The Friends of HCYO - Data Protection Policy

As a separate body from Hampshire Music Service, the Friends Of Hampshire County Youth Orchestra is to maintain a database securely online. Offline records are being phased out during 2012-2013. 

Using the Guidance published by the Office of the Information Commissioner we have put procedures in place to comply with the Data Protection Act. We are exempt from registration with the Information Commissioner, due to the limited nature of data maintained and the purpose for which it is used. Our Data Managers are trained using Hampshire County Council's Data Protection workbook.

Hampshire Music Service will keep their own data securely in accordance with Hampshire County Council's policies and proceedures which are not dealt with here 

The information we store is entered by the person on whom we hold the data or from data supplied by them to the Friends.

Each individual can access their own data to check, delete or alter it by signing in to the website. Individuals will not be able be to access other people's data.  We will not share this data with other organisations. Any person who wishes to see their offline personal records may request a copy.

The data we hold includes 

  • Name, spouses name and children's names.
  • Email Addresses
  • Phone Numbers
  • If associated to an Orchestra .. Which one
  • If you have volunteered to help the charity.... in what way.

A small number of authorised data managers will have access to the information to enable them to send newsletters by email, and contact volunteers when organising rotas and events.

The following Data Managers have been appointed by the trustees from 10th November 2012

David Woods, Graham Bint, Rachel Azzawi, Bobbie Branson, Jacqui Urquhart, Carl Clausen (HMS Director) and Gideon Baker (HMS Internet review and troubleshooting).

The Treasurer of the Charity will deal with financial data and transactions in accordance with standard charity commisission and accounting proceedures. We use PayPal for secure online transactions, and MyDonate for sponsored activities and online giving, the links shown lead to their privacy policies.

Should you have any concerns or require further information please contact

We have signed up to the Data Protetection Promise as recommended by the Information Commissioner. 

HCYO and the Friends of HCYO

Powered by GroupSpaces · Terms · Privacy Policy · Cookie Use · Create Your Own Group