17.12.24
This statement explains how St. Catharine's College ("we", "us" and "our") handles and uses information we collect about members of the Girls' Choir and their parents or guardians ("you" and "your"), in the course of running the Girls' Choir. In broad terms, we use your information to administer auditions, manage the Girls' Choir, run events and publicise the Choir.
The controller for your personal data is St. Catharine's College, Cambridge, CB2 1RL. The Data Protection Officer for the College is the Office of Intercollegiate Services Ltd (OIS Ltd) [12B King's Parade, Cambridge; 01223 768745; college.dpo@ois.cam.ac.uk]. OIS Ltd. should be contacted if you have any concerns about how the College is managing your personal information, or if you require advice on how to exercise your rights as outlined in this statement. The person within the College otherwise responsible for data protection at the time of issue, and the person who is responsible for monitoring compliance with relevant legislation in relation to the protection of personal information, is the Bursar via data.protection@caths.cam.ac.uk.
Unless otherwise stated, the legal basis for processing your personal data is that it is necessary for a contract, either to satisfy conditions for your child to become a member of the Choir or for you to book events that you wish your child to attend. We will retain your information for the periods stated below unless or until you request us to do otherwise.
How your data is used by the College
We collect and process your personal information for the following purposes:
A. Administering the audition process for the Choir.
We will hold the name, age, school year, and name of school of those auditioning, along with the name, address, phone number and email address of their parents or guardians. Audition registration forms will be retained for 1 year following the current round of auditions.
B. Maintaining records of members of the Choir.
For those that are successful in their auditions, we will retain their initial application form and also hold more detailed contact information for parents or guardians, details of any medical issues, dietary requirements and a photo consent form. Records of members of the Choir will be retained while they are a member of the Choir. Limited information such as names of members of the Choir and membership dates will be transferred to the College Archive for permanent retention.
C. Managing events and overseas tours.
Where an event is to be held outside St. Catharine's College it may be necessary to collect and hold additional personal data, particularly if the event is to take place overseas. Information collected will include passport numbers, a copy of the chorister's birth certificate, and doctor and teacher consents. These records will be retained while they are a member of the Choir.
D. Providing you with details about future College events.
While we retain your contact information, we will contact you about future College events we believe may be of interest to you, providing you have given us consent to do so. Consent may be withdrawn at any time.
We operate CCTV on our sites, which will capture footage, and a SALTO lock system. Further details of the College’s CCTV system and procedures can be found in our CCTV Policy. If you have any questions regarding the College's CCTV please contact the Head Porter head.porter@caths.cam.ac.uk. The SALTO lock system controls door access, and will by its nature record movements in and out of staircases and some College rooms, though this is not its primary purpose. Like all data we store, this information is kept confidentially. Please also contact the Head Porter head.porter@caths.cam.ac.uk if you have questions about the SALTO lock system.
We do not share personal information with third parties without consent. Parent or guardian details may be made available to other parents or guardians strictly by consent. Emergency contact details will also be made available to College Porters, Chaplain and others on a case by case basis when supervising the Choir. Photographs may be taken to appear in publicity material, but do so only with the consent of parents or guardians. If you have concerns or queries about any of these purposes, or how we communicate with you, please contact us at the address given above.
Your rights
You have the right: to ask us for access to, rectification or erasure of your personal information; to restrict processing (pending correction or deletion); to object to communications or direct marketing; and to ask for the transfer of your personal information electronically to a third party (data portability). Some of these rights are not automatic, and we reserve the right to discuss with you why we might not comply with a request from you to exercise them.
You retain the right at all times to lodge a complaint about our management of your personal data with the Information Commissioner's Office at https://ico.org.uk/make-a-complaint/.
Updated November 2023
