Privacy Policy

In accordance with Article 5 of the Genera Data Protection Regulation (GDPR) (EU) 2016/679 we commit to the key GDPR principles of data privacy and security. This means that we will:

process your data lawfully, fairly and in a transparent manner
collect your data for specified, explicit and legitimate purposes only and not process your data further in a manner that is incompatible with those purposes;
process only such data that are adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed;
ensure that your data are accurate and, where necessary, kept up to date;
take every reasonable step to ensure that personal data that are inaccurate, having regard to the purposes for which they are processed, are erased or rectified without delay;
not process your data for longer than is necessary for the purposes for which it was held;
keep your data appropriately secure, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage;
inform you and the information commissioner in the event of any data breach;
have enhanced procedures for sensitive data (i.e. which relate to children or disability);
ensure that you are appropriately informed about our data processing and support your rights and interests in how that data is processed.

All our activity aims to be compliant with the GDPR and the Privacy and Electronic Communication Regulations PECR (2003) to ensure that it does not obtain, process, store or exchange data unlawfully.

We will never sell your data to a third party.

See below for data on fundraising, marketing and for our players, performers & suppliers.

Fundraising

We aim to raise funds to support Ensemble Tempus Fugit and its projects. We work closely with staff, artists, directors, and our current supporters to enable us to produce world-class performances.

What data do we process?

We will process your personal data only for specified purposes in order to provide you with a more efficient and personalised service. We seek to ensure that all personal data are adequate and relevant to that purpose.

We might collect the following data:

name, address, phone number or email address; this information, provided by you, enables us to contact you about our events and activities, which in turns allows you to show interest in or support such activities (e.g. information that you might provide us when you sign up via our website or donate)
information regarding your relationship with Ensemble Tempus Fugit, including events you have attended, donations you have made and communications you have had with members of staff;
details of any donation you may have made including how it was received (e.g. cheque, direct debit, Crowdfunder, online), and date of receipt. We then use stored contact details to properly thank and steward any donation you make;
information regarding your personal preferences, philanthropic history, and capacity to donate.

We have ambassadors who promote our work and these ambassadors will provide us with information on those they consider to have a legitimate interest in our work. We will never contact an individual unless they have given us or our ambassador’s permission to do so.

What do we use your data for?

We use your data to:

fulfil our obligations to supporters in terms of acknowledgement of their gift and agreed stewardship activities;
administer donations or other payments (such as concert and event tickets);
keep you updated with our activities that are relevant to you;
offer you opportunities to engage further with our activities;
fundraise further on behalf of Ensemble Tempus Fugit;
keep you informed about our events;
prepare for events that you attend.

How do we store your data?

Your data will be kept confidential. Personal data is always stored on password protected computers only available to members of staff with a login. Personal data on hard copy is stored in locked facilities. Any payment details are stored in secure systems as appropriate.

What is the lawful basis for processing your data?

Current and former supporters

We rely on legitimate interest when processing information relating to current supporters and recent former supporters.

New or prospective supporters

For new or prospective supporters, we will rely on an individual’s consent.

How long do we retain your data?

The personal data we collect are evaluated annually to determine whether they are current and still need to be held. There may be legal requirements that require us to retain your data e.g. tax regulations. If you do not respond to communications from us for five years, we will not contact you again unless you re-activate your engagement with us.

How do you opt out?

In accordance with Data Protection Law, you have a choice about whether you want to receive information about our fundraising activities, and by which channels (e.g. telephone, email, post). Every effort will be made to contact you using your preferred contact method and to limit the frequency of non-personalised communications.

You may opt-out from receiving correspondence from the Development team at any time by emailing info@ensembletempusfugit.co.uk.

What are your rights?

You have the right to:

request a copy of the information we hold about you;
update or amend any incorrect information we hold about you;
ask us to stop processing your personal data and/or to remove it from our records;
change your communication preferences;
raise a concern regarding how your information is being used;
make a complaint at any time by emailing us at info@ensembletempusfugit.co.uk.
lodge a complaint relating to the use of your personal data with the Information Commissioner’s Office or the Fundraising Regulator.

Marketing & Audiences

We want to communicate with you about what we do in a manner that you will find appropriate, timely and respectful. We also want to provide you with the best possible service so that your enjoyment of our artistic activity is as good as it can be. To do this we use data that we have stored about you.

What data do we process?

We collect:

name, postal and/or email address, phone number and payment details; these data may be collected when you subscribe to our email or mailing list, purchase a ticket or sign up to one of our events.

How we obtain your data

There are currently some differences in how we obtain and process the data which you provide when booking tickets. This depends on the particular event in question.

Events & venues -- When booking for events, your information will be processed by the host venue or promoter in accordance with their own privacy policies.
Joining our email list
When you consent to joining our email list, your email address will be held on in a database that is compliant with the latest EU data protection regulations.

We are not responsible for the practices of websites other than our own (www.ensembletempusfugit.co.uk).

What do we use your data for?

We use your data to:

provide the most efficient service for you;
send you information, if we have your consent, about future events and other activities which may be of interest;
monitor representation amongst our audience in accordance with our public subsidy (for which purpose we use aggregated data, which may be shared with other relevant organisations);
process your purchase, where applicable;
ask you questions about your experiences.

We will not disclose any information which you give us to others.

We will only hold such information as is required to provide the services which you have requested or to which you have consented.

How do we store your data?

What is the lawful basis for processing your data?

We will only send you marketing communications if we have your consent to do so.

How long do we retain your data?

The personal data we collect are evaluated annually to determine whether they are current and still need to be held. There may be legal requirements that require us to retain your data e.g. tax regulations. If you are on our email or mailing list and do not respond to communications from us for four years, we will not contact you again unless you re-activate your engagement with us.

How do you opt out?

Any consent which you have given for the use of your information may be withdrawn at any time, either by clicking the unsubscribe link in any email which you have received, or by contacting us at info@ensembletempusfugit.co.uk.

What are your rights?

You have the right to:

request a copy of the information we hold about you;
withdraw any consent which you have given relating to your personal data;
update or amend any incorrect information we hold about you;
ask us to stop processing your personal data and/or to remove it from our records;
raise a concern regarding how your information is being used;
make a complaint at any time by emailing the email address below;
lodge a complaint relating to the use of your personal data with the Information Commissioner’s Office.

If you have any questions or comments about data processing, please email us on info@ensembletempusfugit.co.uk.

Players, performers & suppliers

We collect information about musicians and contractors (e.g. agents, promoters, suppliers) for administrative and management purposes only. We retain and process it so that we can run our organisation and manage our relationship with you effectively, lawfully and appropriately.

We must also process your personal data in order to comply with contractual and legal obligations, pursue the legitimate interests of our organisation, and protect our legal position in the event of legal proceedings.

If you do not supply this data we may be unable in some circumstances to comply with our obligations. If this is the case we will tell you about the implications of that decision.

What data do we process and what do we use it for?

There are a number of areas of activity where we process data for players and suppliers and it is helpful to look at what we process and the purpose in a combined summary.

We collect the following for general administrative purposes:

Company name (where relevant);
Email address;
Postal address ;
Telephone number(s);
Bank details (for payment only);
Instrument played (where relevant);
Date of birth (where relevant);
National Insurance number (where relevant);
Tax/VAT number (where relevant).
Tax residence and status (where relevant)
Nationality (where relevant)

For the administration of touring and logistics, we collect:

passport details (including photocopies of main & visa pages);
details of instruments (including US CITES information)
previous travel history;
marital status;
names and details of family members;
seating preferences;
dietary requirements ;
relevant medical details (where you have requested us to do so).

For general artistic administration, we collect:

biographical profile information;
photographs;
film material.

For ongoing reference, we collect:

history of previous interactions (e.g. correspondence about fee agreements, project related information etc)
emergency contact details;
references created at your requests for mortgage, employment or other purposes.

For recruitment we collect:

name, address, telephone number, email address
work profile information and history
references

This information is collected exclusively for the purposes of recruitment for specific advertised posts. It is always given to us by candidates with a stated interest in such positions and is always deleted from our records once the recruitment process has been completed unless specific consent has been given to us to continue to hold the data. We also extract anonymised data (age, gender, ethnicity etc) for monitoring purposes.

For Human Resources administration, we collect:

contracts (including all personal data contained in them);
payroll data;
right to work documents;
information needed for equal opportunities monitoring policy;

For governance we collect:

Information about directors (e.g. photo ID, name, address, contact details, details of related parties).

This information is collected in order to comply with submissions to external authorities (e.g. Companies House, venues where applicable, auditors and banks).

Your data is processed to support the activity for which you have been engaged. We engage the services of freelance staff who undertake fixing and coordination services on your behalf in support of the activity for which you are engaged. We have a data sharing agreement with both individuals to ensure that your data is processed by them in a manner that is fully compliant with our own policies and expectations.

We will only store and process your data when it is necessary to do so in order to support the activity for which you have been engaged by Ensemble Tempus Fugit and we will never process your data where these interests are overridden by your own interests.

How do we store your data?

Your data will be kept confidential. Personal data is always stored on password protected computers only available to members of staff with a login. Personal data on hard copy is stored in locked facilities. We also store bank and other payment details in secure systems as appropriate.

What is the lawful basis for processing your data?

Contract
Whenever you are engaged professionally with Ensemble Tempus Fugit you enter into a contract with us. In order to fulfil this contract we need to store and process your data. (e.g. we process bank details in order to pay you, we process contact details to keep you informed about projects etc)
Legitimate interest
We have a legitimate interest as an organisation in processing other data that help us administrate effectively and efficiently (e.g. Visa and passport information for touring, previous correspondence and project data for future planning). In all such cases we balance interests carefully and ensure that there is no overriding prejudice to you by using your personal information in this way.
Consent
In such event that the above lawful bases are not sufficient, we would ask for your consent. We only share your data with third-party organisations in a manner that is in your interests, that you would reasonably anticipate and that is necessary to support your professional engagement with us (e.g. promoters, agents, venues). We will never share your data with any other organisation without your consent.

Legal

We are legally required to share personal data relating to work done for Ensemble Tempus Fugit with auditors, HMRC (and foreign tax authorities).

How long do we retain your data?

We are required to keep financial and most employment records for up to seven years. Some employment records need to be retained permanently.

Passport details and previous visa information are retained for no more than ten years. This is a requirement in some visa processing.

Where an artist has worked with us, we may need to retain contact and payment details in order to make royalty payments (e.g. for a recording or broadcast). These data will only be deleted after we are confident that no further royalty payments are due.

We also retain contracts, schedules, programmes and related biographical information, including audio-visual media on an indefinite basis. This information is necessary because it assists us in future artistic planning and we also use it to report (i.e. to the Arts Council), analyse (i.e. to improve the work we do) and maintain public records of historical value (i.e. so that we can account for the work we have carried out as a publicly funded charity).

We retain data, including anonymised data, on an indefinite basis in order to report, analyse and maintain public records of historical value.

How do you opt out?

You are entitled to object to us processing your personal data for any or all of the purposes set out in this Privacy Notice and may do so at any time. If you wish to do so, please contact info@ensembletempusfugit.co.uk giving clear details of the processing and/or personal data to which your objection relates. Please note that if you do decide to opt out in this way, we may, in certain circumstances, not be able to comply with our obligations, and we will inform you of the possible implications of that decision.

What are your rights?

You have the right to:

request a copy of the information we hold about you;
update or amend any incorrect information we hold about you;
ask us to stop processing your personal data and/or to remove it from our records;
raise a concern regarding how your information is being used;
make a complaint at any time by emailing us on
lodge a complaint relating to the use of your personal data with the Information Commissioner’s Office.

If you have any questions or comments about data processing, please email us on info@ensembletempusfugit.co.uk.