Songsations are committed to protecting the privacy of our members and visitors to our website. This statement sets out how we will collect data and the way we will use it. By using the Songsations website you agree to the data practices set out in this statement.

Our personal information privacy promise:

1) to keep your personal data safe

2) we promise not to sell or share your information with any third party

Collection of your personal information

When you join Songsations we require the following:

Your name (forename and surname)

Your email address

Your telephone number

In some cases we may ask for proof of age (copies will not be retained by us – we may ask to see a passport or drivers license). 

This information will only be used for the following:

A) to contact you with information about joining and rehearsals (if you choose not to join your information will be deleted within 90 days)

B) to manage our relationship with you

C) to join our WhatsApp group – you can leave at any time

D) to organise concerts

E) to make and manage payments

F) to collect and recover money that is due to us

G) to obey laws and regulations that may apply to us

H) to enable us to solve any queries or complaints

I) to enable The Songsations to run efficiently

We may collect informing from a phone call, email, text message, WhatsApp message or letter but this information will only be retained if the law requires it.

Safeguarding

Songsations is a choir for people aged 18 and under. We do not allow children at our rehearsals and we do not promote the choir as something suitable for children or vulnerable adults. Choir rehearsals and performances are group activities, and there is no requirement for a member of the choir to be alone with another member of any age. However, Songsations recognises the need to safeguard any young and vulnerable members and so we draw your attention to the following Safeguarding Policy:

Claire Platt, on behalf of Songsations, will review this policy annually. Claire Platt will act as the Safeguarding and Inclusion Officer who shall be the main point of contact for any safeguarding concerns. Claire Platt has been checked by the Disclosure and Barring Service (DBS). She will keep a permanent confidential record of all concerns raised.

Expectations of Choir Members

Choir members are expected to speak to Claire should they see or hear anything that they feel could be putting another member at risk.

The Choir notes the importance of being alert to signals of abuse and to the difficulty individuals may have in reporting it. To assist in responding appropriately to a complaint, we offer the following strategy for anyone who is made aware of an issue:

· Listen carefully.

· Reassure the child or person involved that this matter will be disclosed only to those who need to know about it and that they are doing the right thing in telling you.

· Avoid leading questions or closed questions.

· Write down what has been said, with date and time and any names mentioned.

· Tell the child/person what you are going to do next (in the first instance, report the matter to the Designated Person for safeguarding)

Audiences and Social Events

Songsations is aware that children and vulnerable adults may attend their concerts as members of the audience, or attend social functions hosted by Songsations. It is the responsibility of the parent, guardian, or carer to ensure adequate supervision. If a parent/guardian/carer is not personally attending an event this policy requires them to be satisfied that the child or vulnerable adult will be accompanied and adequately supervised by a responsible adult acting on their behalf at all times.

Actions if a Concern is Raised

Choir members or anyone with concerns should report them to Claire Platt, who will take action as described in the section below and:

· Obtain and record information from the person expressing the concern

· Assess the information quickly and carefully and ask for further clarification as appropriate

· Seek medical attention if necessary and or make a referral to a statutory child protection agency or the police without delay depending on the circumstances

· If in any doubt as to what to do, seek advice from Social Services

· Maintain confidentiality as far as possible subject to the principle of the welfare of the child/vulnerable adult being paramount which means that information may have to be shared (but only with people who need to know about it).

A permanent confidential record will be kept of the report by Claire Platt.