Privacy Policy

1. Introduction

South Wales Youth Band (“we”, “our”, or “us”) is committed to protecting the privacy and personal data of our members. This Privacy Policy explains what information we collect, how we use it, how it is stored, and the rights of our members regarding their personal data.
We follow relevant data protection laws, including the UK GDPR / EU GDPR (if applicable) and local privacy legislation.

2. Information We Collect

We collect only the information necessary to administer membership and provide our programmes and activities. This may include:

• Full name

• Date of birth or age

• Parent / Guardian Contact details (e.g., email, phone number, address)

• Photography Consent

• First Aid Consent

• Any special/medical needs  (only if voluntarily provided and necessary for safe participation)

• Musical Instrument and  seat in Band

• Home Band details
  
  

We do not collect unnecessary data, financial information, or data for marketing unrelated to our organisation.

3. How We Use Personal Information

We use personal information solely for the following purposes:

• Managing membership records

• Communicating with members and parents/guardians

• Planning and running our programmes, events, and activities

• Ensuring the safety and wellbeing of participants

• Meeting safeguarding or legal obligations

• Internal reporting and organisational development
  
  

We do not use personal data for commercial marketing or share it with third-party advertisers.

4. Legal Basis for Processing

We process personal data under one or more of the following legal bases:

• Consent – when members or parents/guardians give permission for data to be used for specific purposes.

• Contractual necessity – to administer membership and deliver activities.

• Legal obligations – for safeguarding, health and safety, or regulatory requirements.

• Vital interests – in emergency situations where information is required to protect someone’s life.
  
  

5. Data Sharing

We do not sell or trade personal information.

We may share information only with:

• Authorised staff, volunteers, or leaders who require it to fulfil their roles

• Emergency services, in urgent situations

• Regulators or authorities if required by law
  
  

All third parties are required to handle data safely and lawfully.

6. How We Store and Protect Data

We take appropriate technical and organisational measures to protect personal data, including:

• Secure digital storage with restricted access

• Password-protected systems

• Encrypted communication where appropriate

• Safe handling procedures for any paper records
  
  

Data is retained only for as long as necessary for membership administration, legal requirements, or safeguarding records.

7. Data Retention

We keep personal information only for the duration of membership and for a limited period afterward, unless:

• Longer retention is required by law

• Safeguarding or incident-related records must be held for a legally mandated period
  
  

Once data is no longer required, it is securely deleted or destroyed.

8. Your Rights

Members (or parents/guardians for minors) have the following rights:

• Access to their personal data

• Correction of inaccurate or incomplete information

• Request deletion (“right to be forgotten”) when appropriate

• Restriction of processing in certain circumstances

• Withdrawal of consent at any time (where applicable)

• Data portability (in limited cases)
  
  

Requests can be made using the contact details below.

9. Contact Us

If you have any questions about this Privacy Policy or wish to exercise your rights, please contact:

South Wales Youth Band
Email: swybsecretary@gmail.com
 

10. Updates to This Policy

We may update this Privacy Policy occasionally to reflect changes in our practices or legal requirements. The updated version will always be posted on our website with the “Last updated” date at the top.