Our privacy policy is the promise we make to our stakeholders about how and why we store your private information. NCO is registered with the Information Commissioner’s Office as required by the Data Protection Act 1988.  NCO is also compliant with the General Data Protection Regulation 2018 (GDPR).

How do you use my information?

  • For young musicians and their families

When you are applying for an audition with NCO, you are required to fill in a form, which contains many questions. The questions are regarding your personal details, ranging from sensitive information such as your full name and date of birth, your parent’s contact details, which school you attend, financial circumstances (i.e. household income), and less personal information such as the instruments you play and other musical activities you take part in.

All of this information is stored on TryBooking.com (the platform NCO uses for booking auditions) for the duration of the application process, and is downloaded once the audition applications are closed.

This downloaded information is exported into NCO’s database. If you are an unsuccessful audition applicant, we will hold your information for 24 months. This is because we may feel it is appropriate to contact you regarding other opportunities to join NCO.

If you are a successful application, we will hold your information for the duration of your membership with NCO. We will use this to ensure you are informed of NCO activities and for administrative, marketing and fundraising purposes.  Before NCO residential courses and regional orchestra activities, we will also ask you for health and welfare information relating to your child to ensure they can be cared for appropriately whilst engaged in NCO activities. This information will be kept strictly confidential, and shall only be shared with personnel who are engaging with your child.

Personal information from parents or in relation to their children will normally be retained for a period of 24 months following the end of a child’s membership with NCO.  Images such as photographs made for marketing purposes – which are always anonymised – will be retained beyond this period.  During this 24-month period, we will ask you if you are happy for NCO to retain your contact details to keep you in touch with NCO in the future.

  • For office staff

When you are employed by NCO as part of the office team, you will be asked to complete an Employee Starter Form. You must provide personal and contact details, a copy of your passport; P45 and a valid work permit/visa (if applicable). You must also disclose your bank account details in order to be paid. This information is kept on file for six years as an HMRC legal requirement.

  • For course staff

When you are employed through NCO’s payroll to work on one of our courses, you will be asked to complete a Fees and Expenses Claim Form. You must provide personal and contact details, as well as bank account details in order to be paid. This information is kept on file for six years as an HMRC legal requirement.

  • For supporters

When you sign up as a Friend or Patron of NCO, you will provide NCO with basic information, including your name, postal address and additional contact details at your discretion. The details you provide will be held by NCO so that we can administer your membership, deliver your membership benefits and contact you with information about NCO for the duration of your support.We will not use your information in any other way, without your consent.

  • For E-News subscribers

Please note a separate policy exists for our monthly e-news subscribers. View here.

  • For website users

Please note a separate policy exists for our website users. View here.

Financial details

Under no circumstances does NCO ask for your financial details, except for when completing

  • an Employee Starter Form
  • a Fees and Expenses Claim Form
  • a Bursary Application Form

Financial information provided by office and course staff is kept on file for six years as an HMRC legal requirement.

Financial information supplied by you in connection to an application for financial assistance, and the administration of any bursary awarded, is subject to separate data protection arrangements. In order for us to process the financial assistance application, the data provided will be passed to an independent third party using a secure data file.

We will always do our best to protect your personal information. However, we cannot guarantee the security of your data transmitted before it reaches us, and any transmission is therefore at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

Third Parties

We will never sell your data to any third party.

For bursary applicants, in order to process your application for financial assistance, we must share your details with an independent third party using a secure data file. Where we use third parties, we require them to adhere to appropriate controls to protect personal information. They will not be allowed to sell your data or compromise its security in any way.

From time to time, we may wealth screen our supporters. The results of this screening are treated as highly sensitive and used to enable our development team to make sensible and appropriate asks and requests of our donors.

Right of access

You may ask to see any information held about you or your child, or to be deleted from NCO’s database / mailing lists.  Please contact NCO in this regard.  Parents are asked to let NCO know if any of their contact details change, or if there are any inaccuracies in them.  Parents should also advise NCO if they no longer want to receive information or services from NCO.

Please note this policy is subject to change