Privacy Policy
Under development. This privacy statement is still being written. Some sections are incomplete and the wording may change.
Who we are
To write: who the data controller is (each choir, and you as the platform provider) and how to contact them.
What we collect
To write: name, email, phone, voice section, emergency contact's name and phone, attendance records, consent records (online or from signed paper forms).
Why we use it
The law requires a "lawful basis" for each way your details are used. These are ours:
| What we do with your details | Lawful basis |
|---|---|
| Run your membership on OurChoir while you're a member: rehearsals, attendance, fees, contacting you about choir business | Your consent, given when you join (see below) |
| Keep your details for 3 years after you leave, so you can easily rejoin, the choir's attendance and fee records stay complete, and any questions about your membership can be answered | The choir's legitimate interests in running the choir and keeping proper records |
| Email you news about concerts and events, including after you leave | Your consent to news emails, which you can turn off at any time |
[Check: keep a short written "legitimate interest assessment" explaining why keeping former members' details for 3 years is needed and fair.]
What you agree to when your choir uses OurChoir
Your choir has its own membership rules, which you agree with them directly. OurChoir only records what you agree to about your details being kept on OurChoir. When you accept your invite or sign a paper joining form, you agree to three things:
- Our Terms of Service and this Privacy Policy.
- Your choir storing and using your details on OurChoir to run your membership: your name, email address, phone number, voice section, your emergency contact's name and phone number, your rehearsal attendance and the fees you've paid. Your emergency contact must have agreed to you sharing their details.
- That you're 16 or older, or that a parent or guardian has agreed on your behalf.
These are needed for your choir to manage your membership on OurChoir. Your consent lasts until your membership ends, or until you withdraw it by telling your choir's Owner or an Admin, in person or in writing. Withdrawing it means your choir no longer manages your membership through OurChoir: you're recorded as a former member, and your details are then kept for 3 years as described under "How long we keep your information". Whether you can stay in the choir without using OurChoir is up to your choir's own membership rules.
What you can choose
- News emails. Whether your choir emails you about concerts and events is up to you. You can turn this on or off at any time on your My details page, or ask a leader to turn it off for you. It doesn't affect messages about your membership, such as rehearsal changes or fees.
- Your contact details. You can update your name, phone number and emergency contact on your My details page at any time.
Who we share it with
To write: who it's shared with, including processors such as Supabase, Vercel and Mailjet.
Transfers outside the EEA
To write: any transfers outside the EEA/UK and the safeguards used.
How long we keep your information
- While you're a member, your choir keeps your details for as long as you're in the choir.
- When you leave, or withdraw your consent, you're marked as a former member. You come off the register and future fees, and your details are kept for 3 years under the choir's legitimate interests (see "Why we use it"). If you agreed to news emails, you'll still hear about concerts and events until you turn them off.
- 3 years after you leave, your record is anonymised automatically. Your name becomes "Former member" with your member number, and your email address, phone number and emergency contact are deleted. Your voice section, past attendance and payments are kept without anything that identifies you, so the choir's registers, accounts and statistics stay complete. If you have a login and aren't a member of any other choir on OurChoir, your login is deleted too.
- If you'd like your details removed sooner, ask your choir's Owner. You have the right to object to us keeping them, and the choir will consider your request and reply within one month. It may keep some details for the full 3 years if it has good reason to, for example unpaid fees. [Check: whether any fee or payment details must be kept for longer, e.g. for the choir's accounts.]
- If you were invited but never joined, your choir can delete your details completely at any time.
- Records of what you agreed to, and when, are kept with your record, anonymised along with it, so the choir can show it had permission to use your details.
- Backups. Copies of the database are kept in backups for [up to X days] and are then overwritten. [Check: your Supabase plan's backup period.]
If you rejoin later, even after your record has been anonymised, you can use the same email address.
Your rights
To write: access, rectification, erasure, restriction, portability, objection (to details kept under legitimate interests), and withdrawing consent.
Complaints
To write: the right to complain to a supervisory authority (in Ireland, the Data Protection Commission).
Cookies
We use only essential cookies. See Cookies for the full list.
Version 2026-10-18