NEWTON ABBOT ORCHESTRA

PRIVACY NOTICE

1. Your personal data - what is it?

Providing accessible information to individuals about the use of their "Personal data" is a key element of their legal right to transparency as set out in the UK General Data Protection Regulation (UK GDPR) and other legislation relating to personal data and rights such as the Human Rights Act 1998. Personal data is classed as any information which on its own or in conjunction with other information can identify a data subject.

2. Who are we?

This privacy notice is provided to you by the Newton Abbot Orchestra (NAO), an unincorporated association, which is the data controller for your data.

3. What data do we process?

We will process some or all of the following:

names and titles;

contact details such as telephone numbers, addresses, and e-mail addresses:

• photographs and videos;

Gift aid forms for reclaiming tax on membership fees and any other donations where applicable.

4. How do we process your personal data?

We will comply with our legal obligations to keep personal data up to date; to store and destroy it securely; not to collect or retain excessive amounts of data; to keep personal data secure; to protect personal data from loss, misuse, unauthorised access and disclosure; and to ensure that appropriate technical measures are in place to protect personal data.

We use your personal data for some or all of the following purposes:

• to enable us to meet all legal and statutory obligations;
• to administer membership records;
• to maintain our website (which may include photographs and videos):
• to raise funds for and to publicise NAO and to promote its interests;
• to organise concerts (including listing names in programmes);
• to maintain our own accounts and records;
• to process subscriptions and donations that you have made (including Gift Aid information where applicable);

• to seek vour views or comments:

• to notify you of details of our rehearsals, concerts and other events and of the identity of committee members and office holders;

Newton Abbot Orchestra Privacy Notice - January 2025

• to send you communications which you have requested or which may be of interest to you (these may include information about fundraising activities or about concerts or other activities of NAO or other music groups).

5. What is the legal basis for processing your personal data?

Most of our data is processed because it is necessary for our legitimate interests. Where

your intormation is used for any oter purpose, we will nist obtain your consent to that use.

6. Sharing your personal data

Your personal data will be treated as strictly confidential and held only by the Committee. It will only be shared with third parties where it is necessary for the pertormance of our tasks or where you first give us your prior consent.

7.  How long do we keep your personal data?

We will keep some records permanently if we are legally required to do so. We may keep some other records for an extended period of time. For example, it is current best practice to keep financial records for a minimum period of 7 years. In general, we will endeavour to keep data only for as long as we need it. This means that we may delete it when it is no longer needed.

8. Your rights and your personal data

You have the following rights with respect to your personal data:

• The right to access information we hold on you - At any point you can contact us to request the information we hold on you, as well as why we have that information, who has access to it and where we obtained it from. Once we have received your request we will respond within one month. There are no fees or charges for the first request but additional requests for the same data may be subject to an administrative fee.
• The right to correct and update the information we hold on you - If the data we hold on you is out of date, incomplete or incorrect, you can inform us and your data will be updated.
• The right to have your information erased - If you feel that we should no longer be using your data or that we are illegally using your data, you can request that we erase the data we hold. When we receive your request we will confirm whether the data has been deleted or the reason why it cannot be deleted (for example because we need it for our legitimate interests or regulatory purpose(s)).
• The right to object to processing of your data - You have the right to request that we stop processing your data. Upon receiving the request we will contact you and let you know if we are able to comply or if we have legitimate grounds to continue to process your data. Even after you exercise your right to object, we may continue to hold your data to comply with your other rights or to bring or defend legal claims.
• The right to data portability - You have the right to request that we transfer some of your data to another controller. We will comply with your request, where it is feasible to do so, within one month of receiving your request.
• The right at any time to withdraw your consent to the processing of data to which consent was sought (see contact details below).

Newton Abbot Orchestra Privacy Notice - January 2025

• The right to lodge a complaint with the Information Commissioner's Office.

When exercising any of the rights listed above, in order to process your request, we may need to verify your identity for your security. In such cases we will need you to respond with proof of your identity before you can exercise these rights.

9. Transfer of data abroad

Any electronic personal data transferred to countries or territories outside the EEA will only be placed on systems complying with measures giving equivalent protection of personal rights either through international agreements or contracts approved by the European Union. Our website is also accessible from overseas so on occasion some personal data (for example in a newsletter) may be accessed from overseas.

10. Further processing

If we wish to use your personal data for a new purpose, not covered by this 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.

11. Contact Details

Please contact a member of the committee if you have any questions about this privacy notice, or the information we hold about you, or to exercise all relevant rights, or make a complaint.

You can contact the Information Commissioner's 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 SAF

Signed - Chair

Date:

Signed - Committee Member

Date:

Newton Abbot Orchestra Privacy Notce -January 2025

CONSTITUTION OF THE NEWTON ABBOT ORCHESTRA

(An Unincorporated Association)

Article I. Name: The name of the orchestra shall be The Newton Abbot Orchestra, ('the Orchestra"| Article II. Purpose: The purpose of the Orchestra shall be to promote music education by providing the opportunity for amateur musicians to play music together in a supportive and inclusive environment and to promote and develop the appreciation of music in the community through public performances and outreach programmes.

Article III. Activities:

• The Orchestra will normally meet for rehearsals on Wednesday evenings during school term-times. Across the three terms this adds up to over 30 rehearsals.
• Members of the orchestra should normally commit to participating in a minimum of two-thirds of all rehearsals; if members are going to absent from rehearsals or concerts, whethe due to difficult circumstances of illness or other personal reasons such as being away on holiday, they should inform their section head or the Orchestra Secretary as appropriate.

Article IV. Membership: Membership of the Newton Abbot Orchestra shall be open to anyone (normally over the age of 18) who is interested in playing music and supports the purposes of the organization, provided there is a vacancy for their particular musical instrument.

• They should be able to play their instrument at a level equivalent to ABRSM Grade 5 or above and will be invited to two rehearsals - free of charge - prior to approval of their place in the orchestra by the Musical Director. No formal music qualification is required.
• Whilst the orchestra is a community orchestra with members paying termly subscriptions, with no one paid to play - less visiting players needed for a particular concert performance, we welcome amateur musicians, musical professionals and former music professionals.
• All members must commit to payment of a termly subscription at a rate proposed by the committee and approved by the members. Fees may be reduced or waived in case of hardship, on application to the Secretary.
• A register of members will be kept, subject to compliance with Data Protection regulations.

• There shall be no discrimination based on race, ethnicity, gender, sexual orientation, age, religion, or belief.
• Membership may be terminated if subscriptions due are not paid in full within three month of it falling due, or if there is agreement between the Musical Director and the Committee that an individual's membership should be terminated.

Article V: Governance:

• The Newton Abbot Orchestra shall be managed and administered by a committee consisting of a Chair, Secretary, Treasurer, and up to three other members of the Orchestra, elected in accordance with this constitution ('the Committee'). More roles can be appointed if deemed necessary by the Committee.
• The Committee's responsibilities shall include the selection and appointment of the Musical Director and the Leader of the Orchestra, the approval of the forward musical programme,

NAO Constitution dated 25" February 2025

Page 2 of 3

financial management, administration of the Orchestra (including the making of rules to regulate any aspect of the Orchestra or its business) and the implementation of Safeguarding and Data Protection policies (Privacy Notice is published in tandem with this Constitution).

• The Musical Director and Leader of the Orchestra shall be ex-officio members of the Committee but without eligibility to vote.
• Committee members must declare any actual or potential conflict of interest or loyalty at each Committee meeting and cannot vote on any matter in which they have such a conflict, or the majority of other Committee members consider that they have such a conflict.

Page 3 of 3

Article VI. Conduct: The Committee does not consider it necessary to set out a detailed code of conduct for Members. The orchestra is committed to working in a way that provides a safe environment for, and safeguards the well-being of, all those with whom, or for whom, we play.

It should go without saying that Members will act responsibly and treat others with courtesy and sensitivity at all times. We have Members from many different walks of life and backgrounds, and of differing capabilities, and a diverse audience. Any kind of discrimination or abuse is wholly unacceptable. Any concerns should be raised with a member of the Committee.

Members are asked, in particular:

• to attend rehearsals regularly, be punctual and come prepared, having practised the pieces to be rehearsed. Rehearsal schedules are published on the website at the beginning of each term and are regularly updated;
• to assist with setting up prior to rehearsals and tidying up afterwards;
• to help generate a good audience for our concerts by promoting and selling tickets;
• to assist with the arrangements for concert days, setting up the venue and post-concert tidying up;
• to attend and participate in the Annual General Meeting.

Article VII: General Meeting:

• The Orchestra must hold an Annual General Meeting (AGM) each year, for which 21 days written notice should be given to members. At each AGM the Committee shall present the reports and accounts of the Orchestra for the preceding year. The Committee should ask the membership to approve any increase in termly subscriptions.
• Every member shall have one vote at all members meetings. The quorum shall be at least half the members present.
• The Committee members shall each be elected by the membership, normally for three year terms. At the AGM, at least one Committee member shall retire and be eligible for reelection by the membership for a further three-year term, thus providing continuity. There shall be no limit on the number of terms a Committee member may serve.
• Members may propose a special general meeting with at least 21 days written notice.

Article IX: Meetings of the Committee:

• Regular meetings of the Committee should be held once per term (three per year), or as often as necessary to carry out the business of the Orchestra.
• Special meetings of the Committee may be called by the chair or any two members of the Committee.
• Quorum. Every member of the Committee shall have one vote. The quorum shall be three
  Committee members present and unconflicted.
• In furtherance of the Orchestra's purposes the Committee has the power to raise funds or invite contributions.

Article X: Finances

• The Newton Abbot Orchestra shall operate on a not-for-profit basis.
• The financial year shall end on 31" December.
• All funds raised by the Orchestra shall be used to support the purposes of the Orchestra, which shall include the payment of reasonable expenses to members, incurred on behalf of the Orchestra, and to make charitable donations.
• The Treasurer shall keep accurate records of all financial transactions, and payments shall be authorised by any two Committee members, one of whom would normally be the Treasurer.
• The financial accounts should be scrutinised annually by a person who is independent of the Committee, reporting to the AGM.

Article XI: Amendments: This constitution may be amended by a two-thirds majority of the membership present at the AGM or any general meeting, provided that at least 7 days written notice of the proposed amendment has been given to the membership.

Article XII: Dissolution:

In the event that the Newton Abbot Orchestra is dissolved, all remaining assets shall not be transferred to the members but shall be distributed to one or more non-profit organizations for the advancement of music in the Devon community.

Endorsed by the members at their Extraordinary General Meeting on 5* February 2025

Signed: Chair - Michael Henry

Date: 25" February 2025

Signed: A committee member - Robin Bacon

Date: 25" February 2025

NAO Constitution dated 25* February 2025