GDPR Privacy Notice
This Privacy Notice explains when and why we collect personal information about players who register with us, as well as the personal information about Band Secretaries that we gather. It also explains how we use this information, the conditions under which we may disclose this information to others and how we keep this information safe. This Privacy Notice applies where we are acting as a data controller with respect to your personal data of players and Band Secretaries; in other words, where we determine the purposes and means of the processing of that personal data.
We may change this Privacy Notice from time to time, so please check this page occasionally to ensure that you're happy with any changes.
Any questions regarding this Privacy Notice and our privacy practices should be sent by email to office@bbpregistry.com or by post to PO Box 53, Penarth CF64 5XY.
Who are we?
Brass Band Players Ltd governs the registration procedures of contesting brass bands in England. Company Number 03754255, registered company address 13 The Paddocks, Penarth, South Glamorgan CF64 5BW.
We are committed to safeguarding the privacy of all our users.
What type of data do we collect from you?
PLAYER REGISTRATIONS - USING NEW PLAYER REGISTRATION APPLICATION FORM
CONTACT INFORMATION FOR BAND SECRETARIES - USING CHANGE OF SECRETARY FORM OR EMAIL
Where do we store the data?
How do we protect and document the data we have?
PROTECT DATA
DOCUMENT DATA
How long do we plan to keep the data for?
This section sets out our data retention policies and procedure, which are designed to help ensure that we comply with our legal obligations in relation to the retention and deletion of personal data. Personal data that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.
Data is not shared with any external organisation for commercial purposes. However, notwithstanding the other provisions of this section, we may retain your personal data where such retention is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.
Do we have a function/ reason for every piece of data we collect?
The lawful basis for processing the personal data below is due to the legitimate interests of the organisation. It is the legitimate interest of Brass Band Players and the UK Brass Band Movement that the rules of registration are upheld through the central registration of players
PLAYER REGISTRATIONS - VIA NEW PLAYER REGISTRATION APPLICATION FORM
All of the above items of data are used to register a player to a band on our database. This data is used in the first instance to check that the player is not currently registered for another band using our cross-checking procedures.
CONTACT INFORMATION FOR BAND SECRETARIES - VIA CHANGE OF SECRETARY FORM / EMAIL
All of the above items of data are used when Brass Band Players Ltd or other Band Secretaries wish to contact the Band Secretary in question to discuss a player transaction.
In addition to the specific disclosures of personal data set out in this section, we may disclose your personal data where such disclosure is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person. We may also disclose your personal data where such disclosure is necessary for the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure.
What is the process if someone requests what data we hold on them?
You may instruct us to provide you with any personal information we hold about you; provision of such information will be subject to:
(a) the payment of a fee; and
(b) the supply of appropriate evidence of your identity (for this purpose, we will usually accept a photocopy of your passport certified by a solicitor or bank plus an original copy of a utility bill showing your current address)
We may withhold personal information that you request to the extent permitted by law.
DATA DELETION
PLAYER
A player is only removed from the band's Player List when their registration is cancelled. This cancellation process is requested by the Band Secretary of the player's current band, and is processed at the Brass Band Players Ltd by a Brass Band Players Ltd employee. The player is deleted off the band's Player List on the database, but their data remains on the database and is used if they register for another band.
The player's New Player Registration Application Form is moved from their band's Pack to the Cancelled Cards section in our secure lockable filing cabinets, where it remains for 12 months before being shredded.
BAND SECRETARY
A Band Secretary's data is only removed in the following two instances:
a) The Band Secretary's current data has changed (e.g. moved house)
b) They have resigned from their post
If a Band Secretary has resigned from their post, their data is replaced by the new Band Secretary's data.
We may change this Privacy Notice from time to time, so please check this page occasionally to ensure that you're happy with any changes.
Any questions regarding this Privacy Notice and our privacy practices should be sent by email to office@bbpregistry.com or by post to PO Box 53, Penarth CF64 5XY.
Who are we?
Brass Band Players Ltd governs the registration procedures of contesting brass bands in England. Company Number 03754255, registered company address 13 The Paddocks, Penarth, South Glamorgan CF64 5BW.
We are committed to safeguarding the privacy of all our users.
What type of data do we collect from you?
PLAYER REGISTRATIONS - USING NEW PLAYER REGISTRATION APPLICATION FORM
- Full Name
- Date of Birth
- Postal address and postcode
- Telephone number
- Player Signature
- Band Secretary Signature
- Player photo
CONTACT INFORMATION FOR BAND SECRETARIES - USING CHANGE OF SECRETARY FORM OR EMAIL
- Name
- Postal address and postcode
- Telephone number(s)
- Email address(es), and any linked Google+ profiles
Where do we store the data?
- New Player Registration Application Forms are physically stored in lockable filing cabinets at the Brass Band Players Ltd office
- Select data from these New Player Registration Application Forms is stored on our computer database
- Cancelled cards are physically stored in filing cabinets at the Brass Band Players Ltd office
- Band Secretary information is stored physically in files at the Brass Band Players Ltd office, and online on the Gmail server (accessed through our email system)
How do we protect and document the data we have?
PROTECT DATA
- The Brass Band Players Ltd computer is password-protected, meaning that only Brass Band Players Ltd employees can log-on to the computer. The database cannot be accessed any other way
- The Brass Band Players Ltd emails are password-protected, meaning that only Brass Band Players Ltd employees can access our email system - which includes the Band Secretary information, as well as player data
- The physical data for every player (New Player Registration Application Forms) is stored in secure lockable filing cabinets in the Brass Band Players Ltd office. This office is always locked when not in use
- The physical data for Band Secretaries is stored in the Brass Band Players Ltd office, which is always locked when not in use
DOCUMENT DATA
- Player data is manually inputted onto our database by Brass Band Players Ltd employees. This data is then automatically correlated into Player Lists. A Player List is returned to the band with each postal transaction, and are emailed out to the Band Secretary on request. Player Lists are also issued to competitions that use our registration system, usually via email
- Band Secretary data is manually inputted onto the Gmail server through our email system. This data is then used by the Brass Band Players Ltd to contact the relevant Band Secretary if required. This data is also given out to other Band Secretaries who wish to contact a Band Secretary directly to discuss a player transaction
How long do we plan to keep the data for?
This section sets out our data retention policies and procedure, which are designed to help ensure that we comply with our legal obligations in relation to the retention and deletion of personal data. Personal data that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.
- Player data on the database is to be kept indefinitely, so that we can track player moves and provide a player's registration history to a player on request
- Player data which is stored on New Player Registration Application Forms in filing cabinets is to be kept indefinitely, until the registration card is cancelled. Application Form of cancelled card is then to be stored in filing cabinets for 12 months, then shredded. (Cancelled card, once returned to the Registry, is also to be stored in filing cabinets for 12 months, then shredded)
- Band Secretary data to be kept indefinitely on Gmail server, until Band Secretary data changes
Data is not shared with any external organisation for commercial purposes. However, notwithstanding the other provisions of this section, we may retain your personal data where such retention is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.
Do we have a function/ reason for every piece of data we collect?
The lawful basis for processing the personal data below is due to the legitimate interests of the organisation. It is the legitimate interest of Brass Band Players and the UK Brass Band Movement that the rules of registration are upheld through the central registration of players
PLAYER REGISTRATIONS - VIA NEW PLAYER REGISTRATION APPLICATION FORM
- Full Name
- Date of Birth
- Postal address and postcode
- Telephone number
- Player Signature
- Band Secretary Signature
- Player photo
All of the above items of data are used to register a player to a band on our database. This data is used in the first instance to check that the player is not currently registered for another band using our cross-checking procedures.
CONTACT INFORMATION FOR BAND SECRETARIES - VIA CHANGE OF SECRETARY FORM / EMAIL
- Name
- Postal address and postcode
- Telephone number(s)
- Email address(es), and any linked Google+ profiles
- Band website address
All of the above items of data are used when Brass Band Players Ltd or other Band Secretaries wish to contact the Band Secretary in question to discuss a player transaction.
In addition to the specific disclosures of personal data set out in this section, we may disclose your personal data where such disclosure is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person. We may also disclose your personal data where such disclosure is necessary for the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure.
What is the process if someone requests what data we hold on them?
You may instruct us to provide you with any personal information we hold about you; provision of such information will be subject to:
(a) the payment of a fee; and
(b) the supply of appropriate evidence of your identity (for this purpose, we will usually accept a photocopy of your passport certified by a solicitor or bank plus an original copy of a utility bill showing your current address)
We may withhold personal information that you request to the extent permitted by law.
DATA DELETION
PLAYER
A player is only removed from the band's Player List when their registration is cancelled. This cancellation process is requested by the Band Secretary of the player's current band, and is processed at the Brass Band Players Ltd by a Brass Band Players Ltd employee. The player is deleted off the band's Player List on the database, but their data remains on the database and is used if they register for another band.
The player's New Player Registration Application Form is moved from their band's Pack to the Cancelled Cards section in our secure lockable filing cabinets, where it remains for 12 months before being shredded.
BAND SECRETARY
A Band Secretary's data is only removed in the following two instances:
a) The Band Secretary's current data has changed (e.g. moved house)
b) They have resigned from their post
If a Band Secretary has resigned from their post, their data is replaced by the new Band Secretary's data.