Privacy Policy

(Last amended 03 July 2025)

Like every other organisation which holds personal data, we regularly review our procedures to ensure that we are GDPR compliant. We take your privacy seriously, and will always treat your personal information (‘data’) with respect. This document sets out what data we hold and on what basis we hold it, how it is used, how long we retain it, and how an individual’s data can be removed from our system.

1. Whose data do we hold?

We currently hold data on all individuals who have actively shown an interest in our events, either by purchasing a ticket from us in the past five years, by booking with our Travel Partners (Specialised Travel Ltd) for an overseas event, or by requesting to join our mailing list. The mailing list is updated regularly as a result of amendments received from, or made by, the individuals concerned; we also delete annually from the mailing list the names and addresses of those who have had no contact with us in the previous five years. If you are happy with the way we currently use your data, there is nothing further you need do; if you wish to unsubscribe, now, or at any time in the future, please see item 7 below.

2. What is our legal basis for holding this data?

> We hold and record data for the purpose of fulfilling our contract with you (to supply participation details for a specific event)
> We hold and record data for marketing purposes (a legitimate interest)
> If you have signed up to our mailing list, we hold your data by consent

3. What data do/do we not hold?

> Our electronic records include names, postal addresses, telephone numbers and email addresses; if an individual belongs to a choir, we record this information also
> Our limited paper records include information as above for certain individuals who are unable to access our online booking system
> We do not store credit card or cheque details
> We do not hold data for any person under the age of 18

4. How do we use your data?

The data you have provided is used in two ways:
> for the purpose of fulfilling our contract with you in terms of facilitating the purchase of tickets or supplying participation details for specific events (we may contact you by post, email or telephone, according to the preferences you have set)
> for keeping you informed of other events organised by TRBC, or, in certain circumstance, by third parties whose events are deemed likely to be of interest to those on our mailing list. We keep you informed in one of two ways:
  >> by email newsletters if you have given your consent for us to contact you by email (usually four or five times a year)
  >> by post once a year if you have not given consent for email contact

5. How secure is the data?

> Data is stored in a secure, password-protected environment, accessed only by the staff of Scratch Concerts Ltd
> Data will never be sold to a third party
> Data will not be shared with third parties unless (i) we are required to do so by law; (ii) it is wholly necessary for the performance of a contract or to keep you informed of our events (such as overseas events operated by our travel partners, Specialised Travel Ltd); or (iii) we have your explicitly given permission to do so for any other reason
> In the event of (ii) above, the data will be shared over a secure, password-protected link, and we will require our partner organisations to demonstrate compliance with GDPR

6. How long do we retain your data?

> Your data is retained indefinitely on our active mailing list as long as you continue to interact with Scratch Concerts Ltd or until you request to unsubscribe (see below)
> If, after a period of five years, you have not made any bookings/purchases with us, or accessed your account to update it, your details are automatically removed from our active mailing list.

7. You can unsubscribe at any time *

> To unsubscribe from any e-mail newsletter, click on the link at the foot of the email (please note this will not remove you from our postal mailing list; it merely ensures that you will not receive general marketing emails)
> If you prefer not to hear from us at all, either by email or by post, you need to login to your account via the login button on our website (top right of the Home page), scroll down below your details and follow the instructions at the foot of the page
> You can email members@trbc.co.uk. We need your full name and email address in order to identify you correctly, so be sure to include these when you contact us. You should also specify if you are asking to be removed from our mailing list altogether*, or merely declining email/postal contact. 

*Please note that singing tickets for Messiah from Scratch® can only be purchased via the dedicated booking area on the Royal Albert Hall website. This RAH area can only be accessed via the TRBC website by those who are on our mailing list and are able to sign in with their email address and password. Removing your name completely from our mailing list means you will not be able to purchase Messiah singing tickets.