Sherborne Abbey Festival respects your privacy according to the latest GDPR 2018 (General Data Protection Regulation) compliance. We manage a secure contact database and mailing list for patrons, event ticket holders and those who receive our e-newsletters.
What data is stored?
For each individual, our secure database/mailing list contains (where supplied/appropriate):
- Telephone number(s)
- Email address
- Ticket buying history
What is the data used for?
- To facilitate your online ticket purchase via Intelligent Tickets
- To facilitate your ticket purchase in person or by phone via Sherborne TIC
- Or to post tickets to you direct from the Festival office
- To alert you to any changes in the Festival programme which may affect you
- To send you the annual Festival brochure
- To email you occasional Festival news (if you have supplied your email address)
Your data is not used for any other purpose or analysis, nor is it shared with third parties unrelated to the management and services of Sherborne Abbey Festival.
How long is the data held for?
Data will be deleted if you do not make any bookings for four years, unless:
- You ask to remain on the mailing list
- You are a patron
How can I ask for changes or deletion of my data?
- Ask to see the data we hold about you
- Request any changes to your data
- Ask that your data record be deleted
Sherborne Abbey Festival is run on behalf The Parochial Church Councils (PCCs) of The Sherborne Benefice. registered charity No. 1130082, to support its charitable activities in the field of music.
- 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”).
- Who are we?
The PCCs of The Sherborne Benefice are the data controllers (contact details below). This means it decides how your personal data is processed and for what purposes.
- How do we process your personal data?
PCCs of The Sherborne Benefice 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 public in a particular geographical area as specified in our constitution;
- To administer membership records;
- To fundraise and promote the interests of the charity;
- To manage our employees and volunteers;
- To maintain our own accounts and records (including the processing of gift aid applications);
- To inform you of news, events, concerts, lectures and other activities and services running within the Benefice;
- To share your contact details with the Diocesan office so they can keep you informed about news in the diocese and events, activities and services that will be occurring in the diocese and in which you may be interested.
Data given exclusively for Sherborne Abbey Festival, Sherborne Abbey Concerts and Insight Series Lectures will be stored and used only for the marketing and ticketing of these separate and individual activities. These lists are not passed on to third parties
- 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 process your gift aid donations and keep you informed about diocesan events.
- Processing is necessary for carrying out obligations under employment, social security or social protection law, or a collective agreement;
- Processing is carried out by a not-for-profit body with a political, philosophical, religious or trade union aim provided: –
- the processing relates only to members or former members (or those who have regular contact with it in connection with those purposes); and
- there is no disclosure to a third party without consent.
- Sharing your personal data
Your personal data will be treated as strictly confidential and will only be shared with other members of the church in order to carry out a service to other church members or for purposes connected with the church. We will only share your data with third parties outside of the parish with your consent.
Personal data given for the Festival, Concerts or Insight Lectures will only be used specifically for the promotion and ticketing of the events and will not be shared either within or beyond the Benefice.
- How long do we keep your personal data?
We keep data in accordance with the guidance set out in the guide “Keep or Bin: Care of Your Parish Records” which is available from the Church of England website [see footnote for link].
Specifically, we retain electoral roll data while it is still current; gift aid declarations and associated paperwork for up to 6 years after the calendar year to which they relate; and parish registers (baptisms, marriages, funerals) permanently.
Personal data given for the Festival, Concerts or Insight Lectures will be retained for five years after your last ticket purchase or communication and will then be deleted unless you request to remain on the contact list.
- 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 PCC The Sherborne Benefice holds about you;
- The right to request that the PCC of The Sherborne Benefice 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 PCC of The Sherborne Benefice to retain such data;
- The right to withdraw your consent to the processing at any time
- The right to request that the data controller provide 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.
- 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.
- Contact Details
To exercise all relevant rights, queries of complaints please in the first instance contact the Data Protection Officer at The Parish Office, 3 The Close, Sherborne DT93LQ.
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.
 Details about retention periods can currently be found in the Record Management Guides located on the Church of England website at: – https://www.churchofengland.org/about-us/structure/churchcommissioners/administration/librariesandarchives/recordsmanagementguides.aspx