Our full Privacy notice is available to read here.
Our privacy commitment to you
Here at Wren Music, we want everyone who engages with us, supports us, and attends our events, to feel confident and informed about how any personal information shared with us will be looked after or used. We do everything we can to keep your information secure and use it only for the purposes you intend.
How we collect information about you
Everything we do, we do to ensure that as many individuals as possible have access to life-changing music-making and musical experiences. We want to make sure you receive the communications that are most relevant to you, be it through visiting our website or receiving emails, or phone calls. We also want to make sure you receive the best experience when you book on to an event, get in touch with us, ask to hear more about us, or make a donation.
We collect information from you in the following ways:
- When you interact with us directly
- When you visit our website
Information we collect and why we use it
We collect some basic information to help you register for an event, sign up to our newsletters, support us, or make other general requests or enquiries.
As a condition of our charitable funding, we may also be called upon to provide demographics data on attendees of our events in an anonymised, aggregated format when reporting, for funding bodies such as Arts Council England.
Personal information we collect includes details such as your name, date of birth, email address, postal address, telephone number and records of correspondence. Photographs of individuals for the purposes of marketing and promotion are also classed as personal information.
Special Category Data
At Wren music, special category data we may hold includes information about an individual’s ethnicity.
Aggregated or pseudonymised data
As well as personal confidential data, Wren Music may use other categories of data which are designed to improve the safety of the individuals that it refers to, specifically, Wren may use Anonymised data, which is where personal identifiers are removed to communicate with funding organisations (such as Arts Council England). In cases such as these, the individual cannot be reidentified.
Some of Wren Music’s work is aimed at young children, to deliver these services safely, it is necessary to for us to store information on our database. Before we collect any information from an individual under the age of 18, we will always ask them to:
- Obtain the permission of a parent or guardian before registering with us, and provide Wren with their contact details; and
- Inform them that photographs may be used for the purposes of marketing and give the right to dissent to share that
What we do with your information
We use your information to:
- Administer and facilitate the events and/or opportunities for which you have registered, and provide the services or goods you have requested, or the ways you can support us as a charity e.g. provide you with the information you need in order to attend our events and groups;
- To update you with important administrative messages about an event, or services or goods you have requested;
- Contact you about other Wren events and opportunities in which we think you may be interested, and how you can support us, but only where you have let us know, or expressly indicated, that you are happy for us to do so;
- Let you know about any changes to Wren Music or our events and groups;
- To keep a record of your relationship with us; and
- To comply with the Charities (Protection and Social Investment) Act 2016 and follow the recommendations of the official regulator of charities, the Charity Commission, which require us to identify and verify the identity of supporters who make major gifts so we can assess any risks associated with accepting their donations.
We may also use your personal information:
- To invite you to participate in feedback surveys or research to further our charitable aims and provide a better experience;
- To invite you to a reception or fundraising event;
- With a legal basis for using your information. There are lawful reasons that allow us to process your personal information and one of those is called ‘legitimate interests’. This means that the reason that we are processing information is because there is a legitimate interest for Wren Music to process your information to help us to achieve our charitable vision of making high quality musical experiences accessible by This is done at no detriment to you, or the safety and integrity of your personal information.
What we don’t do with your information
We do not sell your data or pass on your data to any other organisations for marketing purposes.
We will not use your information in other ways unless we have permission to do so. We do not use your data for anything other than the purpose for which it was supplied to us by you, unless the new purpose is similar and fair.
The only exceptions might be:
- If we were legally obliged to do so, for example by the police;
- If it was necessary to protect our staff, or other
How we store it
Data is stored securely in a manner which complies with the Data Protection Act 2018.
It is important to be aware that no system is 100% secure. However, we take every care to ensure the security of your data with robust procedures, up to date technology and software, and staff training to prevent security breaches.
Access to your information
Any information that we hold is accessible under chapter iii of the Data Protection Act 2018, if you wish to request a copy of this data from us, you may do this by making a ‘subject access request’. We may ask you to prove your identity in order to process this.
You can make a subject access request in the following ways.
- Write to Wren Music, Ebeneezer Hall, North Street, Okehampton, EX20 1AR;
- Telephone 01837 53754; or
- Email email@example.com with the subject line ‘Subject Access Request’
How to stop us contacting you and the right to be forgotten
We understand that circumstances change, and that in time, the work of Wren Music may no longer be relevant to you. In cases such as these, you can contact us on the above details and inform us and we will ensure you are removed from any databases under the Right to be Forgotten (Data Protection Act 2018)
Know Your Rights
The Information Commissioner’s (ICO) website is the best source of information about your data protection rights as they apply in the UK: https://ico.org.uk/for-the-public/
Data Protection Officer Contact Details
- Email – firstname.lastname@example.org
- Post – Wren Music, Ebenezer Hall, North Street, Okehampton, EX20 1AR
Wren Music Safeguarding & Child Protection
Wren Music is committed to ensuring we provide a safe environment for the children with whom we work and we recognise our responsibility to safeguard the welfare of all children participating in activities run by Wren Music or using Wren Music’s facilities.
This policy applies to anyone working for or on behalf of Wren Music. For the purpose of this policy the above people will be referred to as staff. A child or young person is defined as anyone under the age of 18 and will be referred to as ‘child’ or ‘children’.
The purpose of the policy is to provide clear guidance on Wren Music’s expected standards of behaviour to safeguard children and what to do if there is a suspected case of child abuse or where a child discloses that they have suffered abuse.
Wren Music Designated Child Protection Officer (DCPO): Paul Tucker. Telephone 01837 53754
Read our Safeguarding Policy in full here.