Privacy notice
Last updated 28 Oct 2026. This notice explains what personal information Dunbartonshire Concert Band collects, why, and what your rights are.
Who we are
Dunbartonshire Concert Band is a Registered Charity, Scottish Charity Number SC011887. Our address is Kessington Hall, 58 Milngavie Road, Bearsden, G61 2DP.
We are the “data controller” for the personal information described in this notice, which means we decide how and why it is used. Our committee members are the charity trustees and are responsible for looking after it.
To contact us about your information, email or write to us Enquiries@dunbartonshireconcertband.co.uk at the address above.
What we collect and why
We only collect what we need. The table shows, for each group of people, what we hold, why, our legal basis under UK data protection law, and how long we keep it.
| Who | Information | Why we use it | Legal basis | How long we keep it |
|---|---|---|---|---|
| People who contact us (website form, email) | Name, email address, your message | To reply to your enquiry | Legitimate interests | 12 months after our last contact |
| Members and players | Name, contact details, instrument, attendance, emergency contact | To run rehearsals and concerts and keep in touch | Legitimate interests | While you are a member and 2 years after |
| Young members (under 18) | The above, plus age and a parent or guardian’s contact details and any health or access information you choose to give us | To look after young members and keep them safe | Legitimate interests and, for safeguarding, our legal duties; health information only with consent | Until the member is 18, or longer if a safeguarding matter was recorded |
| Newsletter subscribers | Name and email address, your choices | To send news about concerts and the band | Consent | Until you unsubscribe |
| Donors | Name, amount, and your address if you ask us to claim Gift Aid | To record donations and claim Gift Aid | Legal obligation (Gift Aid records) and legitimate interests | 6 years after the end of the tax year, for Gift Aid |
| Audiences and supporters in photos and recordings | Images and recordings from concerts and events | To tell people about the band | Legitimate interests; consent for close-up images of identifiable people, always for under 18s | Until you ask us to remove it |
| Website visitors | IP address, pages viewed, cookies (see the website section below) | To keep the site secure and, with your consent, to understand how it is used | Legitimate interests; consent for analytics cookies | As set out in our cookie notice |
| Committee and trustees | Name, address, role and details OSCR requires | To run the charity and meet our legal duties | Legal obligation | While in role and 6 years after |
Children and young people
We welcome and encourage young people to join the band. There is no minimum age, and it is for each parent or guardian to decide whether a child takes part.
- We ask for a parent or guardian’s contact details for every member under 18.
- We only publish a photograph or recording that clearly shows a young person with the permission of a parent or guardian.
- If you are under 16, please ask a parent or guardian before you send us your details through the website or sign up to our newsletter.
- If a concern is raised about the safety of a child or young person, we follow our child protection policy. Information about a concern may be shared, in consultation with the child’s parents, with the police or another statutory agency.
Who we share information with
We share personal information only where we need to, and with organisations that act on our instructions or have their own legal duty.
- Microsoft, which provides our email and file storage, and hosts this website on its Azure service.
- PayPal, which processes online donations. We do not see or keep your card details.
- MailPoet, which send our newsletters.
- Google reCAPTCHA, which helps stop spam on our forms.
- HMRC, for Gift Aid claims, and the Office of the Scottish Charity Regulator (OSCR), for trustee information.
- The police or other statutory agencies, where there is a safeguarding concern or a legal requirement.
We do not sell personal information. Some of these services may process information outside the UK. Where they do, they must protect it to UK standards, for example through approved contract terms.
Our website, cookies and the services it uses
This website uses cookies, which are small files stored on your device.
- Essential cookies keep the site working and secure, and do not need your consent.
- Optional cookies, such as analytics, are only used if you accept them in the cookie banner. You can change your choice at any time using the cookie settings link in the footer.
- Forms on the site collect only the details you type in. Messages are emailed to us and may also be stored on the website for a short time.
- Donations are taken by PayPal on its own pages, under its own privacy policy.
- Embedded content such as videos may set cookies from the provider that supplies it.
Our cookie notice lists the cookies we use in detail.
Your rights and how to complain
You have the right to:
- ask for a copy of the personal information we hold about you;
- ask us to correct anything that is wrong or incomplete;
- ask us to delete your information, in some circumstances;
- ask us to limit how we use it, or object to how we use it;
- ask for information you gave us in a form you can move elsewhere;
- withdraw your consent at any time, where we rely on it. For example, you can unsubscribe from the newsletter using the link in every email.
To use any of these rights, contact us using the details at the top of this notice. We aim to reply within one month.
If you are unhappy with how we have used your information, please tell us first so we can put it right. You can also complain to the Information Commissioner’s Office (ICO) at ico.org.uk or on 0303 123 1113.
Keeping information safe, and changes to this notice
We keep personal information secure. Only the committee members who need it can see it, accounts are protected with strong passwords and two-step sign-in, and this website uses an encrypted (HTTPS) connection. If there is a serious breach that puts your rights at risk, we will tell you and, where required, the ICO.
We may update this notice from time to time. The date at the top shows when it was last changed.