Terms & Conditions

Thank you for choosing to be part of the community at The Eglesfield Musical Society (“we”, “us”, “our”). We are committed to protecting your personal information and your right to privacy. If you have any questions or concerns about these terms and conditions, or our practices with regards to your personal information, please contact us at contact@eglesfieldmusic.org or by post addressed to The Eglesfield Musical Society, The Queen’s College, High Street, Oxford, OX1 4AW.

Please read this privacy notice carefully as it will help you understand what we do with the information that we collect.

1. WHAT INFORMATION DO WE COLLECT AND WHY?

We only collect the personal information which you voluntarily provide to us via the ‘subscribe’ or ‘contact’ forms on our website. This personal information is your full name and email address.

By subscribing to our email newsletter via our website, you consent that The Eglesfield Musical Society may collect your full name and your email address.

We collect your personal information in order to provide you with a service. This service is a weekly email newsletter during Oxford University term time in which we market our upcoming events and provide a 'round-up' of previous events. The newsletter is disseminated via a mailing list in the Oxford University domain (queens-eglesfield@maillist.ox.ac.uk).

By subscribing to the newsletter via the subscription form on our website, we presume that this email newsletter is the service which you are requesting from us.

We ask whether or not you are a student at the University of Oxford in order to provide the most relevant events information for you. This clause in the form also ensures that only students receive email marketing for student-only events.

You retain the right to unsubscribe from the email newsletter. By unsubscribing, you automatically revoke your consent for The Eglesfield Musical Society to collect your personal information. See clause 4 for more information.

2. HOW DO WE PROCESS THE DATA?

Once you submit this form, your name and email address will be held within our online account at Wix, our website provider.

A member of the current committee will also manually add your personal information to a mailing list hosted by the Oxford University domain (queens-eglesfield@maillist.ox.ac.uk).

You will receive a weekly email during Oxford University's term-time from the Secretary of the 2020/21 Committee. This email will come from our news email, news@eglesfieldmusic.org but will be sent via our society's Oxford University mailing list (queens-eglesfield@maillist.ox.ac.uk).

We will only ever retain your personal information for as long as is reasonably necessary. Should you choose to unsubscribe from the email newsletter, we will destroy all record we ever had of your personal information.

The Eglesfield Musical Society is a registered society with Oxford University. As such, our correspondences must comply with their regulations. The University’s regulations can be found by clicking this link: https://governance.admin.ox.ac.uk/legislation/it-regulations-1-of-2002

(relevant clause (7/8): Users are not permitted to use university IT or network facilities for any of the following: the transmission, without proper authorisation, of e-mail to a large number of recipients, unless those recipients have indicated an interest in receiving such e-mail, or the sending or forwarding of e-mail which is intended to encourage the propagation of copies of itself)

3. WILL YOUR INFORMATION BE SHARED WITH ANYONE?

In short, no.

Only the relevant Oxford University officials and current Society President, Vice-President and Secretary will have access to the mailing list (and, by extension, your personal information).

As far as is reasonably possible, your personal information will only ever be processed in order to disseminate email newsletters.

We will only ever share your personal information to a third party with your explicit consent or to comply with unforeseen legal obligations.

We do not use third-party platforms such as Google Analytics or Mailchimp. All data processing is done internally.

4. YOUR RIGHTS

You will always have the option to unsubscribe from email correspondences. To do this, email us at contact@eglesfieldmusic.org to be manually removed from our Oxford University mailing list and from our account at Wix.

These terms and conditions are up to date as of 14th August 2020. We will update you via email of any changes, but do not envisage any changes in the foreseeable future.