Staff, Players & Suppliers
The Academy of St Martin in the Fields is committed to protecting your privacy and being transparent about what personal information we hold about you.
The Academy commits to the key data protection principles under the General Data Protection Regulation, which requires that personal data shall be:
- Processed lawfully, fairly and in a transparent manner in relation to individuals;
- Collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes;
- Adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed;
- Accurate and, where necessary, kept up to date;
- Kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed;
- Processed in a manner that ensures appropriate security of the personal data
The purpose of this statement is to give you a clear explanation about how we uphold these principles in our data collection and processing. It was last updated on 22 May 2018.
WHO WE ARE
Academy of St Martin in the Fields is an operating name of Academy Concerts Society and is funded by individual donors, corporate supporters, trusts, foundations and public bodies.
Our registered charity number in England and Wales is 289294 and we are also registered as a company in England and Wales under registration number 1808488.
The American Friends of the Academy of St Martin in the Fields is an independent non-profit corporation with tax exempt status under section 501(c)(3) of the Internal Revenue Code.
The Academy of St Martin in the Fields is registered with the Information Commissioner’s Office under registration reference ZA212121.
WHY DO WE COLLECT DATA?
The Academy collects information about employees, musicians and suppliers for administrative and management purposes only. We will keep and use it to enable us to run the organisation and to manage our relationship with you effectively, lawfully and appropriately. If you do not supply this data we may be unable in some circumstances to comply with our obligations, and we will tell you about the implications of that decision.
WHAT DATA DO WE COLLECT?
We may collect the following information from our players, suppliers and staff: Name; email address; postal address; telephone number(s); next of kin; company name (when relevant); bank details (for payment only); musical instrument (when relevant); date of birth; National Insurance/Tax/VAT numbers. We may keep biographical details and photographs in accordance with our legitimate interests as an organisation.
If you are likely to tour with the Academy we will also hold details purely for the purposes of visa processing such as passport details (including scans of key pages and visas), marital status and names and details of family members, details of instruments and previous travel history. In order to maintain a smooth touring operation we may also hold seating preferences, dietary requirements, and where you have chosen to inform us we may hold relevant medical details.
Where you have interacted with us we store a history of those interactions. For example, correspondence about fee agreements, contact and emergency contact details, information required for payroll, records of holiday, sickness and other absence (employees only), information needed for equal opportunities monitoring policy and records relating to your work history with us such as appraisals when undertaken.
OUR LEGAL BASES FOR DATA PROCESSING
There are three legal bases under which we may process your data:
When you work with the Academy you are entering into a contract with us, and we need to process and store your data in order to fulfil this contract. For example, we will need your bank details in order to pay you your fee.
Legitimate organisational interests
In certain situations we collect and process your personal information for purposes that are in our legitimate interests as an organisation. However we only do this if using your personal information in this way does not override your individual interests, rights and freedoms.
With your explicit consent
We will always ask for your explicit consent before processing your personal information in a specific situation for which the two bases above are not appropriate.
There are some circumstances in which we may disclose your personal information to third parties. These are as follows:
- To process transport and hotel bookings
- For the purposes of visa applications
- For payment of salaries, fees and pensions
- To undertake legal obligations regarding tax and other government reporting requirements
Suppliers of services relating to the above – travel agents, for example – are bound by the same data protection rules as the Academy of St Martin in the Fields, and we take steps ensure their compliance with the GDPR and the security of your information.
HOW LONG WE KEEP YOUR PERSONAL INFORMATION
The personal data collected by the Academy is evaluated periodically to determine whether it is current and still needs to be held. Sometimes we are required to retain data for a certain length for legal requirements: for example, we are obliged to retain financial and employment details for seven years. Passport details and previous visa information will be kept for no more than ten years, as required in some visa processing.
Where an artist has worked with us, we keep their personal information on our secure database for five years, after which time it is deleted. You may notify the Academy if you do not wish your data to be held.
SECURITY OF YOUR PERSONAL INFORMATION
We take all reasonable steps to protect your personal information. Data on our server is secured with domain authentication and user access controls are in place for folders. Backups of our data and the transmission of the backup is encrypted. Prevention measures against unauthorised external access include firewall protection and dedicated remote access hardware. Symantec Endpoint Protection is in place to guard against virus and malware.
You have the right to be informed about what personal information we hold about you, and request details of your personal data held by the Academy.
You have the right to rectification of your data. We endeavour to keep your personal information accurate and up to date. If you become aware of errors or inaccuracies, please let us know.
You have the right to object to us processing your personal data for any or all of the purposes set out in this Privacy Statement and you may do so at any time. You have the right to be forgotten and specifically tell us that you no longer wish us to hold your details.
If you opt out we may be unable in some circumstances to comply with our obligations, and we will make you aware of the implications of that decision. The orchestra has a right to keep records for a certain period, as described above, which may mean that even if you ask us to erase details we are legally obliged to keep them until after that period has passed.
Please contact us if you have any questions about our privacy statement or information we hold about you, or if you would like to exercise your right to object to our processing of your personal information. Email us at firstname.lastname@example.org or write to the Chief Executive, Academy of St Martin in the Fields, The Griffin Building, 83 Clerkenwell Road, London EC1R 5AR. We will respond within 10 working days.
Read our full, public Privacy Statement at www.asmf.org/privacy-statement