Privacy Policy
PRIVACY and GDPR NOTICE
The Chelmsford Competitive Festival of Music, Speech and Drama takes great care to preserve your privacy and safeguard any personal data you provide to us. This Privacy Notice explains how we will collect and use your personal data.
We may change this Privacy Notice from time to time so please check regularly to ensure that you are happy with any changes.
Who we are
We are the Chelmsford Competitive Festival of Music, Speech and Drama. Our registered address is 42 Blacksmith Close, Chelmsford CM1 6SY.
What personal data do we collect?
We may collect personal data from such as;
Your name Your address Your date of birth (if under 18)
Your telephone number Your email address
How do we use your personal data?
We will use your personal data in a number of ways which may include:
- Processing your entry form to take part in the festival.
- Keeping you updated about your entry to the festival.
- Sending you copies of our syllabus.
- Keeping you updated about future festivals
- Processing any applications for a paid or unpaid role within the festival
- Processing any donations made to us.
- Including your name in our printed programme.
- Managing any orders for publications or other materials from us.
- Processing your application to be involved in our governance such as becoming a member of our Committee.
- Responding to a general enquiry made to us.
- Dealing with a complaint or concern raised to us about one of our staff/volunteers/contractors.
4. Who do you share my personal data with?
We will only ever use your personal data to manage your festival involvement with us including keeping you up-to-date with any festival news.
If you are not involved in the festival, then we will only use your personal data to deal with the issue or enquiry that you have raised directly with us.
We will never sell your details to any third party and we do not buy any personal data.
5. What is the legal basis for processing my information?
In some cases, we will only process your personal data where we have your specific consent to do so. For example if a photograph is to be used on Facebook we would seek your consent. However, in this instance a name will never be used with the photograph.
We may also process your personal data because there is a legitimate interest for us to do so as part of our work, and it is reasonable to expect that your information would need to be processed by us for to complete this work. For example, it is reasonable for us to collect your name, address and contact details to be able to process your festival entry and you would reasonably expect this to happen for your festival entry to proceed.
Whenever we process your personal data under the legitimate interest lawful basis, we make sure that we consider your rights and interests and will not process your personal data if we feel that there is an imbalance, or you would not reasonably expect your data to be processed in this way.
6. How do you keep my information secure?
We have implemented appropriate physical, technical and organisational measures to protect the personal data from improper access, use, alteration, destruction and loss.
We may send communications to you by email. Email is not a fully secure means of communication, and whilst we do our utmost to keep our systems and communications protected we cannot guarantee this.
7. Your rights
You have various rights in respect of the personal data we hold about you. These rights are set out in more detail below:
a. The right to be informed about the collection and use of your personal data;
b. The right to access to your personal information;
c. The right to object to processing of your personal information;
d. The right to restrict the processing of your personal information;
e. The right to personal data portability;
f. The right to rectify your personal information;
g. The right to erase your personal information;
h. Rights in relation to automated decision making and profiling.
If you make a request relating to any of the rights listed above, we will consider each request in accordance with all applicable data protection laws and regulations. No administration fee will be charged for considering and/or complying with such a request unless the request is deemed to be excessive in nature.
Upon successful verification of your identity you are entitled to obtain the following information about your own personal information:
a. The purposes of the collection, processing, use and storage of your personal data.
b. The categories of personal data stored about you.
c. The recipients or categories of recipients to whom your personal data has been or may be transmitted, along with the location of those recipients.
d. The envisaged period of storage for your personal data or the rationale for determining the storage period.
e. The use of any automated decision-making and/or profiling.
If you want to exercise any of these rights or make a complaint, you can by email to jillparkin58@icloud.com or write to Jill Parkin (Chair) 42 Blacksmith Close, Chelmsford CM1 6SY
The Data Manager
You can also make a complaint to the Information Commissioner's Office and the contact details and further information about how to do this can be found at: https://ico.org.uk /
In certain circumstances we might not be able to provide you with access to some of your personal information, but where appropriate, we will notify you of the reasons for this.
10. How long do you keep my information for?
We will retain personal data in accordance with our data retention policy set out below. We review our data retention periods for personal data on a regular basis.
We will hold personal data relating to:
Your festival entry for 12 months following the end the festival. Trophy winners’ details will be retained until the trophies are returned safely to the festival.
Employment or volunteering with the festival for 3 years following the end of your employment or volunteering with us.
Legacies or donations for 3 years after the legacy or donation is received
Subscribing to our newsletter or email updates about future festivals - you can unsubscribe at any time from our mailing list.
The law allows you to withdraw your consent to any usage of your data at any time without needing to specify a reason. You can withdraw your consent by emailing us at jillparkin58@icloud.com
SAFEGUARDING POLICY
SAFEGUARDING POLICY
Revised and Implemented: May 2023
CHELMSFORD COMPETITIVE FESTIVAL OF MUSIC AND DRAMA
Chair: Jill M Parkin 42 Blacksmith Close, Chelmsford CM1 6SY
Venues:
The Trinity Methodist Church Complex, Rainsford Rd Chelmsford, St Cedd’s School, New London Road Chelmsford
Dates: 4th & 11th November 2023
The safety of children and members of other vulnerable groups is paramount and all, without exception, have the right to protection from abuse. All suspicions and allegations of abuse will be taken seriously, responded to swiftly and appropriately and all the festival’s organisers and volunteers have a responsibility to report concerns.
Purpose and Function of the Festival: To provide a platform for performers of all ages in the performing arts and to provide constructive feedback upon the performance thereby encouraging progress in the future.
The Festival Environment: Our venues are shown above and can be found in the syllabus, programme and on timeslips. Competitors may need to move between venues. The festival is entirely run by volunteers and all premises are hired from the organisations. It is the policy of our festival to inform and involve parents/guardians/carers and teachers in partnership with you in order to ensure, as far as is reasonably practical, a safe environment. We do this by ensuring that you receive a copy of this policy at the time of attending our festival.
To Whom Does this Policy Apply?: This policy relates to children under the age of 18 and members of vulnerable groups of any age whose needs are identified to the festival organisers by parents, teachers prior to their arrival at the festival. This should be done by contacting the chair (see above). We actively seek to meet these needs, but must know beforehand in order to prepare, support, or let you know if we are unable to help.
Festival Personnel: Our festival is run by an unpaid committee with the assistance of voluntary staff. Any necessary DBS searches have been sought. There will be a Committee Member at each venue. All committee members will wear a badge with their name and job title. In the event of any difficulty it should immediately be drawn to the attention of a Committee Member. Any problem notified will be taken seriously, dated and recorded.
Attendance at the Festival: The festival requires that parents/guardians/carers ensure that children are adequately supervised at all times. Where they are not personally attending with their children they are asked to ensure that children are accompanied and supervised by a responsible adult acting on their behalf.
Performance and Changing Areas: The following areas are NOT supervised: TOILETS, TUNING ROOMS, CHANGING AREA. They will be checked by Festival Committee members at random intervals throughout the day. It is the responsibility of the adult in charge of any young person to be fully supervised whilst using such rooms.
Photographs, Video & Audio Recording: The use of video and audio recorders, including still cameras is NOT permitted at any festival event. Some official photographs may be taken after permission from parents is affirmed. These may be used on the website WITHOUT the name of the child being published.
The Legislation and Guidance which Supports this Policy
The Rehabilitation of Offenders Act 1974; The Children Act 1989; The Police Act 1997; The Data Protection Act 1998; The Human Rights Act 1998; The Protection of Children Act 1999; The Criminal Justice and Court Services Act 2000; The Children Act 2004; The Vulnerable Groups Act 2006.
Policy Review
This policy was reviewed and amended in May 2023 and will be reviewed annually by the Committee in line with new legislation and advice.
Copyright © 2024 Chelmsford Competitive Festival of Music, Speech & Drama - All Rights Reserved.
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