Sturminster Newton Orchestra
Health and Safety Policy
Published: July 2017
Updated: April 2022
Introduction and scope
Sturminster Newton Orchestra is committed to providing a healthy and safe environment for all those involved in the activities it organises.
•This includes but is not limited to; members, staff (including freelance), volunteers and members of the public.
•This includes but is not limited to; rehearsals, performances and fundraising events.
Responsibilities
•Overall responsibility for health and safety sits with the Sturminster Newton Orchestra Committee.
•Practical responsibility for health and safety at events and activities organised by Sturminster Newton Orchestra sits with [ ].
Statements of general policy
•Sturminster Newton Orchestra will seek to prevent accidents and cases of ill-health by managing the health and safety at events and activities it organises.
Actions to be taken:
relevant risk assessments to be completed for events and activities. Where regular venues are used the risk assessment will be reviewed on an annual basis or sooner if required.
•Sturminster Newton Orchestra will provide clear instructions and information to ensure that members, staff and volunteers are competent to do their work in a healthy and safe manner.
Actions to be taken:
tasks performed by members, staff and volunteers to be risk assessed and appropriate instruction to be provided (e.g. preparing and serving hot drinks, erecting staging).
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•Sturminster Newton Orchestra will engage and consult with members, staff and volunteers on health and safety conditions.
Actions to be taken: members, staff and volunteers to be briefed on health and safety risk assessments for new venues/activities and updated on any changes in risk assessment for regular venues/activities.
Establish clear lines of communication for members, staff and volunteers to raise health and safety concerns.
Have procedures in place to ensure concerns raised are investigated and acted on where appropriate.
•Sturminster Newton Orchestra will implement emergency procedures – evacuation in case of fire or other significant incident.
Actions to be taken: ensure at least one individual is responsible for knowing fire procedures for hired venues and for communicating them to those present.
•Sturminster Newton Orchestra will maintain safe and healthy conditions for the safe storage of equipment.
Actions to be taken: ensure satisfactory health and safety conditions at hired venues and for hired equipment. Ensure that any equipment owned by Sturminster Newton Orchestra will be stored safely.
First Aid
•Sturminster Newton Orchestra will ensure they are aware of First Aid procedures, kits and equipment at hired venues.
•Where practical Sturminster Newton Orchestra will recruit members and volunteers with First Aid experience
•Where appropriate (e.g. for larger events) Sturminster Newton Orchestra will train members or volunteers in First Aid or work with professional First Aid organisations.
Sound safety
Sturminster Newton Orchestra takes the responsibility of protecting the hearing of members, staff, volunteers and audience members seriously. We will:
•Ensure there are open lines of communication for individuals to raise concerns about hearing
•Take concerns seriously; the Committee and Music Leaders will work with the individuals to find ways to minimise risk.
•Take into account the protection of our audience’s hearing when designing stage and audience layout for performances.
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Sturminster Newton Orchestra
Privacy notice
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What is this guide for?
Whenever we need to collect any of your data, we will let you at that point why we need to do so and what it will be used for, but this guide provides a useful overview of all of those situations and provides more detail on how we keep your data secure and up to date, how long we might hold it for, and what your rights are in relation to it.
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Sturminster Newton Orchestra is committed to protecting your personal data and will use any personal or sensitive data we collect from you in line with the General Data Protection Regulations (GDPR).
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Who’s responsible for data the group collects?
Diana Harris is a Data Controller under the GDPR. Sturminster Newton Orchestra Data Protection Officer is the Membership Secretary who can be contacted through the Committee.
What data do we collect and what do we use it for?
Sturminster Newton Orchestra collects data from individuals to help us plan, organise and run the day-to-day operations of the group (e.g. co-ordinating rehearsals or collecting subscription payments) and to promote and market the group’s activities (e.g. marketing mailing lists and photography/video capture).
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Members: for administering membership
When you join Sturminster Newton Orchestra as a member, or during your membership with us, we may need to collect some of the following information on you:
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Name
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Email address
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Phone number
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Address
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Emergency contact details
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Medical information
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Gift Aid Declarations
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Age/gender
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DBS checks
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Bank details
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Photos/video footage
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Audition notes
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This data will be used by committee members to manage your membership with Sturminster Newton Orchestra and to organise and run our activities.
If you give us your consent to do so, we may also use your contact details to send you marketing/promotional communications from the group.
Any marketing/promotional communication we send you will include a clear option to withdraw your consent (e.g. to ‘opt out’ of future emails) and you can also withdraw consent at any point by contacting the Data Protection Officer - Membership Secretary
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Event attendees: for processing and managing tickets for events
Where our events are ticketed, we need to collect data on the person booking (name and email) in order to allow you access to the event and to send you a confirmation of your reservation/purchase. This data will only be used for administering your access to the event/s for which you have booked and will not be used to send you marketing/promotional messages from the group unless you have also provided your consent to receive these (see below).
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Employees and contractors: for administration and legal/regulatory purposes
We may need (for administration or for legal/regulatory reasons) to collect personal or sensitive data on employees or contractors of the group. Where this is the case, we will explain what this is for at the point of collection.
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Mailing list subscribers: for marketing and promotion
We offer everybody the opportunity to sign up (consent) to receive marketing and promotional information on the group’s activities (e.g. emails about forthcoming events).
When you sign-up to our marketing mailing list we will ask for your [name, email, phone number, address] and will use this data to send you information about our events and activities (e.g. forthcoming performances, social events and fundraising events). We may also ask for your preferred topics and communication methods. These allow us to tailor the information we provide to suit your preferences (e.g. email vs post).
We will only send you information that is related to the group (e.g. we will not use your data to send you marketing messages from 3rd parties).
Anything we send you will include a clear option to withdraw your consent (e.g. to ‘opt out’ of future emails) and you can also do so at any time by contacting the Data Protection Officer - Membership Secretary.
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Do we share your data with anyone else?
We will never pass your details on to third parties for marketing purposes.
We sometimes use third party services to process your data (e.g. Google Dive). We will always make sure any third parties we use are reputable, secure, and process your data in accordance with your rights under GDPR.
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Are there special measures for children’s data?
Where we knowingly collect or store data of children under 13 we will ensure the person with parental responsibility for the child has seen the relevant information relating to the child data or has given consent on behalf of the child.
Once a child is over 13 years old, parental consent to use their data will no longer be sufficient. We will only continue to hold/use the data if the child themselves also gives their consent.
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How can you update your data?
You can contact us at any time at [email address] to update or correct the data we hold on you.
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How long we will hold your data?
The Sturminster Newton Orchestra data retention policy is to review all data held on individuals at least every two years and remove data where we no longer have a legitimate reason to keep it.
Where you have withdrawn your consent for us to use your data for a particular purpose (e.g. unsubscribed from a mailing list) we may retain some of your data for up to two years in order to preserve a record of your consent having been withdrawn.
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What rights do you have?
Under the GDPR, you have the following rights over your data and its use:
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The right to be informed about what data we are collecting on you and how we will use it
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The right of access - you can ask to see the data we hold on you
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The right to rectification - you can ask that we update or correct your data
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The right to object - you can ask that we stop using your data for a particular purpose
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The right to erasure - you can ask us to delete the data we hold on you
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The right to restrict processing - you can ask that we temporarily stop using your data while the reason for its use or its accuracy are investigated
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Though unlikely to apply to the data we hold and process on you, you also have rights related to portability and automated decision making (including profiling)
All requests related to your rights should be made to the Data Protection Officer at [email address]. We will respond within one month.
You can find out more about your rights on the Information Commission’s Office website
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What will we do if anything changes?
If we make changes to our privacy statements or processes we will post the changes here. Where the changes are significant, we may also choose to email individuals affected with the new details. Where required by law, will we ask for your consent to continue processing your data after these changes are made.