Privacy policy

1. Introduction

Encore Choirs (“we,” “us,” “our”) is committed to protecting your privacy. This policy explains how we collect, use, and safeguard your personal information when you visit our site or become involved with our choir.

2. Data we collect

We may collect personal data, including

  • Contact details: name, email, postal address, telephone number.
  • Demographic details: postcode, preferences, interests.
  • Health-related information: only if relevant to participation or safety at choir sessions or events.

3. How we collect your data

We collect data through

  • Sign‑up forms (e.g. for free taster sessions or membership).
  • Event or performance enquiries.
  • Health disclosures for safety or accessibility purposes.
  • Promotions, sponsorship, or advertising requests.

4. Why we process your data and legal basis

We rely on the following lawful bases under UK GDPR

  • Consent: for mailing lists, updates, and sharing media.
  • Contractual necessity: to manage your membership or attendance.
  • Legal obligations: if required by authorities, e.g. for safeguarding.Vital interests: where health or safety is involved.
  • Legitimate interests: sharing group updates, events, or community outreach.

5. How we use your data

Your data may be used to

  • Manage memberships and choir participation.
  • Communicate updates, events, schedules, and rehearsals.
  • Organise performances and social events.
  • Collaborate with service providers (e.g. for venues, sound, travel).
  • Ensure safety for members with medical considerations.
  • Promote choir events, with consent (e.g., photos or videos on social media).

6. Data sharing

We may share your information with

  • Choir staff or administrators (e.g., to manage WhatsApp groups or communications).
  • Third-party service providers (e.g. event venues, sound technicians), but only as necessary.
  • The public, if you’ve consented to appear in event photos or promotional content.

7. Data retention

  • Current members: Retained for the duration of membership and up to 1 month after leaving.
  • Enquiries that don’t convert to membership: Deleted within 1 month.
  • Sponsorship, performance, or event contacts: Retained for up to 1 year.
  • Disposal: Digital data is securely deleted; physical copies are shredded.

8. Security measures

We use appropriate technical and organisational measures to protect your data from unauthorised access or breaches.

9. Cookies and tracking

Our site may use cookies to

  • Analyse site traffic.
  • Improve user experience.

You can control cookies via your browser settings, but disabling cookies may affect site functionality.

10. Your rights under UK GDPR

You have rights, including

  • Access: Request copies of your data.
  • Rectification: Correct inaccurate or incomplete data.
  • Erasure: Request deletion where lawful.
  • Restriction: Limit processing in certain situations.
  • Objection: Object to processing based on legitimate interests.
  • Portability: Receive your data in machine-readable form.

We’ll respond within 1 month. No fee required. If we fail to comply, you may file a complaint with the ICO.

11. External links

Our website may link to third-party sites. We’re not responsible for their privacy policies. Please review them directly.

12. Policy updates

We may update this policy periodically. Please review it regularly to stay informed.

13. Contact information

If you have questions or want to exercise your rights, please contact

Email: info@encorechoirs.co.uk
Phone: 07817 976500

Updated: September 2025