Contact details

The LBPS can be contacted on this page.

What information we collect, use, and why

Membership administration

When you join the LBPS we collect the following information to set up and manage your membership:

• Name
• Address
• Email address
• Username and password
• Subscription type and record of payment (date and amount)

Payments are processed by PayPal. We do not receive or hold any card or bank account details. PayPal's own privacy policy governs how they handle your payment information.

This information is held internally and is not visible to other members.

Optional profile information

When registering or updating your profile you may optionally provide the following additional information:

• Pipes played
• Other instruments played
• Bands or groups you play in
• Musical interests
• Whether you offer tuition
• Phone number

These fields are entirely optional. Providing them is taken as your consent to hold this information. With the exception of your phone number, which is held internally only, the above information may be visible to other logged-in members who visit your profile page.

You can update or remove this information at any time by editing your profile.

Online shop orders

When you place an order through our online shop we collect:

• Name and contact details
• Delivery address
• Order details and record of payment (date and amount)

Payments are processed by PayPal. We do not receive or hold any card or bank account details.

Email newsletter

If you subscribe to our email newsletter we collect your email address. We use AcyMailing to send newsletters, which records whether you opened an email and whether you clicked any links within it. This information is used only to understand how our newsletters are received and to improve future issues. It is not shared with third parties.

Website analytics

Our web hosting automatically records server logs when you visit the site. These logs include IP addresses, pages visited, referral sources, and browser information. This data is accessible only to the website administrator and is used solely for site maintenance and security purposes. We also use Webalizer and AWStats, tools provided by our hosting service, to generate summary reports from these logs.

Lawful bases and data protection rights

Under UK data protection law, we must have a "lawful basis" for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR.

Which lawful basis we rely on may affect your data protection rights, which are set out briefly below.

• Your right of access – You have the right to ask us for copies of your personal information. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.
• Your right to rectification – You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
• Your right to erasure – You have the right to ask us to delete your personal information. Read more about the right to erasure.
• Your right to restriction of processing – You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.
• Your right to object to processing – You have the right to object to the processing of your personal data. Read more about the right to object to processing.
• Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.
• Your right to withdraw consent – Where we rely on consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases

Membership administration

Lawful basis: contract. Processing your membership data is necessary to fulfil the membership agreement between you and the LBPS.

Optional profile information

Lawful basis: consent. These fields are optional and you provide them voluntarily. You can withdraw consent at any time by removing the information from your profile.

Online shop orders

Lawful basis: contract. Processing your order details is necessary to fulfil your purchase.

Financial records

Lawful basis: legal obligation. We are required to retain financial records for 6 years to comply with HMRC requirements.

Email newsletter

Lawful basis: consent. You can unsubscribe at any time using the link in any newsletter email.

Website server logs and analytics

Lawful basis: legitimate interests. We have a legitimate interest in maintaining the security and performance of our website. Server logs are accessible only to the website administrator and are not shared with third parties.

Cookies

This website uses one cookie, which is set automatically when you visit the site. It is a session cookie used solely to keep you logged in while you browse. It contains no personal information, is deleted when you close your browser, and is strictly necessary for the site to function. No consent is required for strictly necessary cookies under UK law.

We do not use any tracking, advertising, or analytics cookies.

Where we get personal information from

• Directly from you, when you register, place an order, or subscribe to our newsletter
• From PayPal, who notify us when a payment has been made and confirm the amount
• Automatically from your device when you visit the website, via server logs

How long we keep information

We only keep personal information for as long as we need it for the purposes for which it was collected.

• Membership records (contact details, payment history, correspondence): kept for up to 3 years after membership lapses, to manage renewals, resolve queries, and maintain accurate historical membership information.
• Online shop orders (customer details, order information, payment confirmations): kept for 6 years, as required by UK tax and accounting laws.
• Mailing list subscribers: kept until you unsubscribe, after which we delete your details within 30 days.
• Volunteer records: kept for up to 3 years after a volunteer stops working with us, unless a longer period is required for safeguarding or legal reasons.
• Event bookings: kept for 1 year after the event, unless financial records must be retained for accounting purposes, in which case they are kept for 6 years.
• Emails and routine correspondence: normally kept for up to 2 years, unless needed for an ongoing matter.
• Website server logs: retained according to our hosting provider's default settings. We do not store these beyond what is necessary for site security and maintenance.
• Financial records (invoices, receipts, bank statements): kept for 6 years to comply with HMRC requirements.
• Historical or archival material (for example, photographs, publications, event programmes): kept indefinitely where it forms part of our legitimate historical record. We minimise personal data in these materials wherever possible.

When information is no longer needed, we delete it securely or anonymise it so it can no longer be linked to an identifiable person.

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we have used your data after raising a complaint with us, you can also complain to the ICO.

Helpline number: 0303 123 1113

Website: https://ico.org.uk/make-a-complaint/