Association of British Orchestras

Privacy Policy

ABO Privacy Policy

The Association of British Orchestras (ABO) takes your privacy seriously and is committed to protecting your privacy and ensuring your personal information is handled in a safe and responsible way. This policy outlines how we collect, use, and protect your data in accordance with the UK General Data Protection Regulation (UK GDPR).

Who We Are

The Association of British Orchestras is a company limited by guarantee, registered in England and Wales (No 01806863). Our registered office is at 71-75 Shelton Street, Covent Garden, London WC2H 9JQ. Our correspondence address is West Wing, Somerset House, Strand, London, WC2R 1LA. We are the data controller for the purposes of data protection law.

How We Collect Your Personal Data

We collect, hold and process personal data about actual/prospective/former members of the ABO, customers, service users (including users of our website), partners, business contacts, staff and board members. We collect your personal data directly from you, your organisation and from publicly available sources.

We collect your personal data when you:

  • Join as a member or are added to your organisation’s membership record
  • Book to attend one of our events
  • Agree to speak or present at one of our events
  • Subscribe to one of our mailing lists
  • Contact us via email, phone or post
  • Provide information for publication or promotion through our channels (including the submission of job vacancies)
  • Provide us with feedback or contribute to a survey or consultation led by or commissioned by us

What Personal Data We Collect

The information we collect may include:

  • Name, job title and organisation
  • Contact details including email address and phone number
  • Payment and invoicing information
  • Event attendance and dietary/access requirements (special category data, processed with your explicit consent)
  • Photographic and video footage of you if you attend an ABO event
  • Biographical information if you are speaking or presenting at one of our events
  • Communication preferences and consent status

Why We Collect Your Data and Our Lawful Bases

The ABO collects your data to:

  • Administer your, or your organisation’s, membership of the ABO (contract)
  • Manage members’ rights under the ABO’s Articles of Association (contract)
  • Manage access to our website (including through cookies - see below) (legitimate interest / consent)
  • Manage attendance at our events, including attendees and contributors (contract)
  • Manage access to our services and events, including centralised services to the benefit of our members’ legitimate business interests (contract)
  • Communicate with you about our work and your engagement with us (legitimate interest / contract)
  • Communicate information we reasonably believe may be of interest to you, for example newsletters and information on networking and training events (legitimate interest / consent)
  • Seek feedback about our events and services (legitimate interest)
  • Seek information about members’ views on relevant issues or information about our member organisations (legitimate interest)
  • Fulfil our role as Secretariat of the All-Party Parliamentary Group on Classical Music (legitimate interest)
  • Conduct industry research and advocacy to inform our work (legitimate interest)
  • Comply with our legal obligations (legal obligation)
  • Tailor our services and communications to your needs (legitimate interest)

The ABO will not share your data for commercial gain.

The ABO may disclose personal information if required to do so by law, or if it believes that such action is necessary to protect and defend the rights, property or personal safety of the ABO, its premises or its visitors.

ABO Website and Cookies

The ABO website is hosted in the UK. When you visit the ABO website (www.abo.org.uk), or access one of the files stored on our web server, we collect limited information about your visit to help us understand how the site is used and to improve its performance. This is on the legal basis of legitimate interests. This section outlines what data we collect, how it is used, and your options for managing cookies.

Website Usage Data

We may collect the following technical and usage information when you browse our website:

  • IP address
  • Browser type and version
  • Operating system and device type
  • Pages visited, links clicked and time spent on pages
  • Referring website (if applicable)

This information is collected via server logs and web analytics tools. It is used in an aggregated and anonymised form to monitor website traffic, detect technical issues, and improve the performance and content of our site. These logs are retained on the server for up to 30 days, after which they are automatically deleted.

Cookies

Cookies are small text files placed on your device when you visit a website. We use cookies to:

  • Ensure the website functions properly
  • Remember user preferences (e.g. accessibility settings)
  • Track anonymous visitor behaviour through analytics
  • Enable embedded content such as publications or videos
  • Support login and authentication for our members’ area

Types of Cookies We Use

  • Necessary: to enable core functionality (e.g. login, form submission, session management). The lifespan of these cookies is either for the session only, or persistent, depending on the purpose.
  • Analytics: to understand how the site is used (e.g. via Google Analytics). The lifespan of these cookies is up to 2 years.
  • Functionality: to remember user preferences (e.g. text size, cookie banner choices). The lifespan of these cookies varies from 1-12 months.
  • Third-party: to enable embedded services (e.g. ISSUU publications). The lifespan of these cookies is set by the third party.

We do not use cookies for advertising or marketing purposes.

Third Party Tools and Integrations

  • ISSUU: Our website uses embedded content from ISSUU to display digital publications (e.g. flipbooks). ISSUU may set cookies when content is loaded. You can view ISSUU’s privacy policy here: https://issuu.com/legal/privacy
  • Event Bookings and Members’ Area: Our website integrates with our CRM system, via a secure API. When you book an event or log in to the members’ area, information such as your name, email address and membership status is validated through our CRM system. Login credentials are stored and managed securely. Personal data processed through this integration is covered under our general data processing terms as detailed in this policy.

Managing Cookies

When you first visit our website, you will be asked to accept or manage cookies. You can also control or delete cookies at any time through your browser settings. Please note that disabling certain cookies may affect website functionality, including the members’ area and embedded content.

For more information about cookies and how to manage them, visit: https://www.allaboutcookies.org

ABO Membership

When you apply to become a member of the ABO, the details you submit which include your name, email address and postal address, will be used by us to process your application and keep you informed about updates relating to your membership and its benefits, in accordance with this policy.

Membership data is held separately from our public website in a database system hosted and managed in the UK. Appropriate security measures are in place to guard against unauthorised download or alteration of the information we hold. We will retain your personal data while you remain an active member of the ABO, and for 6 years thereafter, in accordance with our data retention policy (see below).

Further details about our Member Communications are detailed below under the Email Marketing and Communications heading.

ABO Website Members’ Area

The ABO’s website is publicly available. However, certain parts of the site and certain pages are accessible only to the staff of ABO members. These parts of the website are referred to as the Members’ Area. If you are unsure whether your organisation is a member, please check our Member Directory pages.

Although membership of the ABO is on an organisation basis, all the staff working for that organisation are, by extension, members of the ABO. Access to the Members’ Area is via a login unique to each user. This is managed through the ABO’s CRM database (see the section on third-party data processors below for further details of how we share personal data). On joining the ABO, and annually thereafter, member organisations will be asked to provide and update the data which the ABO holds on the organisation’s staff members. A name and email address are required to generate log-in details for the Members’ Area, and we hold this data securely in accordance with the UK General Data Protection Regulation. Passwords are generated automatically by the CRM system and cannot be accessed by ABO staff.

Individual members of staff at a member organisation may also request to be given access to the Members’ Area at any point during the year, by emailing info@abo.org.uk. Current users can also request the addition of a new user through a form in the Members’ Area.

Email Marketing and Communications

We use email and other digital communications to keep our members, potential members, event attendees, and stakeholders informed about our work, services, and relevant industry developments.

Mailing List Management

We use secure email marketing platforms to manage and deliver communications. These platforms collect data on open rates, click-throughs, and unsubscribes to help us understand engagement and improve our communications.

We maintain a suppression list of email addresses that have opted out, in order to comply with your preferences and avoid further contact.

We do not sell or share your contact details with third parties for marketing purposes.

What We Send

Depending on your relationship with the ABO, we may send you:

  • Member Communications, including newsletters, bulletins, service updates, governance information, and relevant sector news.
  • Event-Related Updates, including booking confirmations, joining instructions, and feedback requests.
  • Marketing Emails, such as information about upcoming events, membership benefits, partnership opportunities, and sector-wide initiatives.

Lawful Bases for Email Communications

Our lawful bases for sending communications are:

  • Contract: For members and event attendees, we send essential service communications required to fulfil your membership or event booking.
  • Legitimate Interest: We may send relevant sector updates, opportunities or information requests to individuals in the orchestral, classical, or arts sector whose roles align with our organisational aims.
  • Consent: We send email marketing to non-members or general contacts only if you have explicitly opted in, in line with the Privacy and Electronic Communications Regulations (PECR).

You can withdraw your consent or unsubscribe from marketing and communications at any time by using the unsubscribe link in our emails or contacting us directly at info@abo.org.uk.

Member Communications

Communications form a key part of the ABO’s services to its members. Although membership of the ABO is held at the organisational level, we maintain contact records for individual staff at each member organisation. These include mailing lists tailored to specific job functions and responsibilities within the orchestral and classical music sector.

We use those contact details to send relevant information in the form of regular newsletters, event updates and sector specific communications. From time to time, we may also contact you with invitations, opportunities, requests for feedback or to seek information about you/your views/your organisation. These communications are based on our legitimate interest in supporting your organisation’s membership and delivering our services effectively.

All communications include an unsubscribe option, and you can update your preferences or opt out at any time by emailing info@abo.org.uk. Please bear in mind that objecting or opting out of these communications may impact our ability to send you key membership and service updates, and to help you make the most of the benefits of ABO membership.

Each member organisation must nominate a Key Contact, who is responsible for managing their membership record, including renewal notices and members’ rights under the ABO’s Articles of Association. Communications with Key Contacts are required to fulfil our contractual obligations, and therefore cannot be opted out of.

The Key Contact is also asked annually to review and update their organisation’s staff records and mailing preferences in our system. This may result in re-subscribing individuals who have previously opted out, where it supports the member organisation’s engagement with the ABO.

Individual members of staff at member organisations may also request to receive ABO communications or update their preferences at any time by contacting info@abo.org.uk. Current users can also request the addition of a new user through a form in the Members’ Area.

General Email Correspondence

When you send us an email, either through the contact form on our website or to an individual member of staff, we will collect your email address and any other information you provide within your email. We process this data in order to respond to your enquiry and maintain a record of correspondence. The legal basis for this processing is our legitimate interest in running our organisation effectively and responding to enquiries, or, where applicable, to take steps at your request before entering into a contract.

We use third-party cloud service providers to deliver our email and collaboration systems. As a result, personal data contained in emails and other communications may be transferred outside the UK, including to the United States (USA). Where this occurs, we rely on appropriate international data transfer safeguards and contractual protections in accordance with applicable data protection laws.

The information you provide will only be processed in relation to the purpose of your correspondence with us. We have no fixed retention period for email correspondence, but we are committed to only storing your data for no longer than is necessary to serve our legitimate interests of record keeping or to perform a contract we have entered into with you.

Communication With Non-Member Contacts

In the course of their activities, members of the ABO team may obtain your professional contact details, such as name, job title, organisation, and work email address, from publicly available sources, referrals, delegate lists, conversations or networking activities. If we obtain your details in this way, we may contact you at a work address or work email to enquire if you would like to receive marketing communications from us.

Our legal basis for this initial contact is our legitimate interest in promoting our work and building relationships within the orchestral and cultural sector. If you choose to opt in to further communications, we will rely on your consent to continue sending you marketing information. You can withdraw your consent or update your preferences at any time by contacting info@abo.org.uk.

We may also store personal contact information of individuals we regularly liaise with, such as colleagues at partner organisations, journalists, funders, politicians, and venue administrators, as part of our day-to-day activities. This information is processed on the basis of our legitimate interests in delivering our services and maintaining working relationships, and is stored securely in our central systems.

Job Vacancy Submission

When you submit the details of a job vacancy to be listed on the ABO Jobs page, the information you provide is collected and stored through our website systems. A summary of your submission may also be sent to us by email to assist with processing and administration. This may include your name, email address, telephone number, place of work, and the details of the vacancy submitted.

We use this information solely for the purpose of reviewing and publishing your job vacancy listing on the ABO Jobs page. We also record your IP address and the date and time of your submission to help maintain the security and integrity of our systems and for the purposes of fulfilling our obligations under data protection legislation.

Your submission may include attachments and other information that is intended for publication. As we cannot control all information for public display submitted via the form, we ask that you only provide information that is relevant to the vacancy and that you have the necessary authority or consent to share any personal data included in your submission.

ABO Events

By registering to attend an ABO event, you are entering into a contract with us to provide you with the services associated with that event. When registering to attend an event, you will complete a booking form through our website which will collect and store the booking data.

For ABO members booking through the Members' Area of our website, booking information will be collected through our website and automatically transferred to the ABO's CRM database and linked to your existing membership record. A summary of your booking may also be sent to us by email to assist with processing and administration. For non-members, booking information will be collected through our website and a summary of the booking will be sent to us by email before the information is manually processed and added to our records.

We process the information you provide during registration, which includes your name, email address, telephone number, place of work, and dietary or access requirements, to serve our legitimate interest in keeping financial records and to fulfil our contract with you in delivering the event, including providing you with essential event information via email. If you choose to pay by invoice for your booking(s) we will also collect your billing contact information for the purposes of issuing the appropriate invoice.

If you book to attend an ABO event or activity, we may include your name, your job title, and your organisation (but no further details unless otherwise agreed) in a delegate list which may be provided to other delegates. We may need to share your details to a third party, such as an event venue, to arrange event attendance.

Event Photography

We may take photographs and record video footage at our events for promotional, archival and reporting purposes. These may be used on our website, social media platforms, and publications. We will always inform attendees in advance where photography or filming is expected, either in joining instructions or via signage at the event. If you prefer not to be included, please speak to a member of ABO staff at the event or contact us in advance via info@abo.org.uk. We will make reasonable efforts to respect your wishes.

Event Speakers

If you are a speaker at an ABO event, we will publicly promote your involvement. This may include on our website, in our member communications, in our marketing, publicity and social media platforms, or via our event app (see below). Your data may continue to be processed by external platform providers after the event has ended.

Event App

For larger events, including the ABO Conference, we use a third party platform for delegates, speakers and industry representatives to access event information, schedules, speaker profiles and networking features before and during the event.

To facilitate access to the platform, we may share information collected during event registration or contracting, including your name, organisation, job title, and email address. Your name, organisation and job title may be visible to other delegates, speakers, and industry representatives using the platform. Your email address will be used to enable access to the platform but will not be displayed to other users by default.

Once logged in, you may choose to add further information to your profile, such as telephone numbers, biography, photographs or social media handles. Any information you add may be visible to other platform users. Event app data may be retained by the platform provider for up to six months, after which it will be anonymised or deleted in accordance with the provider’s retention policy.

Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including to satisfy legal, accounting, or reporting requirements. For example:

  • Membership records: retained for up to 6 years after membership ends
  • Financial records: retained for 6 years as required by law
  • Event registrations: retained for up to 6 years to help us tailor our events programme to our members’ needs
  • Mailing list opt-out data: retained indefinitely to prevent future contact
  • Emails: no fixed retention period for email correspondence, data stored for no longer than is necessary to serve our legitimate interests of record keeping or to perform a contract we have entered into with you.

Sharing Your Information

Third-Party Data Processors

We work with trusted third-party service providers who process personal data on our behalf to help us deliver our services. These include:

  • Providers who support our operations (e.g. accountants, off-site storage facilities, cloud-based IT networks, CRM systems, email marketing tools and event booking systems)
  • Event partners and venues, where necessary, to deliver the service (e.g. dietary/access requirements)
  • Third party advisors and consultants for the purposes of industry research, advocacy and administration where we deem it to be in our members’ legitimate interests

All third-party processors are contractually bound to handle your data securely, only in accordance with our instructions, and in compliance with data protection law.

For transparency, a list of our current third-party data processors is available on request. Please contact us at info@abo.org.uk if you would like to receive a copy.

We will not otherwise share your data with other third parties without your permission or for commercial gain.

Transfers Outside of the United Kingdom

Under certain circumstances we will transfer your information outside of the UK. We will only do this with your informed consent or when it is necessary to perform a contract we have with you, and where the receiving organisation has adequate safeguards in place – for example on the basis of an adequacy decision by the European Commission under Article 45 of the UK GDPR.

Your Rights

Under the UK GDPR you have the right to:

  • Access the personal data we hold about you
  • Request correction or deletion of your data
  • Restrict or object to processing
  • Data portability (where applicable)
  • Withdraw consent at any time (where applicable)
  • Lodge a complaint with the Information Commissioner’s Office (ICO)

The ICO can be contacted at:

Information Commissioner’s Office
Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
Tel: 0303 123 1113
www.ico.org.uk

Personal Data Breaches

We take appropriate technical and organisational measures to protect your personal data against loss, misuse, alteration, unauthorised access, disclosure or destruction. Access to personal data is limited to staff and authorised service providers who need it to perform their roles and are subject to confidentiality obligations.

Data Breach Procedures

We are committed to disclosing any personal data breaches that might adversely affect your rights and freedoms without undue delay so that you can take appropriate action.

In the event of a data breach that is likely to result in a risk to your rights and freedoms (such as identity theft or financial loss), we will:

  • Notify the Information Commissioner’s Office (ICO) within 72 hours of becoming aware of the breach, where legally required
  • Inform affected individuals without undue delay, where there is a high risk to their rights and freedoms
  • Record and investigate all personal data breaches, whether or not notification is required

This includes breaches affecting the third-party services identified in this privacy policy, where personal data is being held on our behalf.

Changes to this Policy

We may update this privacy policy from time to time. The latest version will always be published on our website. A summary of significant changes is provided below.

  • 25 May 2018 – Expanded Privacy Policy published in preparation for the General Data Protection Regulation (GDPR).
  • 01 July 2026 – Privacy Policy reviewed and substantially updated to reflect current data processing activities and UK GDPR requirements.

Contact Us

If you have any questions about this policy or your data, contact our Data Protection Officer at:

Email: info@abo.org.uk

Phone: 020 7759 1060

Correspondence address: Association of British Orchestras, West Wing, Somerset House, Strand, London WC2R 1LA

We will endeavour to respond to any such requests within one month confirming receipt and outlining what follow-up actions will be taken and when.

Policy Version: 3.1
Date Published: 1 July 2026