Privacy Policy - Suppliers, staff and players

We are committed to protecting your personal information and being transparent about what information we hold about you.

Who we are

London Philharmonic Orchestra Ltd is a charity and is funded by Arts Council England as well as various trusts, foundations, individual donors and corporate supporters. Our registered charity number in England and Wales is 238045 and we are also registered as a company in England and Wales under registration number 357059.

London Philharmonic Orchestra Trading Ltd is a trading subsidiary of London Philharmonic Orchestra Ltd and is registered as a company in England and Wales under registration number 357059.

The London Philharmonic Orchestra is a registered data user under the General Data Protection Regulation ((EU) 2016/679) (GDPR) and the Data Protection Bill (DPB) 2017. The Data Controller is the London Philharmonic Orchestra. The person responsible for data protection is David Burke, General Manager. Our registration number in the Data Protection Public Register is Z3589643.

Why collect data?

The Orchestra collects information about its employees, musicians and contractors for administrative and management purposes only. We will keep and use it to enable us to run the organisation and to manage our relationship with you effectively, lawfully and appropriately. This includes using information to enable us to comply with contractual obligations, legal requirements and pursue the legitimate interests of the company, and protect our legal position in the event of legal proceedings. If you do not supply this data we may be unable in some circumstances to comply with our obligations, and we will tell you about the implications of that decision.

Information you give us
The personal information that we may collect when engaging you includes:-
Your name
Company name (where relevant)
Email address
Postal address
Telephone number(s)
Bank details (for payment only)
Instrument played (where relevant)
Date of birth
National Insurance number
Tax/VAT number

If you are likely to tour with the Orchestra, or are visiting us from overseas, we will also hold details purely for the purposes of visa processing such as:

Passport details (including scans of key pages and visas), marital status and names and details of family members, details of instruments and previous travel history.

In order to maintain a smooth touring operation we may also hold seating preferences, dietary requirements and where you have chosen to inform us we may hold relevant medical details.

When working with young people or vulnerable adults we will ask you to undertake a DBS check and retain the certificate on your behalf for proof that these processes were followed.

We may sometimes need to process details about you to pursue our legitimate business interests, such as biographical details and where it pertains to LPO events, photographs. We will never process your data where these interests are overridden by your own interests.

Information about your interactions with us

Where you have interacted with us we store a history of those interactions. For example, correspondence about fee agreements, contact and emergency contact details, references created at your request for tenancy or mortgage purposes, information required for payroll, records of holiday, sickness and other absence (employees only), information needed for equal opportunities monitoring policy and records relating to your work history with us such as appraisals when undertaken.

Legal basis

There are three legal bases under which we may process your data:

Contract purposes
When you work with the LPO you are entering into a contract with us. In order to fulfil this contract we need to process and store your data. For example we will need your bank details in order to pay you, we will need your contact details to keep you informed of the project you are working on, or to inform you when your payment is made.

Legitimate business interests
In certain situations we collect and process your personal information for purposes that are in our legitimate organisational interests, for example in processing visas or enabling tours to go smoothly and with appropriate safeguards. However we only do this if there is no overriding prejudice to you by using your personal information in this way.

With your explicit consent
For any situation where the two bases above are not appropriate, we will instead ask for your explicit consent before using your personal information in that specific situation. For example, we would never share your data with another organisation to contact you, unless you had given us explicit consent to do so.

 

Third Parties

There are some circumstances in which we may disclose your personal information to third parties. These are as follows:

  • For the purposes of transport, hotel and visa processing
  • For payment of salaries, fees and pensions
  • To undertake legal obligations regarding tax and other government reporting requirements

Maintaining your personal information

We are obliged to keep financial and employment details for seven years.

Passport details and previous visa information will be kept for no more than ten years, as required in some visa processing. 
Where an artist has worked with us, we may keep the details of the engagement and payment details in case they are required for future programming or royalty payments and will only be deleted after we can confirm no further payments would be due.

Security of your personal information

All data is held on secure servers. Server access is via designated user name and password with group policies to restrict access to specific folders. Policies are in place to enforce changing of individuals’ user logon passwords. Prevention measures against unauthorised external access include firewall protection and dedicated remote access hardware. Sophos Antivirus is in place to guard against virus and malware. We will only transfer your data outside of the European Economic Area when required to do so for visa, hotel or travel purposes.

How to opt out

You have the right to object to us processing your personal data for any or all of the purposes set out in this Privacy Notice. You may do so at any time. To exercise this right, please email This email address is being protected from spambots. You need JavaScript enabled to view it. giving clear details of the processing activities and/or types of personal data to which your objection applies. However if you opt out we may be unable in some circumstances to comply with our obligations, and we will tell you about the implications of that decision.