Effective Date: August 2026
Ex Collegio Choir (“we,” “us,” or “our”) is committed to protecting your privacy and ensuring a safe online experience for our members, supporters, and visitors.
1. PRIVACY POLICY & GDPR COMPLIANCE
Data Controller
Ex Collegio Choir is the data controller responsible for your personal data. If you have any questions about how your data is handled, please contact our Data Protection Lead at kclcaroe@gmail.com.
Legal Bases for Processing Personal Data
Under the EU and UK GDPR, we process your personal information under the following legal grounds:
- Contractual Necessity: Processing details necessary to manage your choir membership, process dues, and communicate rehearsal details.
- Legitimate Interests: Operations such as managing public concert promotion, website security, and organization archives.
- Explicit Consent: Marketing emails, newsletters, and media coverage (photos/videos).
- Legal Obligation: Maintaining financial records for accounting or tax purposes.
Information We Collect
- Identity & Contact Data: Name, email address, phone number, physical address, and vocal section.
- Financial Data: we never store full credit card details on our servers. Payment details for tickets are processed securely through trusted parties such as Eventbrite;
- Media: Photos, video clips, and audio recordings captured during rehearsals and performances.
- Technical Data: IP address, browser type, and basic analytics collected automatically when you visit our website.
How We Use Your Data
- To manage choir operations, attendance, and member communications.
- To process concert ticket sales and membership fees.
- To publish event details, social media updates, and promotional materials.
Your Rights Under GDPR
If you reside in the EU, EEA, or UK, you hold the following rights regarding your personal data:
- Right of Access: Request a copy of the personal data we hold about you.
- Right to Rectification: Request corrections to inaccurate or incomplete information.
- Right to Erasure (“Right to be Forgotten”): Request that we delete your personal data when it is no longer necessary for choir operations.
- Right to Restrict or Object: Limit or object to how we process your data.
- Right to Withdraw Consent: Withdraw your consent for photos, videos, or promotional emails at any time (without affecting the lawfulness of processing done prior to withdrawal).
- Data Portability: Request that we transfer your personal data to another entity in a structured, commonly used format.
To exercise any of these rights, please email us at kclcaroe@gmail.com. You also have the right to lodge a complaint with your local data protection authority (e.g., the ICO in the UK).
Data Retention & Security
We retain member data only as long as you remain an active member, plus a necessary archival period for financial and historical records. We implement appropriate technical safeguards to prevent unauthorized access, loss, or disclosure of your data.
Third-Party Sharing & International Transfers
We do not sell, rent, or trade your personal data.
2. WEBSITE TERMS OF USE
Acceptable Use
This website is provided to share information about our performances, facilitate ticket sales, and serve as an information hub for members. You agree not to use this site for unlawful activities, spamming, or unauthorized distribution of choir content.
Member Portal & Copyrighted Sheet Music
- Access to private member pages, audio tracks, and digital sheet music is restricted to active choir members.
- All sheet music and practice tracks provided on this site are protected by copyright laws and are intended solely for personal study within Ex Collegio choir. Unapproved copying, sharing, or redistribution is strictly prohibited.
External Links
Our website may include links to external partner sites (e.g., ticket distributors, venue maps, partners). We are not responsible for the privacy practices, terms, or content of those external platforms.
Policy Updates
We may update this policy to reflect operational or legal changes. Updates will be posted directly to this page along with a revised effective date.
Contact Us
For questions regarding this policy or to exercise your privacy rights, please contact:
Email: kclcaroe@gmail.com
Address: 38 New Road, Penn, High Wycombe HP10 8DL
