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 over. 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.
TERMS AND CONDITIONS (Songsations – Selsdon and South Croydon)
- Health Declaration
Members are assumed to be medically fit enough to participate in the activities of the choir. If you are in any doubt about your ability to join, you should discuss this with Claire, the Musical Director, before committing to join.
- Membership ins and outs
2.1 Songsations will operate for, at least, 36 weeks per year. The choir will operate on the times and dates shown on the website.
2.2 Songsations operates on a subscription payment system paid monthly via standing order, electronic payment or, if necessary, by card or cash at your session. Monthly payments must be made between the 1st and 5th of the month. Membership fees are reviewed annually.
2.3 The Songsations member is entitled to attend any sessions paid for. Some people still pay weekly, but this option is not available to new members. Any member who pays monthly may attend any or all sessions for their monthly payment.
2.4 If Songsations ceases to offer sessions, then the Songsations member will receive a full refund for the sessions not yet given.
2.5 You have the right to cancel your membership at any time, but you MUST contact Songsations by email (songsations@outlook.com) before you cancel your standing order. You will not be entitled to any refunds. Your membership will end at the end of the month you have paid for. Please make sure you give notice 10 days before the next payment is due.
2.6 In case of dispute you must show that you cancelled the agreement in accordance with the cancellation terms.
2.7 Payments must be made every month, even in months with fewer sessions. The fee is worked out as an annual fee and divided by 12. If Songsations offers sessions on less than 36 weeks of the year (Songsations runs from September – September) you may be entitled to a refund on a pro-rata basis. If your usual session is missed by Claire but she still runs a session on another night/day that week this would not count as a missed week and no refund would be offered.
2.8 You may attend your first session without paying in advance. If you decide to join you will need to pay the monthly fee (or portion of the fee owed) but if you decide not to join you will owe nothing.
2.9 On becoming a member of Songsations, you will be eligible to join the closed, members Facebook Group and the two WhatsApp groups, “Songsations News” and “Songsations Extra”. You will also be added to the email mailing list to receive information about choir activities, social and other events.
2.10 On joining Songsations you will be eligible to participate in performances. The main aim of this group is to sing for pleasure, but we do perform a few times a year. You are under no obligation to participate in performances, but you are welcome to join in if you would like to.
2.11 Members of Songsations will be given access to the various Members Areas on the Songsations website. Here you will find guide tracks for the songs we are working on. You do not have to print your own music, Claire will provide everything you should need, but you can if you would like to. Please do not share anything in the Members Areas with anyone who is not a member of Songsations.
- Code of Conduct
3.1 Songsations aims to be a positive and safe environment for all its members. In order to do this, we must ensure acceptable standards of behaviours from all its members. All members should be respectful towards each other. Any form of negative behaviour, whether written or verbal towards other members of Songsations, Claire, visiting MDs/choirs/bands or audience members will lead to cancellation of membership.
3.2 We believe in equal opportunities at Songsations, but we are a group, essentially, for women.
3.3 Social Media groups linked to Songsations must comply with the Malicious Communications Act 1988 and The Communications Act 2003.
3.4 Songsations cannot be held financially responsible for damage caused by misconduct.
- Health and Safety
4.1 Songsations is not responsible for damage to person or personal belongs whilst attending sessions and performances or before and after sessions and performances.
4.2 Songsations Members are responsible for their own property and well-being whilst attending all sessions and performances.
4.3 If any of the venues we rehearse or perform at have any COVID protocols in place, Songsations members are expected to respect them.
- Our Rights
5.1 If you fail to pay your fees on time, we may terminate this agreement and your Songsations membership with immediate effect, by giving written notice (by email).
5.2 We may terminate this agreement and cancel your Songsations membership with immediate effect if you breach any of the Code of Conduct outlined in this agreement, with written notice (by email).
5.3 With your consent we may communicate Songsations related information to you by email, SMS, WhatsApp message or Facebook.
5.4 Songsations and Claire Platt are not liable for any loss, damage, or theft of your property that you bring into any of our third-party venues.
5.5 We will notify you of any changes to these terms and conditions.
- Your Obligations
6.1 You agree to pay fees between the 1st and 5th of every month until your membership ends.
6.2 You confirm that you are at least 18 years old.
6.3 You will not share anything from the Members areas of the website.
6.5 If you participate in concerts, you understand that you have therefore given permission to be included in any photos or videos taken and shared on the website/YouTube or social media. You do not have to be in any rehearsal photos/videos if you would rather not.
6.6 You agree to inform us immediately of any changes to your personal details we need to know including contact details (e.g. email address, phone number).
Data Protection Act
Personal and private information held by Songsations for the purpose of communication such as email addresses and telephone numbers will not be passed to external bodies, organisations, third parties or other members.
Payment methods:
All payments are made via monthly subscription set up as a standing order by the member after the first session they attend. You may pay by other methods if you need to. Please talk to Claire about options.
Please ask Claire for account details for payments.
If any of the terms of this Agreement are invalid, unenforceable, or illegal the remaining terms can still be enforced.
Songsations can amend these terms and conditions without notice. You will be emailed any amendments.
Contact Details:
Songsations
Claire Platt
songsations@outlook.com
Songsations 