Data Protection Policy

Organisation: Bristol Amateur Operatic Society (BAOS)
Policy operation date: June 2018
Policy prepared by: Frankie Duddridge, Chair of BAOS
Date approved by Management Committee: June 2018
Policy review date: June 2021

Purpose of document:
BAOS is committed to protecting personal information. Within this document you will find Privacy Policies relating to our use of any personal information we collect from you when you are:

  • A member or supporter of the Society

  • A youth member and parent/guardians

  • A supporter of BAOS on our mailing list

  • a supplier to the Society


1.0 Privacy Policy for membership and supporters of the Society
This Privacy Policy is for BAOS Members and Supporters of the Society. Members pay a membership fee and supporters are individuals who are involved in supporting the activities of the Society. This involvement includes (but is not limited to) scenery construction, costumes, properties, publicity, front of house arrangements, stage management, sound, lighting, direction, choreography, music and orchestra. Supporters also include lapsed members; as such members normally wish to remain in contact with the Society and may wish to renew their membership at a future date.

1.1 The personal information we collect from you
We collect basic personal details such as your name, address, date of birth, email address, telephone number, subscriptions and dates paid, next of kin details and any medical conditions that have a direct impact on productions. For members, we may also take your photograph and ask for your biography.

1.2 How we use your information
We will use your information to send you newsletters, letters or emails to give you details of General Meetings, shows, rehearsals, production meetings and similar events that are likely to be of interest to you. Your name, and possibly photograph and biography, may appear in our show programmes, newsletters and on the BAOS website. Your information may also be shared with our committee members (who are our Society’s Trustees). This use is in our ‘Legitimate Interest’. You will be aware that our show programmes are public documents and that our newsletters are shared amongst our membership. We will not share your information with other third parties without your consent.

1.3 Your rights
Please let us know if your information changes as it is important that the personal information we hold about you is accurate and up to date.

1.4 We will keep your information indefinitely after you remain an active member or supporter of BAOS. We keep your information because you may resume your connection with BAOS and take part again in our activities. However, you can ask us to remove your personal information from our records at any time and we will do so and stop sending you any further newsletters.

1.5 You have the right to request a copy of all the personal information we hold about you in a Subject Access Request. To do this, simply write to us at the address below. We will take reasonable steps to confirm your identify before providing you with details of any personal information we may hold about you.


2.1 Privacy Policy for Members of BAOS Youth
This Privacy Policy relates to our use of any personal information we collect about children who audition for or are cast in one of our productions and their parents/guardians. We collect this information from you and/or from your parents or guardians.

2.2 The information we collect
Prior to the auditions, we will collect basic personal details such as your name, address, date of birth, height, parents’ names, address, email address and telephone number, subscription amounts and dates paid. We may also take your photograph and ask for your biography. Prior to the auditions we will ask you and/or your parents/guardians to consent to the collection of this personal information and the uses to which it will be put. We are able to accept consent directly from children over 13.

2.3 How we use your information
We will use your personal information and your parents’/guardians’ personal information:

  • For planning any aspect of the production

  • To send you details of our rehearsals and communicate with you about any aspect of the production

  • To support your health and wellbeing whilst you are taking part in rehearsals and performances

  • To comply with any legal requirements regarding your participation in the production

  • And to compile entries in our show programme

2.4 Your rights
Please let us know if your personal information or that of your parents/guardians changes as it is important that the information we hold about you is accurate and up to date.

2.5 Circulating information to you and your parents/guardians is a necessary part of being a member of the company but when the production is over, we will remove your personal information and that of your parents/guardians from our files.

2.6 You and your parents/guardians information we hold about you and them in a Subject Access Request. To do this, simply write to us at the address below. We will take reasonable steps to confirm your identity before providing you with the details of any personal information we may hold about you.


3.1 Privacy Policy for Supporters of BAOS on our Mailing List
This Privacy Policy relates to our use of any personal information we collect from you when you come to one of our productions and/or join our mailing list.

3.2 The information we collect
We collect basic personal details such as your name, address, email address, telephone number.

3.3 How we use your information
We will use your information to tell you about our forthcoming shows and similar events that are likely to be of interest to you. This is called ‘Legitimate Interest’. We will not share your information with third parties without your consent.

3.4 Your rights
Please let us know if your information changes as it is important that the information we hold about you is accurate and up to date.

3.5 You are on our mailing list because you have been to one of our productions or have expressed an interest in them. Circulating information to you is a necessary part of promoting our productions but you can ask us to stop sending you this information and removed your details from our files at any time.

3.6 You have the right to request a copy of all the personal information we hold about you in a Subject Access Request. To do this, simply contact us at the address below. We will take reasonable steps to confirm your identity before providing you with details of any personal information we may hold about you.


4.1 Privacy Policy for Suppliers to the Society
This Privacy Policy relates to our use of any personals information we collect from you when you become a Supplier to BAOS. A supplier in this context means personal information we may collect when you provide products or services to BAOS.

4.2 The personal information we collect from you
We collect basic personal details such as your name, address, company name, bank details, email address, telephone number.

4.3 How we use your information
We will use your information to invite you to provide services to BAOS and to pay for your services. This use is in our ‘Legitimate Interest’ because we will need to contact you when we request your products or services. We will not share your information with other third parties without your consent.

4.4 Your rights
Please let us know if your information changes as it is important that the personal information we hold about you is accurate and up to date. We will keep your information indefinitely after you remain an active Supplier to BAOS.

4.5 We keep your information because we or you may wish to resume your connection with out group. However, you can ask us to remove your personal information from our records at any time and we will do so.

4.6 You have the right to request a copy of all the personal information we hold about you in a Subject Access Request. To do this, simply write to us at the address below. We will take all reasonable steps to confirm your identity before providing you with details of any personal information we may hold about you.

5.1 Information Security
We put in place reasonable security measures to protect against any unauthorised access or damage to, or disclosure or loss of, your personal information.

5.2 Your details are stored on a secure password protected database, which is only accessible by members of the current Management Committee.

6.1 Changes to the Privacy Policies
We may amend this Privacy Policy from time to time; for example, to keep it up to date or to comply with legal requirements. If there will be any significant changes made to the use of your personal information in a manner different from that stated, we will seek your permission first.

7.1 How to contact us
For any questions or concerns relating to the Privacy Policy or our data protection practices, or to make a Subject Access Request, please contact us in one of these ways:

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By email to the Secretary: secretary@baosbristol.co.uk

By post to: BAOS Secretary, c/o The Newman Hall, Grand Court Road, Westbury on Trym