For the purposes of this document, the words, team, us. our and we all refer to the National Young String Orchestra, its Directors, Administrator and Pastoral Director.
Similarly, the use of the words you and your both refer to NYSO students, their parents and guardians, and non-NYSO readers.
We process* personal information for a number of important reasons which enable us to run our NYSO appropriately. Your information allows us to evaluate your audition application and to contact you regarding our decision. Similarly, in relation to applications for bursaries, this information will enable us to contact you regarding the bursary decision. Furthermore, attendance on our residencies is not permitted unless we have your details on record. With a few exceptions, we may keep the information relating to you for 6 years following your final year in NYSO.
This document is divided into specific sections for players, bursary applications, Friends of NYSO and other individual donors, former students, music, pastoral and administrative team, followed by sections of general information.
For players (and, where relevant, parents and guardians):
We will process the information you provide when considering your application and subsequently in relation to your attendance on our residencies, should you be successful. This includes contact information for correspondence and details of musical education and experience.
We may process feedback on your performance in audition and on residencies. This enables us to help develop the potential of each player as an individual.
Names of players and their section will be included in the printed concert programmes for NYSO performances.
Information relating to dietary requirements, allergies or other medical and/or physical conditions, will be shared with our pastoral staff (and music team if deemed necessary) so that we can accommodate any particular requirements. Information regarding dietary requirements, allergies and other medical or physical conditions will be stored until the end of the summer residency. You will be required to resubmit this information at the start of each NYSO year.
If necessary, and for the same reasons mentioned above, we may share your information with the relevant representatives of the schools or other centres in which we hold residencies or provide services; including outside companies that provide us with travel services. In each case we will ensure that appropriate privacy restrictions are in place.
In case of an emergency involving you, we will share the information with the appropriate professionals or as required by law.
We may retain details of your name, instrument, musical education, years in which you were in NYSO, and photographs/videos indefinitely for archival purposes. The taking or commissioning of the taking of photographs and videos of students is done in accordance with our photography and video policy [NYSO Photograph and Video Policy].
Should you prefer us to delete any of this information, we will do so at your request via email to email@example.com. However, if we are legally required to retain any information for a longer period, we will do so. Should this be the case we will notify you as soon as possible.
For Bursary applications:
NYSO processes the information in your application to enable us to conduct an evaluation and maintain contact in relation to your bursary application. This allows us to allocate funds where they are most needed
We may retain the information relating to your bursary application for up to two years. However, if we are legally required to keep information for a longer period, we will do so.
For Friends of NYSO, other individual donors and supporters:
NYSO processes the information you provide to compile a database of our Friends and supporters and to allow us to contact you about our activities and where applicable, to administer standing orders or other donations and to claim GiftAid from HM Revenue and Customs.
Unless instructed otherwise, we may also include the names of Friends, donors, and supporters in the printed concert programmes for NYSO performances and on our website
Should you wish to change your details or alter permission preferences, please email firstname.lastname@example.org
Unless we are legally required to keep information for longer, we may keep the information relating to you for so long as you remain a Friend of NYSO, donor or supporter and for a subsequent period of 6 years.
For former students:
We are very keen to stay in touch with former students of NYSO and to keep you informed of our activities. This is an important part of our ethos and having up to date contact details is a crucial part of this.
We retain details of your name, instrument, musical education and years in which you played in the orchestras, indefinitely for archival purposes; and your contact details to enable us to stay in touch.
If you would prefer us not to contact you and would like your details removed from our database, please inform us of this by emailing email@example.com
For music, pastoral and administrative team:
NYSO processes your information to assess your suitability for NYSO roles and to enable us to ensure that your needs are met. You are not obliged to provide us with your personal information, but we will be unable to consider your application if you do not.
With the exception of a few details, we may keep the information relating to you for 6 years following the end of the final year of your engagement with us.
The exceptions are that we will keep details of your name, instrument and years in which you were engaged by NYSO indefinitely for archival purposes and keep your contact details to enable us to stay in touch.
If we are legally required to keep information for a longer period, we may do so.
You are not obliged to provide your personal information, but we will be unable to consider your application, provide our services or engage with you if you do not.
If you do not wish to receive details of our activities, please inform us by emailing firstname.lastname@example.org.
We are permitted by law to process your personal information to the extent that it is necessary for the purposes of NYSO’s legitimate interests in running our orchestras in a way which does not unduly affect your interests or fundamental rights and freedoms. In doing this we ensure that we do so such that our legitimate interests outweigh any individual’s interest.
We need to be able to respond to and handle your application to join NYSO or to apply for a bursary, to perform our obligations to you and others in running our residencies, to run NYSO efficiently and effectively and to comply with applicable laws and regulations.
In addition, we are allowed to process personal information where consent has been given. This relates to information in relation to allergies, medical or physical conditions and, as described in our photography and video policy, to photographs and videos. We are also required to seek your consent before contacting you with requests for financial support for NYSO.
You can withdraw that consent at any time by emailing email@example.com.
This will not affect the lawfulness of any processing done before you withdraw your consent.
You are entitled to request confirmation of when and how we process your personal information. Where we do so, you may have access to that information and to certain information about how it is processed.
Should any of your information be incorrect, please email updated information to firstname.lastname@example.org
In certain circumstances you can request that we restrict the processing of your personal information and/or that we delete it (subject to any legal rights or obligations we may have to retain it). You can request this at any point and we will evaluate if your request can be granted. If we determine that your request can be granted, we will delete the relevant information without delay. This may mean that it is no longer possible for you to continue on our residencies (for example if we no longer have contact information for a parent or guardian of a player under 18).
We aim to review and update this notice annually and you may wish to refer to it periodically
If you have any questions or concerns, please contact us at email@example.com. If you think that an issue in relation to your information has arisen, you may lodge a complaint to the Information Commissioner’s Office.https://ico.org.uk/make-a-complaint/
*Under the General Data Protection Regulation, “processing” covers a wide range of operations performed on personal data. It includes the collection, recording, organisation, structuring, storage, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, erasure or destruction of personal data.
Updated 15 October 2020