Privacy Policy

Canterbury Symphony Orchestra is the data controller for the personal data collected through this website. You can contact us about anything in this policy at info@canterburysymphony.org.uk.

Members: for administering membership. When you join the orchestra, and during your membership, we collect some or all of the following: your name, email address, phone number, home town, home phone number, emergency contact details, instrument and section, the date you joined, orchestra roles you hold, and a profile photo if you choose to add one. We use this to manage your membership and to organise and run rehearsals, concerts and other activities. Our lawful basis is our legitimate interest in running the orchestra and administering your membership.

Join enquiries. If you contact us through the Join the orchestra form, we store your name, instrument, playing standard, email address, phone number and comments so our admin team can respond to you and manage your enquiry.

Mailing list subscribers: for marketing and promotion. If you sign up to our mailing list we use your email address to send you news about our concerts and activities, and nothing else. Every message includes a clear way to unsubscribe, and you can unsubscribe at any time. Our lawful basis is your consent.

Tickets and donations. If you buy a ticket or make a donation, the provider handling that transaction collects the data needed to administer it. We do not use those details to send you marketing messages.

Website visitors. We count how many people visit the website and which pages they look at, using our own privacy-friendly statistics. This does not identify you personally and we do not use Google Analytics or any advertising tracker.

The members' directory is visible only to approved members when they are signed in. It shows each member's name, instrument, section, orchestra role and photo.

Your personal email address, phone numbers, home town, joining date and emergency contact details are hidden from ordinary members. They are visible only to orchestra admins and role holders explicitly granted full directory access, for running the orchestra. Only admins and role holders granted enquiry access can view and update member enquiries. Members who hold an orchestra role (such as the Chair or Treasurer) may choose to display a role email address, such as chair@canterburysymphony.org.uk, so other members can contact them in that capacity.

Group emails to a section or the whole orchestra are sent with recipients hidden (BCC) from the sender's own orchestra mailbox, and only by members an admin has approved to send them.

We will never sell your details or pass them to third parties for marketing purposes.

We use a small number of service providers (data processors) to run this website:

• Supabase, which stores the website's database securely;
• Cloudflare, which hosts and delivers the website;
• Resend, which delivers account and enquiry emails;
• Google Workspace, which provides the orchestra's officer mailboxes used for approved group emails.
• Lovable AI and its model provider OpenAI, which analyse rehearsal schedule PDFs uploaded by orchestra admins to help prepare editable schedules.

Rehearsal schedule PDFs are sent through Lovable AI to OpenAI for this purpose, not member profiles or the directory. Admins should avoid uploading unnecessary personal or sensitive information. We request that analysis responses are not stored by OpenAI; Lovable AI's and its model provider's data-handling and retention terms still apply.

Some of these providers process data outside the UK. Where they do, the transfer is protected by an adequacy regulation (such as the UK–US Data Bridge) or equivalent contractual safeguards.

Access to the members area requires a personal account, and orchestra admins must additionally use two-factor authentication before they can see personal details or make changes. Data is encrypted in transit, and access within the database is restricted so that each member can only reach the data they are entitled to see.

If a data breach occurs that is likely to risk your rights and freedoms, we will tell you and the Information Commissioner's Office as the law requires.

We do not knowingly collect or store any personal data about children under the age of 13.

We review all personal data we hold at least every two years and remove anything we no longer have a legitimate reason to keep. If you withdraw consent for a particular use (for example, unsubscribing from the mailing list), we may keep a record of that withdrawal for up to two years so we can honour it.

Under UK GDPR you have the following rights over your data:

• The right to be informed about what data we collect and how we use it;
• The right of access — you can ask to see the data we hold on you;
• The right to rectification — you can ask us to correct your data (members can also update most of their own details in My profile);
• The right to object — you can ask us to stop using your data for a particular purpose;
• The right to erasure — you can ask us to delete the data we hold on you;
• The right to restrict processing — you can ask us to pause using your data while a concern is investigated;
• Rights related to portability and automated decision making, though these are unlikely to apply to the data we hold.

To use any of these rights, email info@canterburysymphony.org.uk. We will respond within one month.

If you are unhappy with how we handle your data, you have the right to complain to the Information Commissioner's Office at ico.org.uk. We would welcome the chance to put things right first, so please do contact us before you do this.

Cookies are small text files stored by your browser that let a website remember you between pages and visits. This website uses only strictly necessary cookies and browser storage: to keep you signed in to the members area, and to count visits to pages without identifying you. We do not use advertising or third-party tracking cookies.

You can stop your browser accepting cookies in its settings (usually under "options" or "preferences"). Switching cookies off may prevent parts of the website from working fully — for example, you may not be able to stay signed in to the members area.

If we change this policy we will post the new version on this page. Where a change is significant, we may also email the people affected, and where the law requires it we will ask for your consent before continuing to use your data.

This policy was last updated in November 2026.