Privacy Policy

Society of Recorder Players Privacy Policy

Introduction

This privacy policy explains how we process your information in accordance with the

UK General Data Protection Regulations (UK GDPR).

We are The Society of Recorder Players.

We are a charity registered in England and Wales under registration number 282751

and in Scotland under number SC038422

You can contact our data controller at secretary@srp.org.uk.

What Information We Hold and Why

We hold personal information collected from you:

1. if you are a member, to administer your membership and keep you informed

about the society and matters of interest to recorder players;

2. if you register with or post to our website or subscribe to our newsletter, to

provide the services you have requested;

3. if you buy goods from us, in order to supply you with the goods;

4. if you apply for a grant from us, in order to evaluate your application.

We hold personal information collected indirectly:

1. If you visit our website, we collect only your IP address and the pages you

have visited. This is for

a. evaluating the use of the site

b. maintaining the security of the site

In all cases our lawful basis for processing your information is the

‘legitimate interests’ of the society.

Sharing

We only share your information if it is necessary to achieve the purpose for which we

collected it.

1. If you are a member we share your name and address with Recorder Music

Mail so they can send you The Recorder Magazine.

2. If you use our website to make a purchase, give a donation or pay your

subscription we share your name, address, telephone, email and transaction

amount with our payment service provider. This may be an international

transfer. We will share information with our payment services provider only to

the extent necessary for the purposes of processing payments you make via

7th Feb 2025 SRP Privacy Policy Page 1 of 2Society of Recorder Players Privacy Policy

our website, refunding such payments and dealing with complaints and

queries relating to such payments and refunds.

Our payment services provider is PayPal. All PayPal transactions are subject

to the PayPal Privacy Policy, which you can see at

https://www.paypal.com/uk/lega...

Membership List

With your permission, we will include your name and your address and contact details

(as specified by you) in a membership list that is available online only to members

of the society.

The lawful basis we use for producing this membership list is ‘consent’.

Retention

We retain your information only as long as necessary.

• Membership records: 6 years after membership lapses

• Records relating to membership subscriptions and donations: 6 years from

the end of the membership year

• Event bookings: immediately after event

• Other donations: 1 year

• Purchases: 1 year

Your Rights

You have rights over your personal information.

1. This privacy policy provides you with all the necessary information about how

we process your information.

2. We will give you all the personal information we hold about you on request.

3. We will correct any inaccuracy or incompleteness in our data on request.

4. We will erase your personal data on request, unless it is necessary under the

terms of the UK GDPR for us to retain it.

5. We will restrict processing of your personal information if you request it and

your request falls within the terms of the UK GDPR right to restrict.

6. You may object to our use of your personal information. We will stop

processing it if possible within the terms of the UK GDPR.

Ratified by the Trustee Committee 7.2.25 Document Review Date: December 2025

7th Feb 2025 SRP Privacy Policy

Use of Email Tracking Pixels

All emails sent by the system contain a tracking pixel. This is used to track whether each email has been opened by the recipient, and when. This information can be viewed by those users of the system with permission to view email delivery reports. We do not display any information regarding the location of the recipient. Note that the tracking pixel is only activated if the recipient chooses to download images into their email client.

Data Processor

We, Society of Recorder Players, make use of the myClubhouse software supplied by Simmetrics Ltd to process personal data we include on our myClubhouse website in accordance with our privacy policy set out above. Simmetrics Ltd processes your personal data on our behalf and they can only do so in accordance with our written instructions. You can find the details of our data processor’s privacy policy here: http://www.myclubhouse.co.uk/Home/PrivacyPolicy.

Use this form to send an email to another member. You may only send to one member at a time. Your registered email address will be passed on to this member but you may also include alternative contact details.

Note: Emails sent via the website are not entirely private. A copy of every email is held on the database and this can be accessed by certain society administrators using the Sent Emails page.

From

Alternative contact email

Another email address which the recipient can use to contact you.

Alternative contact details

Other contact details which the recipient can use to contact you e.g. phone number.

Subject

Message

Copy this message to my email address

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Title

Description

Requested Membership Subscriptions

One or more of the requested Membership applications require approval. You will be emailed if your request has been approved and, at that point, you will be able to view and accept or reject the membership offer and proceed with payment. will be emailed once the request has been approved and, at that point, they will be able to view and accept or reject the membership offer and proceed with payment.

Subscriptions have been automatically approved and have been added to your basket. Please now proceed there to make payment.

Pay for Subscriptions

Reference	Name	Category	Costs
			Joining Fee Cost /	View Manage

Group Subscriptions

- :

You have requested one or more group membership subscriptions. You should now use the register buttons below to add additional members into the available slots.

No.	Membership
	One of:

Next Steps

GoCardless Direct Debit —

scheduled to be collected automatically by GoCardless. There is no need to record manually unless the GoCardless notification has been missed.

If you do record it: entering the GoCardless payment reference (e.g. PM...) will allow the duplicate notification to be safely ignored. If you use an unknown or incorrect reference, myClubhouse may incorrectly mark the as paid when it processes the collection.

Stripe —

scheduled to be collected automatically by Stripe. There is no need to record manually unless the Stripe notification has been missed.

If you do record it: entering the Stripe charge reference (e.g. ch_...) will allow the duplicate notification to be safely ignored. If you use an unknown or incorrect reference, myClubhouse may incorrectly mark the as paid when it processes the collection.

Scheduled Electronic Payment

scheduled to be collected automatically by . There is no need to record manually unless the provider's notification has been missed. If you mark it as paid and the automatic collection also succeeds, the payment may be recorded twice.

GoCardless Direct Debit Stripe — RE: : GoCardless Direct DebitsStripe paymentsPayments via are normally recorded automatically. There is no need to record manually unless has been missed. Please enter the exact payment reference where possible. Payments with different references must be recorded separately.

Payee

Paying User

Payment Date

Payment Method

Amount

Refunds may be recorded using negative amounts.

Payment Reference

Notes

Allocation to Due Payments

Select the due payments that are covered by this received payment.

Unallocated Amount

	ID	Purchaser	Purchase	Amount	Due Date	Allocated Amount
— scheduled for automatic collection
						£

No due payments.

Applied Discounts

Loading preview …

Error:

Subscription is .

Confirmed payments
Already recorded
To be recorded

Payment subscription(s):

— inactive

All payments are recorded, but the subscription is no longer active and at least one payment subscription is still marked active. Click Proceed to deactivate it and cancel any future due payments.

All confirmed payments are already recorded.

Payment on is for .

This amount doesn't match the sum of the payment subscriptions. Please enter how the amount should be distributed:

Payment Subscription	Suggested	Actual Amount

Total entered

Enter 0 for any subscription whose payment has not been collected — it will be marked inactive.

Actions performed:

No payments required recording.

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