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Privacy Statement

This privacy statement sets out how Hart Voices uses and protects any personal information that you provide to us when you use this website or interact with us. Hart Voices respects the privacy of visitors to its website and is committed to the protection of their personal information.


Should we ask you to provide certain information by which you can be identified when using this website, then you can be assured that it will only be used in accordance with this privacy statement.


Hart Voices may change this statement from time to time by up-dating this page. You should check this page from time to time to ensure that you are happy with any changes. This statement is effective from 25 May 2018.



1. Definitions


In this privacy statement references to:


“we”, "us", "our" are to Hart Voices, registered charity number: 264333, which is based at 22 Wellington Avenue, Fleet, Hampshire, GU51 3BF, United Kingdom.


“the Website” are to and any other website owned or operated by us.


"GDPR" are to the General Data Protection Regulation (GDPR) (EU) 2016/679 which is a regulation in EU law on data protection and privacy for all individuals within the European Union.



2. Information we collect


We may collect and process the following information from you:

  • Contact details in relation to the provision of membership information or concerts and events which we are promoting, including any personal details about you as an individual from which you can be identified, which is provided to us through forms on the website, downloaded from the website, e-mails exchanged with us and sometimes from third party companies. This is likely to include information such as your name, address, telephone number, email address, and any other relevant information we may need in order to interact with you and provide you with information which may be of interest to you if you want it.

  • Your IP Address (a string of numbers unique to your computer) that is recorded by our web server when you request any page or component of the website. This information may be used to monitor your usage of the website.

  • Other information relevant to customer surveys and/or offers.


Our websites are not intended for children and we do not knowingly collect data relating to children.


Under the GDPR, you may request a copy of any personal information which we hold about you. You may also ask us to update your information if anything is inaccurate, as well as request that we restrict the processing of, or delete your data.


If you would like to exercise your rights, please write to us at Any request will be considered within five business days and notification will be forwarded to you to confirm when such alteration has been made (normally within 30 days). We will take reasonable steps to confirm your identity before providing you with details of any personal information we may hold about you.


Please note however, there may be occasions when we are unable to restrict the processing of or delete personal data when it is related to any legal proceedings or potential legal proceedings, or would prevent us from fulfilling our legal responsibilities.




3. Legal basis for processing personal data


Membership Data

Hart Voices collects and processes some personal data about our members because it is necessary for:

  • the pursuit of our legitimate interests

  • the purposes of complying with our duties and exercising our rights under contract

  • complying with our legal obligations



Consumer information

Hart Voices collects and processes some personal data about audience members, similar interest groups and individuals who have provided us with information because it is necessary for:

  • the pursuit of our legitimate interests

  • the purposes of complying with our duties and exercising our rights under contract

  • complying with our legal obligations



When it comes to direct marketing activities, we may also process your data with your consent, for the purposes set out in this privacy policy


If you have provided us with consent for direct marketing activities, you have the right to withdraw consent at any time and where consent is the only legal basis for processing, we will cease to process data after consent is withdrawn.




4. Use of your information


Any information about you as an individual which we collect from the website will be used in accordance with the General Data Protection Regulation (2016/679) and other applicable laws.


The information we have identified in section 2 of this privacy statement may be used as follows:

  • so that we can understand your needs and provide you with a better service

  • so that we can deal with our members for the purpose of being a charitable organisation and membership organisation

  • so that we can provide you with information about events we are planning which you might be interested in

  • so that we can fulfil our legal obligations


In certain cases, we may use your e-mail address to send you information about our products and services. If so you will be offered the option to opt out of receiving such e-mails.


We may need to pass your personal information to other companies for administrative purposes (such as our cloud-based marketing systems). We may use third parties to carry out certain activities, such as processing and sorting data, monitoring how customers use the website and issuing our e-mails. Third parties are not allowed to use your personal information for their own purposes, and are appointed as Data Processors where applicable to ensure compliance with GDPR. For these purposes your details may be transferred outside the European Economic Area (EEA) however we take care to make sure that any cloud-based solutions we use are covered under the EU Privacy Shield and the provider can demonstrate compliance with the GDPR.




5. How we will not use your information


Hart Voices will not:

  • sell, share or rent your personal information to any third party without your express permission, other than the third party suppliers of services already identified above.

  • use or employ any systems which perform automated decision making or profiling of personal data.

  • sell or pass on your personal information to any other person or company, except in accordance with the point above, or if we are required or permitted to do so by law.

  • hold personal card payment details such as your card number, expiry date and security code. Where card payments are handled through an accredited payment bureau, you should visit their website to view their privacy policy. In order to effectively process credit or debit card transactions it may be necessary for the bank or card processing agency to verify your personal information for authorisation with an entity outside the EEA. Such information will not be transferred out of the EEA for any other purpose.




6. Security


We are committed to ensuring that your information is secure. Unfortunately, the transmission of information via the internet including e-mails are not completely secure. We cannot accept responsibility for any unauthorised access or loss or data that is beyond our control. However, once we have received your information, we have put in place suitable physical, electronic and managerial procedures to safeguard to prevent unauthorised access or disclosure.


Where we have given you (or where you have chosen) a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential. We ask that you do not share your password with anyone.


When handling online payments, we will capture your card payment details via a recognised, third party payment processor which uses a secure link using recognised industry standard Secure Sockets Layer (SSL) technology, which encrypts the data whilst passing it over the internet and which is indicated on most browsers by a padlock in the status bar. We do not store credit or debit card details, as they are processed by our payment processor on our behalf.




7. How long do we keep your data?


Hart Voices retains your personal information for as long as is necessary for the purposes for which it was originally collected and allowed by law. The length of time we keep your personal information is determined in accordance with the following criteria:

  • your relationship with us and the types of products or services you have with us

  • any limitations periods within which claims might be made

  • the existence of any relevant proceedings

  • the length of time it is reasonable to keep records to demonstrate that we have fulfilled our legal obligations

  • any retention periods prescribed by law, by regulators, professional bodies or associations




8. Cookies


A cookie is a small file which asks permission to be placed on your computer’s hard drive so that the website can remember who you are. Cookies allow web applications to respond to you as an individual and helps us log information and details of visitor patterns. Analysis of this information helps us improve our website and deliver a better service by enabling us to monitor which pages you find useful and which you do not.


A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.


We collect this information in a way which does not gather personal identity information about you. You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer.


For an explanation of cookies see:


If you have any questions regarding cookie use, please contact us by email at




9. Other Websites


This privacy policy only covers the website


Our website may, from time to time, contain links to other third party websites which may be of interest to our users. These third party websites may be subject to their own privacy policy, which may differ from ours and we are not responsible for the content provided on any third party web sites. You should exercise caution and look at their privacy statements before you submit any person data.




10. Changes to our privacy statement


Any changes we may make to our privacy statement in the future will be posted on this page. We encourage you to periodically review this privacy statement to stay informed about how we are helping to protect the information we collect.

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