wish to provide further financial support.
To enable us to do this in an efficient, effective and focused way, and to ensure the requests we make are appropriate, proportionate and tailored, we may use publicly available information to identify whether or not you are likely to wish to provide additional donations to BYO. We do not allow third parties to use the data we provide them about you for other purposes.
The information that we may process includes publicly available information relating to your wealth (including house price values), whether you are a trustee of a charity or have previously donated to similar charities, or raised funds for charitable purposes, in addition to your interest in the arts.
We understand that not all of our contacts will want us to carry out such processing and you are free at any time to ask us to stop doing this in respect of your data. You can do this by contacting governance@byo.org.uk If you do this we will delete the information that we have collected about you for these purposes.
2.2. Singers, Trainees and Participants in our activities
We use the information we hold:
To keep you fully informed of all arrangements relating to your involvement with BYO, including rehearsals and concerts [performance of a contract]
To keep a record of the relationship we have with you [legitimate interest]
To process payments when required [performance of a contract]
To ensure compliance with policies, procedures and laws [legal requirement]
To protect the health and safety of individuals at our events, involved in our projects or on our premises [vital interest]
To publish lists of participants in our printed programmes [legitimate interest]
To promote our work to funders, supporters and the general public via media and social media outlets [legitimate interest]
We may occasionally recommend you and share your details with other musical ensembles for the purposes of them offering you work. Should you wish us not to do this you can ask us not to [legitimate interest]
To keep you informed of other opportunities and relevant concerts, events, services or activities we believe will be of interest, as well as opportunities to support our work [consent]
2.3. Suppliers and industry contacts
We use the information we hold:
To contact you regarding the contract we have, or may wish to have with you [performance of a contract]
To keep a record of the relationship we have with you [legitimate interest]
To keep you informed of our activities and send you invitations to BYO events [legitimate interest and consent]
To process payments to/from you when required [performance of a contract]
To ensure compliance with policies, procedures and laws [legal requirement]
2.4. Job applicants
We use the information we hold:
To process your application and communicate with you regarding the selection and interview process [consent]
2.5. Employees and staff
We use the information we hold:
To maintain our employment contract with you, including processing payments to you, keeping you informed of company policy and activity, recording sickness and other absence, managing performance, health and wellbeing [performance of a contract]
To protect the health and safety of individuals at our events or on our premises [vital interest]
To keep a record of any correspondence we have with you [legitimate interest]
To ensure compliance with policies, procedures and laws [legal requirement]
To promote our work to funders, supporters and the general public via media and social media outlets [legitimate interest]
3. Sharing data with third parties
The personal information that you give us will never be supplied to anyone outside BYO for contact purposes without first obtaining your consent, unless we are obliged or permitted by law to disclose it, we need to use the services of ‘data processors’ to fulfil your requirements, to support analysis and research for BYO or the Arts Sector, or for reporting to our funders.
The ways in which we share data with third party organisations are listed below:
3.1. Friends, members, donors and online users
To operate our IT systems, such as our database systems (Filemaker and Raisers Edge), email distribution software (Mailchimp) and website (Squarespace) [performance of a contract]
To use specialist support services, such as our mailing house, to distribute our mailings [performance of a contract]
We may take photographic or video recordings and share these with media and social media outlets. We always make clear when photography or recordings are taking place [legitimate interest]
We publish lists of supporters and donors in our printed programmes and other communications, but you can request us not to include your information should you wish [legitimate interest]
We have agreements in place with each provider to ensure your data is secure and cannot be accessed or used for any other purpose. Your personal data is never sold.
3.2. Singers, Trainees and Participants in our activities
Within BYO
Your personal data may be accessed by the following people:
Our Finance, HR, Production and Training teams [performance of a contract]
Any individual authorised by us to support projects and scheduling [performance of a contract]
We use the following systems, on which your personal data may be stored and processed:
Sage – Finance system [performance of a contract]
Microsoft Office and G Suite (including spreadsheets, email and word processing), and mobile phones – to administer our business activities [performance of a contract]
Outside BYO
We may also share your data with third party individuals and organisations as listed below:
Performance schedules and contact information will be shared with all participants in a project for the purposes of co-ordinating the project activities [performance of a contract]
Our IT support company and other IT system providers as listed above for the purposes of maintaining our systems [legitimate business interest]
Appropriate external regulators and authorities (such as HMRC, HSE) [legal requirement]
We may also publish names and photographs of musicians and staff in our printed programmes and on our website [legitimate business interest]
Film and photography may be shared with media and social media outlets for promotional purposes [legitimate business interest]
We may recommend you and share your details with other musical ensembles for the purposes of them offering you work. Should you wish us not to do this you can ask us not to [legitimate business interest]
We have agreements in place with each provider to ensure your data is secure and cannot be accessed or used for any other purpose. Your personal data is never sold.
3.3. Suppliers and industry contacts
To operate our IT systems, such as our finance system [performance of a contract]
We share financial data with relevant government departments, our internal & external auditors and other regulatory bodies in order to fulfil our legal and charitable responsibilities [legal requirement]
We may recommend your services to other organisations [legitimate interest]
We have agreements in place with each provider to ensure your data is secure and cannot be accessed or used for any other purpose. Your personal data is never sold.
3.4. Job applicants
We may occasionally engage external advisors to sit on recruitment or interview panels, and would share your application details with them [legitimate interest]
We have agreements in place with each provider to ensure your data is secure and cannot be accessed or used for any other purpose. Your personal data is never sold.
3.5. Employees and staff
Within BYO
Your personal data may be accessed by the following people:
Our Finance and HR teams [performance of a contract]
Any individual authorised by us to maintain personnel files [performance of a contract]
We use the following systems, on which your personal data may be stored and processed:
Sage – Finance system [performance of a contract]
Microsoft Office and G:Drive (including spreadsheets, email and word processing), and mobile phones – to administer our business activities [performance of a contract]
Outside BYO
We may also share your data with third party organisations as listed below:
Our professional advisers [legitimate business interest]
Our IT support company and other IT system providers as listed above for the purposes of maintaining our systems [legitimate business interest]
Appropriate external regulators and authorities (such as HMRC, HSE) [legal requirement]
We may also publish names and photographs of staff in our printed programmes and on our website [legitimate business interest]
Film and photography may be shared with media and social media outlets for promotional purposes [legitimate business interest]
We have agreements in place with each provider to ensure your data is secure and cannot be accessed or used for any other purpose. Your personal data is never sold.
4. How to update your data
You can update your personal contact and communication preferences data at any time, by contacting us at governance@byo.org.uk. Every bulk email we send you will also contain an option to unsubscribe.
5. Data Integrity and Security
We take steps to ensure that data is accurate, complete and up to date, and we regularly run checks to review our data. If you wish to correct any inaccuracies in your data, please email governance@byo.org.uk or your normal BYO contact. We regularly review email and paper correspondence and minimise our storage through archiving and destruction of out of date materials.
Data retention
We will retain your information for as long as is necessary to provide you with the services you have requested or require from us as detailed below:
5.1. Friends, members, donors and online users
We will store your personal data in our database system(s) for a maximum of three years after your last engagement with us, and financial information in our office systems (paper and electronic) for six years plus the current tax year. At that point your data will be suppressed, no longer processed, and you will cease to receive communications from us, unless:
We must keep it to comply with applicable laws or evidence compliance with such applicable laws
There is an outstanding issue, claim or dispute requiring us to keep such information until resolution
The information must be kept for our legitimate business interests, such as fraud prevention and enhancing users’ safety and security
5.2. Singers, Trainees and Participants in our activities
We will store your personal data in our database system(s) for a maximum of three years after your last engagement with us, through participating/applying to participate in our work, requesting to be kept up to date with our activities, or interacting with communications from us; and contract/invoicing information in our office systems (paper and electronic) for six years plus the current tax year. At that point your data will be suppressed, no longer processed, and you will cease to receive communications from us, unless:
We must keep it to comply with applicable laws or evidence compliance with such applicable laws
There is an outstanding issue, claim or dispute requiring us to keep such information until resolution
The information must be kept for our legitimate business interests, such as fraud prevention and enhancing users’ safety and security
5.3. Suppliers and industry contacts
We will store data in our database and finance system(s) for as long as you continue to supply us with goods and/or services or engage with communications from us, or six years plus the current tax year, where the relationship is not ongoing. At that point your data will be suppressed and no longer processed, unless:
We must keep it to comply with applicable laws or evidence compliance with such applicable laws
There is an outstanding issue, claim or dispute requiring us to keep such information until resolution
The information must be kept for our legitimate business interests, such as fraud prevention and enhancing users’ safety and security
5.4. Job applicants
For unsuccessful candidates, we will store data in our HR systems for up to one year following your application, at which point it will be deleted, unless:
There is an outstanding issue, claim or dispute requiring us to keep such information until resolution
Successful candidates’ data will be kept under the terms of the Privacy Statement (internal) which will be issued to all employees on appointment
5.5. Employees and staff
We will store data in our system(s) as follows, unless:
We must keep it to comply with applicable laws or evidence compliance with such applicable laws
There is an outstanding issue, claim or dispute requiring us to keep such information until resolution
The information must be kept for our legitimate business interests, such as fraud prevention and enhancing users’ safety and security
Income tax and NI returns, income tax records and correspondence with HMRC [6 years plus the current tax year]
Wage and salary, health, sickness and performance management records [6 years plus the current tax year]
We regularly review email and paper correspondence and minimise our storage through archiving and destruction of out of date materials.
6. Your rights
You have rights, including the following:
To be informed of the ways in which we use your information, which we seek to do in this policy
To request us to stop processing your personal data for marketing or fundraising purposes
To request a copy of the personal information we hold about you
To request that any inaccuracies in the data we hold about you are corrected
In certain circumstances to request that we limit, cease processing or erase your personal data.
To lodge a complaint with the Information Commissioner’s Office https://ico.org.uk/ or through the Fundraising Regulator (https://www.fundraisingregulator.org.uk/)
7. Who to Contact
Email us:
governance@byo.org.uk
Write to us:
Data Protection
British Youth Opera
2 Chapel Yard
London
SW18 4HZ
Complaints
If you wish to make a complaint about how we are using your data, please email governance@byo.org.uk
Subject Access Requests
If you wish to make a subject access request (SAR), please email governance@byo.org.uk. We will try to respond to all legitimate requests within 30 days. Occasionally it may take us longer if your request is particularly complex or if you have made a number of requests, in which case we will keep you notified and updated. We will require specific details of your request and proof of identification.
8. Changes to this Statement
We may change or update this Privacy Statement from time to time. Any significant changes will be communicated on our website and/or by contacting you directly.
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