Privacy Policy 4: General administration, staff, players and suppliers

We collect information about its employees, musicians and contractors (e.g. agents, promoters, suppliers) for administrative and management purposes only. We retain and process it so that we can run our organisation and manage our relationship with you effectively, lawfully and appropriately.

We must also process your personal data in order to comply with contractual and legal obligations, pursue the legitimate interests of our organisation, and protect our legal position in the event of legal proceedings.

If you do not supply this data we may be unable in some circumstances to comply with our obligations. If this is the case we will tell you about the implications of that decision.

What data do we process and what do we use it for?

There are a number of areas of activity where we process data for staff, players and suppliers and it is helpful to look at what we process and the purpose in a combined summary.

We collect the following for general administrative purposes:

• Company name (where relevant);
• Email address;
• Postal address ;
• Telephone number(s);
• Bank details (for payment only);
• Instrument played (where relevant);
• Date of birth;
• National Insurance number;
• Tax/VAT number.
• Tax residence and status
• Nationality

For the administration of touring and logistics, we collect:

• passport details (including photocopies of main & visa pages);
• details of instruments (including US CITES information)
• previous travel history;
• marital status;
• names and details of family members;
• seating preferences;
• dietary requirements ;
• relevant medical details (where you have requested us to do so).

For general artistic administration, we collect:

• biographical profile information;
• photographs;
• film material.

For ongoing reference, we collect:

• history of previous interactions (e.g. correspondence about fee agreements, project related information etc)
• emergency contact details;
• references created at your requests for mortgage, employment or other purposes.

For recruitment we collect:

• name, address, telephone number, email address
• work profile information and history
• references

This information is collected exclusively for the purposes of recruitment for specific advertised posts. It is always given to us by candidates with a stated interest in such positions and is always deleted from our records once the recruitment process has been completed unless specific consent has been given to us to continue to hold the data. We also extract anonymised data (age, gender, ethnicity etc) for monitoring purposes.

For Human Resources administration, we collect:

• contracts (including all personal data contained in them);
• payroll data;
• right to work documents;
• records of holiday, sickness and other absence (employees only);
• records of musicians who have missed work through illness or injury and have claimed compensation from the OAE Benevolent Fund;
• information needed for equal opportunities monitoring policy;
• HR related information (e.g. appraisal and review of employees);

For governance we collect:

• Information about trustees (e.g. photo ID, name, address, contact details, details of related parties).

This information is collected in order to comply with submissions to external authorities (e.g. Companies House, The Charity Commission, auditors and banks

Your data is processed by the relevant OAE department to support the activity for which you have been engaged. The OAE Projects Department engages the services of free-lance staff who undertake fixing and coordination services on your behalf in support of the activity for which you are engaged. We have a data sharing agreement with both individuals to ensure that your data is processed by them in a manner that is fully compliant with our own policies and expectations.

We will only store and process your data when it is necessary to do so in order to support the activity for which you have been engaged by the OAE and we will never process your data where these interests are overridden by your own interests.

How do we store your data?

Your data will be kept confidential. Personal data is always stored on password protected computers only available to members of staff with a login. Personal data on hard copy is stored in locked cupboards. We also store bank and other payment details in secure systems as appropriate.

What is the lawful basis for processing your data?

Contract
Whenever you are engaged professionally with the OAE you enter into a contract with us. In order to fulfil this contract we need to store and process your data. (e.g. we process bank details in order to pay you, we process contact details to keep you informed about projects etc)

Legitimate interest
We have a legitimate interest as an organisation in processing other data that help us administrate effectively and efficiently (e.g. Visa and passport information for touring, previous correspondence and project data for future planning). In all such cases we balance interests carefully and ensure that there is no overriding prejudice to you by using your personal information in this way.

Consent
In such event that the above lawful bases are not sufficient, we would ask for your consent. We only share your data with third-party organisations in a manner that is in your interests, that you would reasonably anticipate and that is necessary to support your professional engagement with us (e.g. promoters, agents, venues, the Association of British Orchestras). We will never share your data with any other organisation without your consent.

Legal
We are legally required to share personal data relating to work done for the OAE with auditors, HMRC (and foreign tax authorities).

How long do we retain your data?

We are required to keep financial and most employment records for up to seven years. Some employment records need to be retained permanently.

Passport details and previous visa information are retained for no more than ten years. This is a requirement in some visa processing.

Where an artist has worked with us, we may need to retain contact and payment details in order to make royalty payments (e.g. for a recording or broadcast). These data will only be deleted after we are confident that no further royalty payments are due.

We also retain contracts, schedules, programmes and related biographical information, including audio-visual media on an indefinite basis. This information is necessary because it assists us in future artistic planning and we also use it to report (i.e. to the Arts Council), analyse (i.e. to improve the work we do) and maintain public records of historical value (i.e. so that we can account for the work we have carried out as a publicly funded charity).

We retain data, including anonymised data, on an indefinite basis in order to report, analyse and maintain public records of historical value.

How do you opt out?

You are entitled to object to us processing your personal data for any or all of the purposes set out in this Privacy Notice and may do so at any time. If you wish to do so, please contact [email protected] giving clear details of the processing and/or personal data to which your objection relates. Please note that if you do decide to opt out in this way, we may, in certain circumstances, not be able to comply with our obligations, and we will inform you of the possible implications of that decision.

What are your rights?

You have the right to:

• request a copy of the information we hold about you;
• update or amend any incorrect information we hold about you;
• ask us to stop processing your personal data and/or to remove it from our records;
• raise a concern regarding how your information is being used;
• make a complaint at any time by emailing the Communications Department on the email address below;
• lodge a complaint relating to the use of your personal data with the Information Commissioner’s Office.