Hexham Brass is committed to protecting personal data and handling it responsibly.
What data we collect
We collect and hold:
- names and contact details (e.g. email, phone number) of members
- contact details for parents/guardians of members where appropriate
- limited contact details for relevant individuals (e.g. venue contacts) where necessary for the operation of the group.
We do not routinely collect or store other personal data.
How we use this data
We use personal data only to:
- communicate about rehearsals, performances, and group activities
- manage membership of the group.
We do not use personal data for marketing or share it with third parties.
Enquiries and emails
General enquiries are received via email. These emails are not added to any mailing list. Enquiry emails are retained for up to 12 months and then deleted. Emails relating to confirmed bookings or financial matters may be retained for up to 6 years for record-keeping purposes.
Storage and security
Data is stored securely (e.g. password-protected devices and/or secure email accounts). Access is limited to the group’s organisers as needed. We do not store data on publicly accessible systems.
Dep musicians (occasional players)
Contact details for occasional substitute players (‘deps’) are typically held by the conductor. Where used for group purposes, this information is handled in accordance with this protocol and not shared.
Data retention
Member data is kept only while individuals are active in the group. Data is deleted when no longer needed (e.g. when a member leaves, within a reasonable period to allow for necessary communication such as recovering band equipment).
Individual rights
Individuals may request:
- access to the data we hold about them
- correction or deletion of their data.
Data breaches
Any data breach (e.g. loss of a device or accidental disclosure) will be taken seriously and addressed promptly.
Contact
For any data protection queries, please contact: info@hexhambrass.co.uk
Last updated: April 2026