Privacy Policy

This is the privacy statement of the Surrey Hills International Music Festival (“The Festival”), registered Charity No. 1171264.

This privacy statement explains how we collect and use personal information about you.

What personal information do we collect?

We will collect and store contact details (names, emails and/or addresses and, where offered, telephone numbers) of supporters of the Festival and contact points from local music organisations.

We will also collect and store Gift Aid details provided by Friends of the Festival in hard copy and electronic form.

Where we collect personal information from

We collect personal information:

• electronically from people purchasing tickets for our concerts through our Eventcube ticketing system, for which a specific privacy policy is available at https://tickets.shimf.co.uk/support/data-privacy.
• manually from new people attending our concerts who request to be added to our mailing list when they give us their contact details on the requisite form (these are stored);
• manually from new persons attending our concerts who ask to become a Friend (the contact details they give us on our Friends’ Application form is then stored);
• electronically from new people who subscribe to our mailing list from our website; and,
• from new people telephoning, emailing or meeting a member of the Management Committee and asking to be added to our mailing list (a record of such requests is kept).

We take and store photographs of some of our events. Explicit permission will be obtained from identifiable individuals shown in a photograph before it is used on our website, in a press release or in a programme.  A record of this permission will be retained.

How we use your personal information

Our database of contact details will be used solely to provide information about the Festival and occasionally other local musical events to supporters through e-letters or other communications by email or post.

Whom we share your personal information with

Your contact details will not be shared with any other organisation.  Within the Festival organisation, your personal information will only be made available to those who need it to manage the Festival and who agreed to be bound by this policy.

How long do we retain your personal information?

We will hold your contact details while you remain interested in the Festival Concerts or other Festival events.

Holding personal information outside the UK or EEA

Your contact details may be stored on the Google Drive cloud storage service; as a result, the details may be present on non-UK/EEA hosted servers and so will be encrypted when stored.

We use the MailChimp service to automate sending out emails to our supporters. MailChimp complies with all UK and EU regulations and has developed a comprehensive Privacy Policy, which may be accessed at https://mailchimp.com/legal/privacy/.

Your rights

Access to your information – You have the right to request a copy of the personal information about you that we hold.

Correcting your information – We want to ensure your personal information is accurate, complete, and current. You may ask us to correct any personal information about you that you believe does not meet these standards.

Deletion of your information – You have the right to ask us to delete personal information about you as soon as you no longer wish to receive information about the Festival.

Control over the publication of your name – Friends and other donors to the Festival need to give their explicit permission in writing or by email before their status as donors to the Festival is publicised.

Please get in touch with us in any of the ways set out in the Contact information and further advice section if you wish to exercise any of these rights.

Changes to our privacy statement

We keep this privacy statement under regular review and will place any updates on this website.

This privacy statement was last updated on 15 April 2023.

Contact information and further advice

For all queries or requests relating to this Privacy Policy, please get in touch with Henry Pearson via email at henry@shimf.co.uk or by post at: The Lodge, Upper Street, Shere, Guildford, Surrey, GU5 9JA.