Privacy and Data Protection

 

Privacy Statement and General Data Protection

Your personal privacy is important to us. This notice explains how we collect, store, manage, process, and protect your personal information.  It lets you know the types of information we might hold, how and where we’ll use it once it’s been collected, and how we will keep it safe.  We’ll always aim to be very clear when we ask you to share any information with us and won’t do anything with it that is unexpected.

If you want to contact us about this privacy policy, or anything to do with your data at L&SCRC, you can contact us by:

  • Email: lscregion.secretary@gmail.com

How We Collect Personal Information

We’ll collect information from you in several different ways. Most of the information comes directly from you and with your consent when you enter our contest, via post or over the phone.  We also gather some information when you browse our website.

We will collect your personal information when:

  • You participate in our contest
  • You contact the Regional Secretary (or any other committee member)

We will always make it clear what data we are collecting from you during these transactions and how we will use and store that data.

The following data and information may also be collected automatically when you visit our website:

  • IP address
  • Referring website
  • Web browser and device
  • Cookies
  • Time and date
  • Web pages visited
  • Geographical location

We may also capture your image/your band’s image in photography at our contest. 

Do we use cookies?

Yes.  Cookies are small files that a site or its service provider transfers to your computer’s hard drive through your Web browser (if you allow it) that enables the sites or service providers systems to recognize your browser and capture and remember certain information.

We use cookies to compile aggregate data about site traffic and site interaction so that we can offer better site experiences and tools in the future.

 

This website creates a small number of Google Analytics cookies:

  • utma
  • utmb
  • utmc
  • utmt
  • utmz

We use Google Analytics to find out information about your visit such as the amount of time you’re on our website, how many times you’ve visited, and how often you visit.   If you’d prefer not to have Google Analytics cookies saved on your computer, you can change this through your browser’s privacy preferences. Instead, you could install a browser add-on that helps you manage Google Analytics (GA) cookies. For information on GA cookies please view the links below:

Google: google.com/intl/en-GB/policies/technologies/cookies

Third party cookies

Third-party cookies are tracking codes that are stored under a different domain than the one you are currently visiting.

The London and Southern Counties website does not use any third-party cookies.

Third party links

Occasionally, at our discretion, we may include or offer third party products or services on our website. These third-party sites have separate and independent privacy policies. We therefore have no responsibility or liability for the content and activities of these linked sites. Nonetheless, we seek to protect the integrity of our site and welcome any feedback about these sites.

The Types of Personal Information We Collect

We only collect personal information that is essential to our operations in organising the Regional Contest and to maintain our records and accounts.

Most of the information we collect is obtained directly from you and may include:

  • Prefix and name
  • Gender
  • Email address
  • Postal address
  • Contact phone number(s)
  • Payment
  • Records of communications sent to you by L&SCRC or received from you
  • Photos, film and audio recordings of projects or performances

 

How We Use Personal Information

The information we collect about you helps us to provide you with the best service we can; to better understand what you need from us, and to make sure you don’t miss out on information about our contest.

We process personal information to fulfil a contract with you (e.g. to allow you to participate in the Regional Contest), where we have your consent to do so, where we are legally obliged to and where there is a legitimate interest.  For example, we may use your information to:

  • Deliver information and process transactions with you
  • Improve the service we offer you
  • Understand how you want to be contacted. i.e. email, post, phone
  • Gather feedback from you directly or by survey

 

How We Manage and Protect Personal Information

We will never share your personal information with any third parties for marketing purposes without your prior consent.  We will never sell, rent or trade your personal information.

We implement a variety of security measures to maintain the safety of your personal information when you enter, submit, or access your personal information.

We protect all the personal information we collect.  Information is secured on password protected equipment.  Hard copies are stored in hardcopy in locked filing cabinets.

We’ll only keep information for as long as is reasonably necessary for the purposes set out in this notice and to fulfil our legal obligations; we’ll never keep information longer than we need.  In most cases, unless there is a sound reason for doing so, we will only keep personal data for a period of 2 years.

If you ask us to stop sending you direct marketing communications, we will; you can change your preferences at any time.

Although we will do our best to protect your personal data, we cannot guarantee the security of the data you transmit to our site as no transmission over the internet is 100% secure; any transmission of your data to us is therefore at your own risk.

Your Rights

You have the right to ask us to amend or stop how we use your personal information including for marketing purposes.  You can do this by emailing using the contact details below.

You have the right to get the information we hold on you corrected.  If you have any concern about the accuracy of your personal data, please let us know using the details below.

You have the right to be forgotten; if you would like us to remove the personal information we hold about you, please contact us using the details below.

You can request details of personal information that we hold about you by contacting the Regional Secretary (details below) and providing a description of the information you would like to see, together with proof of your identity.  We will respond to all information requests within 28 days.

It is easy to access and amend the personal information that we hold on you.  You can do this via email: lscregion.secretary@gmail.com

You have the right to lodge a complaint with The Information Commissioner’s Office.

Further Information and updates to this notice

The regional-contest.org.uk website is owned and operated by the London & Southern Counties regional Committee.  For the purpose of the Data Protection Act 1998 and EU GDPR the data controller is Kevin Williams, lscregion.secretary@gmail.com

This notice was updated on 30th November 2025.  It may be necessary to update it from time to time to reflect changes to our business operations or to legislation.  Updates will be posted on our website – please check back from time to time.  We may also inform you directly of any changes.