Privacy Policy

How personal information is used by Voices of British Ballet

Personal data and categories we may hold

For all: –

Name
Contact details as applicable (address, telephone number, email address)

For interviewees only: –

Audio / sound file of the interview
Consent / clearance form
Interview questions and transcript of the interview
Biography details taken from public domain sources (e.g. information in books, programmes on the internet) or personal knowledge

For Interviewers, contractors and donors only: –

Bank details (name, sort code, account number)

Why we collect personal information and the process of collection

Voices of British Ballet is a registered charity producing an oral history archive for ballet, dance and their related arts. We collect personal information to enable us to fulfil the remit of our charitable status to make the best possible oral recordings about British ballet which are held for archive purposes

Participants are interviewed in order to record information about their life and career in ballet, all that this has entailed and led to. Their responses, along with a biography, are kept for archive purposes. Those who wish to take part do so voluntarily and are fully aware of the purpose of their interview.

Bank details of interviewers / contractors and donors are required for payment purposes / receipt of donations only

Lawful basis under which we collect and use this information

The General Data Protection Regulation (GDPR) requires us to document the conditions that allow the processing of personal data.

We primarily rely on GDPR Article 6(1)(a) [The data subject has given consent for his or her personal data for one of more specific purposes] and, as we are primarily processing personal data for the purposes of research, adhere to Article 89(a) [Processing for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes, shall be subject to appropriate safeguards, in accordance with this Regulation, for the rights and freedoms of the data subject. Those safeguards shall ensure that technical and organisational measures are in place in particular in order to ensure respect for the principle of data minimisation. Those measures may include pseudonymisation provided that those purposes can be fulfilled in that manner. Where those purposes can be fulfilled by further processing which does not permit or no longer permits the identification of data subjects, those purposes shall be fulfilled in that manner.]

Keeping personal information secure

Voices of British Ballet takes the security of your personal information very seriously. We’ve implemented technology and security policies, rules and measures to protect personal information we have from improper access, use, alteration, destruction and loss.

Retention of data

Along with their name and biography, the sound files of the interview are stored securely along with the transcription of the interview and the interviewees Clearance Form at the registered office of Voices of British Ballet.

In line with the Voices of British Ballet Clearance, the recording and transcript will eventually be placed in a National Archive for research; an audio clip may be made from the full recorded interview to be placed on a Voices of British Ballet website in the future.

All interviewees:

Contact details are held only for the duration of arranging interviews after which they are securely destroyed.

Interviewers, contractors and donors:

Contact and bank details are held only for the duration they are engaged to provide a service after which they are destroyed.

Circumstances where we share personal information

Personal data is not shared with any third party / outside agency.

Contractors are engaged to process the audio recording / transcribe interviews as outlined above. We only appoint contractors who can provide sufficient guarantees that they comply with data protection law

The personal data is for UK use only. At no time is any personal information shared outside

of the European Economic Area however audio clips may be made from the full recorded interview to be placed on a Voices of British Ballet website in the future and these will be accessible on the internet.

Rights to request access to personal data

Individuals have the right to request a copy of the personal information we hold about them. This is known as a ‘subject access request’.

Should we receive a request, and further to an assessment of the identification of the requester, you should expect to receive a copy of the personal information we hold within a calendar month subject to, however unlikely, any exemption which may apply.

Anyone wishing to make a subject access request may do so by contacting Information Rights Spokesperson and by writing to our Voices of British Ballet Registered Office at Flat 11, Sherborne House, Sherborne, Cheltenham, Gloucestershire GL54 3DZ.

Other rights of individuals

In addition to above and subject to any legal exemptions which may prevent us from providing the requested service, individuals also have certain protection rights.

They have the right to: –

in certain circumstances, have inaccurate personal data rectified, blocked or erased
object to processing of personal data that is likely to cause, or is causing, damage or distress prevent processing for the purpose of direct marketing
object to decisions being taken by automated means
claim compensation for damages caused by a breach of the data protection regulations (where material or non-material damage is demonstrable)

The Company Secretary should be contacted if individuals feel the information we hold about them is not accurate or if their information has changed subsequent to collection.

We currently do not undertake any automated decision making.

As the remit / purpose of Voice of British Ballet is for the specific purpose of archiving interview transcripts and / or voice recordings of them and that this is made explicitly clear to upon collection, Article 17(3)(d) is likely to negate the right to erasure with regard to this element of data.

Should we not be able to provide a satisfactory answer to any questions or concerns you initially raise, you may contact the Information Commissioner’s Office (ICO) directly: –

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF

0303 123 1113