1. Your personal data – what is it?
Personal data relates to a living individual who can be identified from that data. Identification
can be by the information alone or in conjunction with any other information in the data
controller’s possession or likely to come into such possession. The processing of personal data
is governed by the General Data Protection Regulation (the “GDPR”).
2. Who are we?
The Association of English Singers & Speakers is the data controller (contact details below).
This means it decides how your personal data is processed and for what purposes.
3. How do we process your personal data?
The AESS complies with its obligations under the “GDPR” by keeping personal data up to date;
by storing and destroying it securely; by not collecting or retaining excessive amounts of data;
by protecting personal data from loss, misuse, unauthorised access and disclosure and by
ensuring that appropriate technical measures are in place to protect personal data.
We use your personal data for the following purposes: -
• To enable us to provide a voluntary service for the benefit of the memebrship as
specified in our constitution;
• To administer membership records;
• To promote the interests of the charity;
• To manage our volunteers;
• To maintain our own accounts and records (including the processing of gift aid
• To inform you of news, events, activities, services and the running of the AESS;
4. What is the legal basis for processing your personal data?
• Explicit consent of the data subject so that we can keep you informed about news, events,
activities and services and keep you informed about AESS events.
• Processing is necessary for carrying out legal obligations in relation to Gift Aid.
• Processing is carried out by the AESS as not-for-profit body and the processing relates only
to members or former members and there is no disclosure to a third party without consent.
5. Sharing your personal data
Your personal data will be treated as strictly confidential and will only be shared with other
members with your permission. We will only share your data with third parties outside of the
AESS with your consent.
6. How long do we keep your personal data?
We keep data in accordance with the guidance set out in the guide published by the
Information Commissioner’s office (ICO) – Principle 5 ( https://ico.org.uk/fororganisations/guide-to-data-protection/ )
Specifically, we retain contact details while they are current; gift aid declarations and
associated paperwork for up to 6 years after the calendar year to which they relate.
7. Your rights and your personal data
Unless subject to an exemption under the GDPR, you have the following rights with respect to
your personal data: -
• The right to request a copy of your personal data which the AESS, holds about you;
• The right to request that the AESS corrects any personal data if it is found to be
inaccurate or out of date;
• The right to request your personal data is erased where it is no longer necessary for the
AESS to retain such data;
• The right to withdraw your consent to the processing at any time
• The right to request that the data controller provides the data subject with his/her
personal data and where possible, to transmit that data directly to another data
controller, (known as the right to data portability), (where applicable) [Only applies
where the processing is based on consent or is necessary for the performance of a
contract with the data subject and in either case the data controller processes the data
by automated means].
• The right, where there is a dispute in relation to the accuracy or processing of your
personal data, to request a restriction is placed on further processing;
• The right to object to the processing of personal data, (where applicable) [Only applies
where processing is based on legitimate interests (or the performance of a task in the
public interest/exercise of official authority); direct marketing and processing for the
purposes of scientific/historical research and statistics]
• The right to lodge a complaint with the Information Commissioners Office.
8. Further processing
If we wish to use your personal data for a new purpose, not covered by this Data Protection
Notice, then we will provide you with a new notice explaining this new use prior to
commencing the processing and setting out the relevant purposes and processing conditions.
Where and whenever necessary, we will seek your prior consent to the new processing.
9. Contact Details
To exercise all relevant rights, queries of complaints please in the first instance contact the
Membership Secretary, Patricia Williams at email@example.com 53 Upwood
Road, Lee, London, SE12 8AE
You can contact the Information Commissioners Office on 0303 123 1113 or via email
https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner's Office,
Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.