- Visitors to our website
- As a member*, what personal information is collected and what it is used for
- Disclosure of information to others
- Obtaining the information we hold about you
- Updating your information
- Data retention and deletion
- Subject access requests
We use your information, to manage your membership, respond to your queries and provide you with relevant information regarding you and your relationship with the Epsom Light Opera Company.
Visitors to our website
When someone visits www.eloc.org.uk we collect standard analytic internet log information and details of visitor patterns. We do this to find out things such as the number of visitors to the various pages on the ELOC website. This information is only processed in a way which does not identify anyone. We do not make and do not allow anyone to attempt to find out the identities of those visiting our website.
The ELOC website is protected by a Comodo SSL Certificate (https://ssl.comodo.com) and hosted by United Hosting (https://www.unitedhosting.co.uk)
What personal information is collected and what it is used for
We collect the following personal data to enable us to manage our membership:
- Name and Date of Birth
- Contact details, telephone and email address
- Membership status including fees paid
- Vocal range
- Date registered with the ELOC website and when last logged in
- Details of the shows the member has been involved with
Name and Date of Birth - We need to know your name so we can use your detail correctly in any correspondence, show programmes or any other publications. Know your date of birth is essential for any performers who will need chaperones, but we need to be aware of other members ages for insurance purposes.
Contact details, telephone and email addresses - Having up to date telephone numbers and email addresses is essential for us to contact you regarding the show or any society matters. If your details change, a member can update their own details by logging into the website, or contacting the membership secretary.
Address - We hold your address for emergency contact information. It's also useful to know where members live if they require assistance getting to rehearsals.
Membership status including fees paid - We keep a record of all the fees you have paid, it's essential that membership and show fees are paid to perform in a show, at any time, a member can log into the website and see what fees they have paid for the current year and production.
Vocal range - We are a singing company and need to know what voice range you have to help us with planning our productions.
Date registered with the ELOC website and when last logged in - To help us develop and manage our website, we analyse the usage of the site which will include membership usage.
Details of the shows the member has been involved with - Our past show pages detail cast members who performed in the show.
Disclosure of information to others
ELOC will not disclose your personal information to anyone other than those directly involved with the production of a show. For each separate and discrete production that a member will be involved in, we will seek their consent for their:
- Email address to be added to the relevant group email address for communications and updates regarding that production
- Email and other contact information to be shared with the production team (the director, musical director, choreographer and committee) for communications and updates regarding that production
Obtaining the information we hold about you
When someone joins ELOC, their details will be taken down on a paper membership application form. This is then processed and updated into the membership database which forms an integral part of the ELOC website. The paper form will be retained by the membership secretary in a secure location until entered into the membership database within one calendar month of receipt, after which the form will be destroyed in a secure manor.
Updating your information
Once a membership has been accepted, the individual will gain access to the members area of the ELOC website. If any details of that member need updating, they are able to make the amendments themselves once logged into the ELOC website via the menu route Members Menu | Update Your Details.
We will keep members data in our system for a long as the members wants us to as we like to keep everyone informed about our productions. If at any point any member wishes to be removed from any part of the system, they can either:
Select the 'unsubscribe' option from the received communication or,
Subject access requests
* We use the term members, but this can be any person who has ever been a member or associated with ELOC.