Kavolini respects your privacy, we use google analytics for non user-identifying anonymous usage statistics but we don’t share / sell any of your personal information (e.g. name, address or contact information) you provide when making enquiries on this website with other companies or third parties.
Who we are?
When enquiring and making bookings, Kate Inglis ([email protected]) is the booking officer. They do not disclose any sensitive or personal information to other members of the quartet who are performing for your event unless they are essential to performing our duties – (an example of essential information would be your name, time and date of your event). The other core members involved in the running of the ensemble are: Ivan McCready – communications and development officer ([email protected]) and Rachel Ballard ([email protected]) – Social Media officer and player fixer for performances.
What information do we collect?
We collect enough information to properly fulfil our work with you which is usually your name, address, email, phone number. This information is collected after completion of a booking form, however in the first instance, email or phone numbers may be saved to the booking officer’s device during the early stages of an enquiry. Sometimes, enquires are raised with us through social media, e.g. Facebook. If a user engages with us through Facebook, we assume that it is appropriate to view that user’s profile and respond to that person via the same platform.
Whilst Rachel may make contact with users/ clients through social media / the website contact form, she forwards all queries to the relevant booking officer and does not collect personal data. Rachel might use anonymous usage statistics from Google analytics but she does not collect or store user-identifying personal information.
We do not collect any personal information relating to children – whilst we offer education work services, bookings are only to be made by adults.
The booking officer taking payments for an event keeps clients’ banking details for record keeping purposes only.
How do we use personal information?
We use your information to deliver our service (e.g. correspondence prior to performing at a wedding), for billing purposes and record keeping.
We might also like to send you information about other performances / services – in this case we will either have asked your permission, or believe you or we have a legitimate interest in doing so (see below).
What legal basis do we have for processing your personal data?
In order to comply with GDPR obligations – we will use your information out of contractual necessity or any possible legal obligation (e.g. record keeping for tax purposes) to fulfil the service you have booked us. We will only use data beyond the remit of carrying out our service if it fulfils one of the criteria laid out in the EU regulations. The criteria which under which we might use your information (e.g. sending you an email about our services / performances) are:
- Consent – in most cases we will get your consent (opt-in) before sending you information on future performances / events / other opportunities presented by us.
- Legitimate interests – in certain circumstances, we may believe that there is a legitimate reason for sending you a communication about a service or performance that we offer – this may because we think it may legitimately be something you’re interested in (for example if you requested a certain song / artist for your ceremony and we have an upcoming performance which includes that music – we may ask you if you’d like some information about that performance). If we send information about future performances / services to you because we think it is a legitimate interest for us to pursue, we will only do so once conducting a balancing assessment where we have tried to make sure that our interest in processing your data (e.g. sending you an email about our services / performances) is not outweighed by any likely offence / disruption to you.
Under both of these circumstances, there will always be an option available to opt out of further communication. Simply respond by email with a request to revoke consent / opt out of future marketing material.
When do we share personal data?
We share relevant information with other players playing in the ensemble (not always Kate, Rachel and Ivan) once a booking has been made and the players have been fixed. If the booking officer is not available for a particular performance, the booking form/ or copy, which has on it a contact name and number for the day in question, may be passed on to another player in the ensemble and be returned to the booking officer /copy destroyed afterwards.
Where do we store and process personal data?
Email correspondence is hosted on password protected servers & protected devices (e.g. fingerprint unlocked mobile phone).
A database of planned events with basic details of who the booking is for, what venue, the day and time of the event is stored on password protected servers and is currently only shared between booking officers and the player fixer (so that the fixer can book the players in good time and work out relevant logistics (player location / travel times etc.)
Any bank details stored for records are only accessible via a secured online banking site, with hard copies (if any) carefully kept out of reach in private residences.
How do we secure personal data?
Booking forms with personal contact details are only moved from the booking officer’s house when travelling to the performance (needed for emergency contact information and specific performance instructions) on the day or when being given to another member of the ensemble shortly before a booking should the booking officer not be available to perform at that event.
Email correspondence prior to an engagement is never printed and stays between the booking officer and the client. Email accounts are password protected and the devices they are accessed on need to be unlocked by their users to help keep clients information secure.
How long do we keep your personal data for?
We keep records for up to 5 years, after which we will shred any hard copies of booking forms / other supplementary material that may have been provided. Digital information will be destroyed or if you have opted in to receive communication from us, we will hold onto it.
Your rights in relation to personal data
You’re within your rights to ask us what information we are holding about you (normally your name, address, email, phone and if you’ve transferred money to us, your bank details – account and sort code) – known as a Subject Access Request. As per the Data Portability article of the regulations, you are entitled to ask for a copy of the information we might be storing.
You have the right to ask us to correct the information we are storing (e.g. if we spell something wrong, you can ask us to update our records). You also have the right to ask us to delete from our records any information which we do not need to hold onto, for instance asking us to delete email correspondence from a previous booking.
If you give your consent to us to send you correspondence, you are always within your rights to change your mind and revoke consent later.
It is important to note that it may not always be possible to fully comply with a request, for example, should you wish us to eventually remove the information that we are storing about you, but we need to hold onto some records (e.g. for tax) – you can ask us instead to restrict the usage of the data so that we don’t use it in the meantime to send you information about future performances / services.
You always have the right to object to direct marketing emails.
For more information on your rights, consult the IoC website: https://ico.org.uk/for-organisations/guide-to-data-protection/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/
Should you feel you have been wronged by our information handling practices, please get in touch; [email protected] and we will try and resolve any concerns. We would ask you to contact us first, but you are also able to make a complaint to the IoC – https://ico.org.uk/make-a-complaint/
Use of automated decision-making and profiling
We do not use automated decision-making software or profiling when processing data.
How to contact us?
You can be in touch with comments, concerns or complaints via: [email protected] and 07871214885 or by writing to Kavolini Quartet, 77 Eastgate Street, North Elmham, NR20 5HE