Choir Documents
DATA CONTROL GUIDELINES
Richmond Station Singers Management Committee
Data is held by the following Committee members:
Musical Director - Master copies of membership details
For each choir – Membership secretary, librarian, and assistant librarian - Choir membership details and attendance records
Treasurer - Financial records and lists, including workers
Data can be accessed by all the above personnel, and some is observed by the Examiner to the Accounts.
Security
Paper Membership/ Consent forms are kept in a safe place in a house that is normally locked, unless in transit to and in use at choir.
Old/ inaccurate forms will be shredded or otherwise destroyed.
Spreadsheets are kept on computers or other devices that are password protected.
Old spreadsheets will be deleted two years after the current year.
Emails with attachments containing these spreadsheets will be deleted when saved. After sending an acknowledgement to the sender, the sender will then delete the email from their sent items.
Group emails will be sent as bccs to preserve confidentiality.
Contact details will not be given out without prior consent.
Attendance records will be archived for the current year and previous two years.
Breach of security
The other Management Committee Members will be informed as soon as possible. They will discuss the action to be taken, with a view to informing relevant choir members.
01/05/2018
DATA PRIVACY POLICY
Richmond Station Singers
1. Your personal data – what is it?
Personal data relates to a living individual who can be identified from that data. The processing of personal data is governed by the General Data Protection Regulation (the “GDPR”).
2. Who are we?
The Station Singers Management Committee decides how your personal data is processed and for what purposes.
3. How do we process your personal data?
The Station Singers Management Committee complies with its obligations under the “GDPR” by keeping personal data up to date; by storing it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure, and deleting and destroying in a timely manner.
We use your personal data for the following purposes: -
• To administer membership records
• To maintain our own accounts and records
• To inform you of registration, rehearsals, concerts, and activities of the Station Singers
• To inform you occasionally about other local choir events in which you may be interested
• To administer the bursary scheme
• To manage our workers and volunteers
4. What is the legal basis for processing your personal data?
Your explicit consent is needed so that we can administer the Choirs’ affairs and keep you informed about registration, rehearsals, concerts, and activities of the Station Singers
5. Sharing your personal data
Your personal data will be treated confidentially. It will only be shared with other members of the Committee for purposes connected with the Station Singers Choirs. We will not share your data with third parties outside of the Station Singers.
6. How long do we keep your personal data
We retain:
• contact details for current members
• financial records and associated paperwork for 6 years after the financial year to which they relate
• attendance records for the current year and previous two years
• contact details for lapsed members for the current year and previous two years
7. Your rights and your personal data
On a termly basis we will show you the data we hold about you and request you check it for accuracy. If your details change in the meantime, we request you inform us immediately. We will then make any changes.
You may at any time:
• request a copy of your personal data
• request we correct any personal data found to be inaccurate or out of date
On leaving the Station Singers you may:
• request your personal data is erased within six months, other than statutory financial records
8. Further processing
If we wish to use your personal data for a new purpose, not covered by this Privacy Policy, then we will inform you and seek your prior consent.
9. Contact Details
If you have any queries or complaints please discuss with your Choir Membership Secretary or contact the Station Singers Management Committee at stationsingers@gmail.com
01/05/2018
SAFEGUARDING POLICY
Richmond Station Singers
Introduction
Station Singers has three community choirs. Its founding aim is to give everyone the opportunity
to sing and to that end has no auditions: everyone is welcome in one of our choirs. We work in
partnership with a different charity at each concert and over the years have raised a lot of money
for them.
Purpose
The purpose of this policy is to protect everyone involved with Station Singers from any type of
abuse.
Scope
This policy covers everyone involved with Station Singers:
• Choir members.
• Paid officers.
• Charities with whom we work in partnership; therefore this policy should be brought to the
attention of charities at the start of our partnership with them.
Safeguarding principles
We believe that:
• Nobody involved with Station Singers should ever experience abuse or harm.
• We all have a responsibility to treat each other with respect and kindness.
• We have a collective responsibility for creating a culture in which everyone can feel safe and
thrive, but can also speak up if they have any concerns.
Types of abuse
Abuse can take many forms such as physical, psychological, financial, sexual, bullying or
harassment.
Reporting concerns
• Anyone can report a concern on behalf of themselves or another person.
• Concerns should be raised initially with the choir secretary who will liaise with the Station
Singers safeguarding lead to find a way forward.
• If a disclosure is made to another choir member, the choir member who has received the
disclosure should inform only the choir secretary.
Receiving concerns
Anyone receiving a disclosure of abuse should:
• Listen patiently.
• Reassure the person that they are doing the right thing by speaking up.
• Take the person seriously.
• Clarify issues of confidentiality: make it clear that their concerns may need to be discussed with
others on a strictly need-to-know basis but outside this requirement they can be assured of
confidentiality.
• Explain what they are going to do now.
• Promise to keep the person informed.
• As soon as possible, write a factual account of the disclosure.
• In the event of a disclosure of abuse which is happening outside the choir, eg. domestic abuse,
the information should be escalated to the safeguarding lead for signposting to the relevant
statutory bodies.
Anyone receiving a disclosure of abuse should avoid:
• Pressing the individual for details.
• Making comments or judgements other than to show concern.
• Promising to keep secrets.
• Confronting any alleged abuser.
Process
• The choir secretary and/or the safeguarding lead will respond to the complainant by the
following week’s rehearsal. If this is not possible, the reason will be noted on the record sheet.
• If an issue is still unresolved it will be escalated to the chair of the Station Singers Management
Committee (SSMC)
• In the event of an incident involving illegality the safeguarding lead will, with the consent of the
complainant, inform the relevant statutory authority.
• Any further action required will be carried out in a timely manner.
• The complainant will be involved and kept informed at all stages of the process.
• The process will be formally recorded on the official form.
Sanctions
• It is hoped that an incident where a choir member is made to feel uncomfortable or unsafe can
be resolved by discussion with all parties and that the wrongdoer will amend his or her
behaviour in future.
• In the most extreme case the chair can require a wrongdoer to leave the choir.
• The reporting form will record the process and be kept securely for two years before being
destroyed.
Confidentiality
In order to protect everyone involved with Station Singers, we follow GDPR guidelines with regard
to individuals’ personal data.
Dissemination and review
• The policy will be circulated to all choir members and officers.
• The policy will be passed on at the start of our partnership to whichever charity we are
supporting.
• The policy will be reviewed annually by the Station Singers Management Committee.
Conclusion
Creating a safe and supportive environment is essential for the enjoyment of all choir members
and officers. By adhering to this safeguarding policy we can ensure that every participant feels
valued, respected and protected.
This safeguarding policy reflects the commitment of Station Singers to promote a positive and
safe environment for everyone to enjoy making music. Everyone involved with Station Singers is
encouraged to familiarise themselves with this document and to actively contribute to the wellbeing
of all involved.
Conclusion
Creating a safe and supportive environment is essential for the enjoyment of all choir members
and officers. By adhering to this safeguarding policy we can ensure that every participant feels
valued, respected and protected.
This safeguarding policy reflects the commitment of Station Singers to promote a positive and
safe environment for everyone to enjoy making music. Everyone involved with Station Singers is
encouraged to familiarise themselves with this document and to actively contribute to the wellbeing
of all involved.
November 2025