The Phoenix Singers

Privacy Notice

Privacy Notice

Last updated: 16 July 2026

Phoenix Singers respects your privacy and is committed to protecting your personal information.

This Privacy Notice explains what information we collect, why we collect it, how we use and protect it, who we may share it with, how long we keep it and the rights you have in relation to your information.

1. Who we are

Phoenix Singers is a community choir based in St Helens.

For the purposes of UK data protection law, Phoenix Singers is the data controller responsible for deciding how and why your personal information is used.

You can contact us about privacy or data protection by:

2. Who this notice applies to

This Privacy Notice applies to:

3. Information we may collect

Depending on your relationship with Phoenix Singers, we may collect the following information.

Contact information

This may include your:

Membership information

For choir members, this may include:

Event and ticketing information

This may include:

Payment-card details are normally processed securely by our payment provider. Phoenix Singers does not usually receive or store your complete card number.

Photographs, video and audio

We may collect photographs, video footage or audio recordings taken during:

Website information

When you visit our website, certain technical information may be collected automatically, including:

More information about cookies may be provided in our Cookie Notice or through the cookie settings displayed on the website.

Sensitive information

We may occasionally need to collect more sensitive information, such as:

We will only request this information where it is genuinely necessary and will give it additional protection.

4. How we collect your information

We may collect information directly from you when you:

We may also receive information from:

5. How and why we use your information

Responding to enquiries

We use information submitted through our website, email, telephone or social media to:

Our lawful basis is usually our legitimate interest in responding to enquiries and running the choir. Where your enquiry concerns a potential booking, purchase or membership arrangement, we may also use the information to take steps before entering into a contract.

Managing choir membership

We use member information to:

Our lawful bases are our legitimate interests in administering and developing the choir and, where applicable, the performance of our membership arrangement or contract with you.

Rehearsal attendance, polls and member communications

We may contact members to ask whether they will attend a rehearsal, concert or event. We may also ask members to respond to choir-related polls, decisions or questions.

We use this information to plan rehearsals, balance voice sections, choose suitable material, organise venues and manage performances.

Our lawful basis is our legitimate interest in organising the choir efficiently and ensuring that rehearsals and performances are properly planned.

Messages that are necessary for your membership, such as rehearsal changes, music resources, payment information or performance arrangements, are service communications rather than marketing messages.

Ticket sales, bookings and payments

We use booking and payment information to:

Our lawful bases are the performance of a contract, compliance with our legal obligations and our legitimate interestsin managing events and protecting the choir from fraud.

Newsletters and promotional updates

Where you have chosen to receive them, we may send you:

For promotional emails sent to members of the public, our lawful basis will normally be your consent.

You can unsubscribe at any time by using the unsubscribe option in the message or by emailing info@phoenixsthelens.co.uk.

Withdrawing consent will not affect the lawfulness of anything we did before you withdrew it.

We may retain limited information about your opt-out so that we can make sure we do not accidentally add you to the mailing list again.

Photographs, video and recordings

We may use appropriate photographs, video footage and audio recordings to:

Depending on the circumstances, our lawful basis may be:

We will make reasonable efforts to inform people when official photography or filming is taking place. At public performances, this may include announcements or notices at the venue.

Members should tell us before an event if they have concerns about appearing in official photographs or recordings. We will consider objections fairly and take reasonable steps to accommodate them.

Consent may be requested separately where children or young people are identifiable in promotional material.

Please be aware that we cannot control photographs or recordings taken independently by audience members or other visitors for their own personal use.

Health, accessibility and emergency information

Where you provide health, disability, allergy or accessibility information, we will use it only as necessary to:

Where this is special-category information, we will normally rely on your explicit consent as the additional condition for processing it. In a serious emergency, information may be used where necessary to protect someone’s vital interests.

Safeguarding and incident management

We may use and share relevant information where necessary to:

The lawful basis will depend on the circumstances and may include our legal obligations, legitimate interests, vital interests or the establishment, exercise or defence of legal claims.

Operating and improving our website

We may use technical and analytics information to:

Our lawful basis is normally our legitimate interest in operating a secure and effective website. Where consent is legally required for a cookie or similar technology, we will request it through our cookie controls.

6. Where providing information is necessary

In some cases, we need certain information to:

Where information is required, we will try to make this clear. If you do not provide it, we may be unable to complete your booking, administer your membership or provide the relevant service.

Providing information for marketing is optional and is not a condition of joining the choir, buying a ticket or making an enquiry.

7. Who we may share information with

We do not sell your personal information.

Where necessary, we may share limited information with trusted organisations or individuals, including:

We only share information that is reasonably necessary for the relevant purpose. Providers acting on our behalf are expected to protect the information and use it only in accordance with our instructions.

When we use an external ticketing, payment or social-media service, that provider may also process your information as a separate data controller under its own privacy notice.

8. International transfers

Some of our service providers may store or process information outside the United Kingdom.

Where a restricted international transfer takes place, we will take appropriate steps to protect your information. This may include using:

You can email info@phoenixsthelens.co.uk for further information about the safeguards used for a particular service.

9. How long we keep information

We keep personal information only for as long as it is reasonably needed for the purpose for which it was collected, including any legal, accounting, safeguarding or insurance requirements.

Our usual retention periods are set out below.

General enquiries

We will normally keep enquiry correspondence for up to 12 months after the enquiry has been resolved, unless there is a reason to retain it for longer.

Prospective members

Where someone enquires about joining but does not become a member, we will normally delete or anonymise their information within six months, unless they have agreed to remain on our mailing list.

Current and former members

Core membership and administration records will normally be kept for the duration of membership and for up to six years after membership ends, where needed for financial, contractual, insurance or legal purposes.

Routine attendance responses, polls and short-term rehearsal-planning information may be deleted sooner when they are no longer useful.

Emergency-contact and current health or accessibility information will be reviewed periodically and should be deleted or updated when it is no longer required.

Ticket purchases and financial records

Booking, transaction and accounting records may normally be retained for up to six years after the relevant financial year or transaction, where required for accounting, tax, fraud-prevention or legal purposes.

We do not retain complete payment-card details where payments are handled by an external payment provider.

Mailing lists

We will retain your contact information until you unsubscribe, withdraw your consent or the mailing list is discontinued.

We may retain a minimal suppression record after you unsubscribe so that your preference continues to be respected.

Photographs and recordings

Photographs, video and audio may be kept for as long as they remain relevant to the choir’s promotional, historical or archival activities.

We will review their continued use periodically. Requests relating to particular images or recordings will be considered individually, taking account of the lawful basis, the context, any publications already produced and the rights of other people appearing in the material.

Complaints, accidents and safeguarding information

These records will be kept for an appropriate period based on the nature of the matter and any applicable legal, safeguarding, insurance or professional requirements.

Information may be retained for longer where it is connected with an active complaint, dispute, investigation or legal claim.

10. How we protect your information

We take reasonable technical and organisational measures to protect personal information against:

These measures may include:

Access to personal information is limited to people who reasonably need it for their role.

Although we take reasonable precautions, no website, email service or electronic storage system can be guaranteed to be completely secure.

11. Children and young people

Phoenix Singers is primarily an adult choir. However, children or young people may occasionally be involved in a concert, workshop, community event or other activity.

Where we collect information about a child, we will:

A child’s information will not be sold to third parties.

12. Social media and external websites

Our website may contain links to social-media platforms, ticketing services, venues or other external websites.

These organisations operate under their own privacy notices and cookie policies. Phoenix Singers is not responsible for how an external website processes your information.

Information you post publicly on social media may be visible to other users. You should avoid sharing sensitive personal information through a public comment or post.

13. Automated decision-making

Phoenix Singers does not currently use personal information to make decisions about people solely through automated processing where the decision would have a legal or similarly significant effect.

We will update this Privacy Notice if that changes.

14. Your data protection rights

Depending on the circumstances, you may have the right to:

These rights are not absolute and may not apply in every situation. For example, we may need to retain some information to meet a legal obligation or deal with a legal claim.

We may need to ask for information to confirm your identity before completing a request. We will not normally charge a fee, although the law allows a reasonable fee or refusal in certain limited circumstances.

To exercise any of these rights, email info@phoenixsthelens.co.uk.

15. Data protection complaints

You can complain directly to Phoenix Singers if you believe we have not handled your personal information properly.

Please email info@phoenixsthelens.co.uk, clearly stating that your message concerns a data protection complaint.

We will:

We would appreciate the opportunity to resolve your concerns directly.

You also have the right to complain to the Information Commissioner’s Office, the UK regulator for data protection. Information about making a complaint is available on the ICO website.

16. Changes to this Privacy Notice

We may update this Privacy Notice when:

The latest version will be published on our website, with the date of the most recent update shown at the top.

17. Contact us

For questions, requests or complaints concerning your personal information, contact Phoenix Singers:

Email: info@phoenixsthelens.co.uk
Website: www.phoenixsthelens.co.uk

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