What is personal data?

Personal data for the purposes of this statement means any information relating to an identified or identifiable person.  The exact data we collect will depend on how you interact with us.

Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for collecting and processing this information are:

• Your consent. You are able to remove your consent at any time.
• We have a contractual obligation.
• We have a legal obligation.
• We have a vital interest.
• We need it to perform a public task.
• We have a legitimate interest.

Why collect and process data?

We collect and process personal information from you in order to provide you with the best possible service.

We will use your information under one of the following legal bases:

• Performance of a contract between us and you
• Your consent (where we require it)
• To comply with a legal obligation
• To protect the vital interests of an individual or
• Our Legitimate interest, or that of a third party

For audience members, LMP friends, donors

• To fulfil your ticket and merchandise orders [performance of a contract]
• To process payments and donations [performance of a contract]
• To inform you of any change to or additional information for your membership, including regular updates [performance of a contract]
• To process and claim gift aid from HMRC on charitable donations [legal requirement]
• To analyse your personal information to create a profile of your interests and preferences so that we can contact you with information most relevant to you [legitimate interest]
• To keep you informed about our activities that your donation has helped to facilitate [legitimate interest]
• To inform you about relevant concerts, events, services or activities we believe will be of interest, as well as opportunities to support our work [consent]
• To process donations and payments, including making Gift Aid claims and thanking donors [performance of a contract]
• To ensure we know how you prefer to be contacted about our activities [legitimate interest]
• To assist us with reporting and analysis for our own business needs, and those of our funding partners [legitimate interest]
• To keep a record of the relationship we have with you [legitimate interest]
• To profile members and donors in order to inform future fundraising approaches [legitimate interest]
• To protect the health and safety of individuals at our events or on our premises [vital interest]
• To organise and administer community, education and outreach schemes [legitimate interest]
• To update you on your order/ booking including if an event is cancelled or if the event information advertised has changed [performance of a contract]

For suppliers

• To contact you regarding the contract we have, or may wish to have with you [performance of a contract]
• To keep a record of the relationship we have with you [legitimate interest]
• To process payments to/from you when required [performance of a contract]
• To ensure compliance with policies, procedures and laws [legal requirement]

Musicians, other performers and participants

• To keep you fully informed of all arrangements relating to your involvement with LMP, including rehearsals and concerts [performance of a contract]
• As part of an artistic or creative project [performance of a contract] 
• To keep a record of the relationship we have with you [legitimate interest]
• To process payments when required [performance of a contract]
• To ensure compliance with policies, procedures and laws [legal requirement]
• To protect the health and safety of individuals at our events, involved in our projects or on our premises [vital interest]
• To publish your involvement in our printed/online marketing [legitimate interest]
• To promote our work to funders, supporters and the general public via media and social media outlets [legitimate interest]

For staff, volunteers and job applicants

• To maintain our employment contract with you, including processing payments to you, keeping you informed of company policy and activity, recording sickness and other absence, managing performance, health and wellbeing [performance of a contract]
• To protect the health and safety of individuals at our events or on our premises [vital interest]
• To keep a record of any correspondence we have with you [legitimate interest]
• To ensure compliance with policies, procedures and laws [legal requirement]
• To promote our work to funders, supporters and the general public via media and social media outlets [legitimate interest]
• To process your application and communicate with you regarding the selection and interview process [legitimate interest]

How do we collect your data?

The vast majority of data we hold is provided by you, when you interact or enter into a relationship with us, in order that we might fulfil an obligation or contract.  In some cases, as detailed below, we collect third party data.

Audience members, LMP friends, donors

The personal information that we collect from you when you book, request information, donate, or from a third party source might include:

• Name
• Postal address
• Email address
• Telephone number(s)
• Billing / Payment information
• Gift Aid declaration
• Attendance and/or donation history
• Communications preferences
• The history of our communications with you and your interaction with them
• Your ticketing history
• Your donation history
• Transaction particulars, including the method of payment
• Access requirements
• Dietary requirements (if you attend a catered event)
• Photographs / video footage of audiences
• Other sensitive personal data, if appropriate
• Any other relevant information you provide to us

Where you have interacted with us we store a history of those interactions. For example, if you have bought tickets to a concert, or we have sent you a mailing, we keep a record of this; in the case of email we may keep a record of whether you have opened it or clicked on any of the links.

Musicians, other performers and participants

The personal information we collect is:

• Name
• Postal address
• Email address
• Telephone number(s)
• Bank details / Payment information
• Passport details, for overseas tours
• Career information, CV, biography, photographic images
• DBS details, if required
• Access requirements
• Dietary requirements
• Photographs / video footage of audiences
• Other sensitive personal data, if appropriate
• Information relating to your contract with us
• Any other relevant information as required for individual engagements

Sensitive information

We may collect sensitive data from you including health information (if supplied) such as medical conditions or allergies. We may ask for other information specific to a role or activity you are engaging in.

Suppliers

We may collect or store the following information from you when you supply goods or services to us:

• Name of company or individual
• Name of designated contact(s)
• Postal Address
• Telephone number(s)
• Email address(es)
• Billing / payment information including bank details
• Record of goods/services received
• Any other information you provide to us by email, letter, telephone, social media, via our website or in perso

Staff, volunteers and job applicants

We may collect or store the following information from you when you begin your employment with us.

• Name
• Postal Address
• Telephone number(s)
• Email address
• Bank details / payment information
• CV, career details, professional experience, musical experience
• Access requirements
• Allergies and dietary requirements, health and medical conditions
• Any correspondence with us by email, letter, telephone, social media, via our website or in person
• Passport details (for identification purposes, or for overseas touring)
• DBS details where required
• Photographs and/or video footage

We may also store information relating to your contract with us. This includes your employment contract, holidays or leave taken, performance reviews, grievance and disciplinary notes, witness statements, investigation reports relating to confidential incidents

Sensitive information

This includes health information (if supplied) such as access needs or allergies. We may ask for other information specific to the opportunity you are applying for, and information to support our equal opportunities monitoring).

A note on third party data

On occasion, we may also obtain or collect personal information about you from third party sources, for example:

• If you have donated to us via a donation website, they will pass your details to us
• If you have purchased a ticket for a concert via a third party box office and consented to receive information from us, your data will be passed to us
• From our board members, trustees or development team, for example if they wish us to invite you to a concert or event

For musicians and other performers

• Referees may provide information to us about your experience and competence
• We may ask parents / guardians or schools to supply information about under 18s for participation in our projects or for performance licensing purposes. Parental/carer date will be kept as emergency contact information for under 16s

For suppliers

• Recommendations from other organisations / clients
• Publicly available information about you from your website

For job applicants

• References from previous employers
• Publicly available information about you online

The personal information that you give us will never be supplied to anyone outside LMP for contact purposes without first obtaining your consent, unless we are obliged or permitted by law to disclose it.

We need to use the services of ‘data processors’ for our day-to-day operations, including our CRM database, Spektrix; our cloud storage; and other IT systems.

For musicians

We may, from time to time, share your name, email address and/or telephone number with other musicians who play with us (where they need to dep out LMP work) or with other musical organisations for the purposes of them offering you work. This will only happen on an individual basis where we deem it helpful or necessary and never ‘en masse’.

We take steps to ensure that data is accurate, complete, up to date and secure, and we regularly run checks to review our data. If you wish to correct any inaccuracies in your data, please email [email protected]. We regularly review email and paper correspondence and minimise our storage through archiving and destruction of out of date materials.

How we store your personal information

Your information is securely stored in our cloud based administration system.  We also store information relating to our friends, donors and audiences on our CRM system.

If you have provided your data online, then your personal details will be securely held in the cloud based and/or CRM system, as relevant. If you have provided your data on paper or by telephone, it will be transferred onto the relevant system and all paper records will be securely disposed of.

Data retention

We will retain your information only for as long as is needed to provide you with the services you have requested or require from us as detailed below:

Musicians, other performers and participants 

• We keep personal and contact information for ten years after the end of any project or engagement.
• We keep financial information for ten tax years after the end of any project or engagement.

Employees / contractors / volunteers

• We keep personal data for the duration of the employment plus three years.
• We keep data relating to unsuccessful job applications for a maximum of one year.

Friends & donors 

• We keep personal information and membership/donation history for seven years after your membership expires.
• We keep financial information for seven years after the end of any relationship.

Audience

• If you have bought tickets for an event or joined our mailing list, we will retain your contact information for seven years after your last engagement with us; we will retain financial information for seven years after your last engagement with us.
• If you have attended an event as a guest and have no other relationship with the LMP, we will keep information for one month after the event in question.

Suppliers

• We keep contact information, contracts and invoices for seven years after the contract or working relationship comes to an end.

Under data protection law, you have rights including:

• Your right of access – You have the right to ask us for copies of your personal information.
• Your right to rectification – You have the right to ask us to correct personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
• Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
• Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.
• Your right to object to processing – You have the the right to object to the processing of your personal information in certain circumstances.
• Your right to lodge a complaint – You have the right to lodge a complaint with the LMP or the Information Commissioner’s Office. 

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at the address below.

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk

Our address:
London Mozart Players
Fairfield Halls
Park Lane
Croydon
CR0 1JD 

Our email:
[email protected]

We may change or update this Privacy Statement from time to time. Any significant changes will be communicated on our website and/or by contacting you directly.

This is version 2.2 of this statement and was last updated in September 2023.