Privacy Policy

What is this Privacy Policy for?

This privacy policy is for this website and served by The Hymn Society of Great Britain and Ireland and governs the privacy of its users who choose to use it.

The policy sets out the different areas where user privacy is concerned and outlines the obligations & requirements of the users, the website and website owners. Furthermore the way this website processes, stores and protects user data and information will also be detailed within this policy.

The Website

This website and its owners take a proactive approach to user privacy and ensure the necessary steps are taken to protect the privacy of its users throughout their visiting experience. This website complies to all UK national laws and requirements for user privacy.

How do HSGBI handle personal data?

Our processing of personal data is in line with the requirements of the GDPR which is part of UK and EU law.

How does GDPR say personal data should be handled?

The principles of the GDPR assert:

  • that processing of personal data must be fair, lawful, transparent and secure;
  • that data will be used only in line with the purposes for which it was first collected;
  • that data will be kept up to date, with any necessary corrections made as quickly as possible;
What rights does an individual have and how are they reflected in HSGBI’s processes?

You have the following legal rights:

  • The “right to be informed” about how we process your data. This Privacy Notice provides that information. Further details can be found in our Data Policy, available on request.
  • The “right of access” to the data we hold, and to know how we are using it. You can raise a Subject Access Request if this Privacy Notice does not answer your questions.
  • The “right to rectification”: if the data we hold is incorrect, you can ask us to change it. Where we have shared that data with other organisations (for example, through our joint membership arrangements) we will ask for the relevant changes to be made there as well. Sometimes it may not be possible to correct the error in full – for example, if a mistake was printed in a mailing to all our members we may ask you to agree to an apology and correction with the next mailing.
  • The “right to erasure”: if you feel we no longer need to hold some or all of your personal data you can ask us to delete it. This also covers data which we have gathered with your specific “consent” (usually given using a tick-box on either our website or a paper form); if for some reason you change your mind, you can ask us to stop holding and using that data. However, please note that sometimes this may make it impossible for you to remain a member of HSGBI (e.g., if you ask us to delete your address, we cannot send you our mailings). We may also want to keep some details for HSGBI’s historical records (for example, to keep a list of the names of those who attended past conferences).
  • The “right to restrict processing”: if you think the data we hold is inaccurate or that we are processing it unlawfully, you can ask us to stop using your data until we have resolved this issue. We will note the restriction on our data and pass your request to any third parties as necessary.
  • The “right to data portability”: this is a new right, applicable to certain kinds of automated processing. Our only automated processing is the use of a mailing list to members. We do not provide automated data links from our IT systems to those of other organisations.
  • The “right to object” to us using your personal data for profiling, direct marketing and some types of scientific and historical research and statistics in a way which may affect you. HSGBI does not engage in any of this type of processing.
  • “Rights related to automated decision making and profiling”: as above, this is not something done by HSGBI.
What data does HSGBI collect, and how do we handle it?

The following table shows what data we collect and use, why legally we can process this data, and how long we keep it. (insert table 3 here). We also only pass your data to other organisations when you ask us to (such as joint membership arrangements) or when we need to (such as mailing lists used by the printers who issue our mailings).

How can I raise any questions, concerns or requests (including Subject Access Requests) or ask for corrections to my data?

You can either use the “contact us” section of our website or write to our Secretary.

What if I am not satisfied with the way you handle my personal data?

GDPR-related data handling in the UK is overseen by the Information Commissioner’s Office, a government department, and you can complain to them if you feel it necessary.

Use of Cookies

This website uses cookies to better the users experience while visiting the website. Where applicable this website uses a cookie control system allowing the user on their first visit to the website to allow or disallow the use of cookies on their computer / device. This complies with recent legislation requirements for websites to obtain explicit consent from users before leaving behind or reading files such as cookies on a user’s computer / device.

Cookies are small files saved to the user’s computers hard drive that track, save and store information about the user’s interactions and usage of the website. This allows the website, through its server to provide the users with a tailored experience within this website. Users are advised that if they wish to deny the use and saving of cookies from this website on to their computers hard drive they should take necessary steps within their web browsers security settings to block all cookies from this website and its external serving vendors.

This website uses tracking software to monitor its visitors to better understand how they use it. This software is provided by Google Analytics which uses cookies to track visitor usage. The software will save a cookie to your computers hard drive in order to track and monitor your engagement and usage of the website, but will not store, save or collect personal information. You can read Google’s privacy policy here for further information [ ].

Other cookies may be stored to your computers hard drive by external vendors when this website uses referral programs, sponsored links or adverts. Such cookies are used for conversion and referral tracking and typically expire after 30 days, though some may take longer. No personal information is stored, saved or collected.

Contact & Communication

Users contacting this website and/or its owners do so at their own discretion and provide any such personal details requested at their own risk. Your personal information is kept private and stored securely until a time it is no longer required or has no use, as detailed in the Data Protection Act 1998. Every effort has been made to ensure a safe and secure form to email submission process but advise users using such form to email processes that they do so at their own risk.

This website and its owners use any information submitted to provide you with further information about the products / services they offer or to assist you in answering any questions or queries you may have submitted. This includes using your details to subscribe you to any email newsletter program the website operates but only if this was made clear to you and your express permission was granted when submitting any form to email process. Or whereby you the consumer have previously purchased from or enquired about purchasing from the company a product or service that the email newsletter relates to. This is by no means an entire list of your user rights in regard to receiving email marketing material. Your details are not passed on to any third parties.

External Links

Although this website only looks to include quality, safe and relevant external links, users are advised adopt a policy of caution before clicking any external web links mentioned throughout this website. (External links are clickable text / banner / image links to other websites, similar to; Web and Graphics Design.)

The owners of this website cannot guarantee or verify the contents of any externally linked website despite their best efforts. Users should therefore note they click on external links at their own risk and this website and its owners cannot be held liable for any damages or implications caused by visiting any external links mentioned.

Social Media Platforms

Communication, engagement and actions taken through external social media platforms that this website and its owners participate on are custom to the terms and conditions as well as the privacy policies held with each social media platform respectively.

Users are advised to use social media platforms wisely and communicate / engage upon them with due care and caution in regard to their own privacy and personal details. This website nor its owners will ever ask for personal or sensitive information through social media platforms and encourage users wishing to discuss sensitive details to contact them through primary communication channels such as by telephone or email.

This website may use social sharing buttons which help share web content directly from web pages to the social media platform in question. Users are advised before using such social sharing buttons that they do so at their own discretion and note that the social media platform may track and save your request to share a web page respectively through your social media platform account.

Shortened Links in Social Media

This website and its owners through their social media platform accounts may share web links to relevant web pages. By default some social media platforms shorten lengthy urls like (to this, for an example:

Users are advised to take caution and good judgement before clicking any shortened urls published on social media platforms by this website and its owners. Despite the best efforts to ensure only genuine urls are published many social media platforms are prone to spam and hacking and therefore this website and its owners cannot be held liable for any damages or implications caused by visiting any shortened links.

Resources & Further Information

January 2018: KC Designs