Privacy Procedures


The School Organists’ Association has a privacy policy which is reviewed regularly. In order to help us uphold the policy, we have created the following procedures which outline ways in which we collect, store, use, amend, share, destroy and delete personal data.

These procedures cover the main, regular ways we collect and use personal data. We may from time to time collect and use data in ways not covered here. In these cases we will ensure our privacy policy is upheld.

General procedures

Data will be stored securely using the Association’s G Suite account. We will not download or store information on personal computers. Any information kept on paper will be kept securely.

We will ensure that data is permanently deleted from computers, and that paper data is shredded.

We will keep records of consent given for us to collect, use and store data. These records will be stored securely in the Association’s G Suite account.

Membership database

We will maintain a membership database. This will include the names and contact details of people who wish to be members of and receive information from the School Organists’ Association.

When people become members, we will explain how their details will be used, how they will be stored, and that they may ask to be removed from the list at any time. We will only send them messages which they have expressly consented to receive.

We will not use the mailing list in any way that the individuals on it have not explicitly consented to.

We will provide information about how to be removed from the list with every mailing.

We will use mailing list providers who store data within the EU.

Contacting committee members

The committee need to be in contact with one another in order to run the organisation effectively and ensure its legal obligations are met.

Committee contact details will be shared among the committee.

Committee members will not share each other’s contact details with anyone outside of the committee, or use them for anything other than School Organists’ Association business, without explicit consent.