Privacy Policy

Last updated: 04/07/2026

The European Doctors Orchestra (“EDO”, “we”, “us” or “our”) is committed to protecting your privacy and handling your personal data transparently and in accordance with applicable data protection laws, including the UK GDPR, the Data Protection Act 2018, and, where applicable, the EU General Data Protection Regulation (GDPR).

This Privacy Policy explains how we collect, use, store, share and protect your personal data when you visit our website, contact us, apply to become an active player, make a donation, apply to become a Friend of the EDO, or otherwise interact with us.

1. Who we are

Data Controller
European Doctors Orchestra
20 Rothbury Terrace, Heaton,

Newcastle upon Tyne,

NE65XH
United Kingdom

Email: martina.buerge@europeandoctorsorchestra.com
Website: https://europeandoctorsorchestra.com

For any questions about this Privacy Policy or the way we process your personal data, you can contact us at: martina.buerge@europeandoctorsorchestra.com

2. What personal data we collect

We may collect and process the following categories of personal data.

a) Information you provide directly

When you complete a form on our website, we may collect:

  • your name
  • your email address
  • your telephone number
  • your country and/or city
  • the content of your message
  • any other information you choose to provide in a form or message

b) Contact form

When you contact us through our contact form, we may collect:

  • your name
  • your email address
  • your phone number, if provided
  • your message
  • any other information you choose to include

c) “Become an active player” form

When you apply to become an active player, we may collect:

  • your name
  • your contact details
  • your country or place of residence
  • your instrument
  • your musical background and related information
  • your professional information, including your medical specialty
  • your dietary requirements
  • any other information you choose to provide in support of your application

Please note that some dietary information may reveal sensitive personal data, for example information related to health, religion, or beliefs. Where this is the case, we will process that information only where we have an appropriate legal basis and condition under applicable data protection law.

d) Donation form

When you make a donation, we may collect:

  • your name
  • your contact details
  • donation-related information
  • transaction information
  • any information necessary for donation administration, accounting, or compliance purposes

Donations on our website are processed through Stripe. Payment card details are generally processed directly by Stripe and are not stored by us. Stripe explains that the Stripe entity responsible and its role may vary by context and location, and that it acts as controller and/or processor depending on the processing activity.

e) “Become a Friend of the EDO” form

When you apply to become a Friend of the EDO, we may collect:

  • your name
  • your contact details
  • the content of your request
  • any other information you choose to provide

f) Automatically collected data

When you use our website, we may automatically collect certain technical and usage information, such as:

  • your IP address
  • browser type and version
  • device information
  • operating system
  • language settings
  • pages viewed
  • date and time of access
  • referring website
  • cookie and tracking-related information, subject to your preferences

3. Tools and third-party services used on this website

We use the following tools and services on our website:

  • Google Analytics 4
  • Google Tag Manager
  • Cookiebot
  • Stripe
  • YouTube
  • Google reCAPTCHA

These providers may process personal data on our behalf or as independent controllers depending on their role and the context of the processing.

4. How we use your personal data

We use your personal data for the following purposes:

  • to respond to enquiries submitted via our contact form
  • to review and manage applications submitted through the “Become an active player” form
  • to process and administer donations
  • to review and manage requests submitted through the “Become a Friend of the EDO” form
  • to communicate with you regarding your enquiry, application, donation, or relationship with EDO
  • to operate, secure and improve our website
  • to prevent spam, abuse, and fraudulent use of our forms and services
  • to analyse website traffic and performance, where permitted by your cookie choices
  • to comply with legal, regulatory, accounting, and tax obligations
  • to establish, exercise, or defend legal claims where necessary

5. Legal bases for processing

Depending on the context, we rely on one or more of the following legal bases:

  • your consent
  • the performance of a contract or steps taken at your request before entering into a contract
  • compliance with a legal obligation
  • our legitimate interests, provided those interests are not overridden by your rights and freedoms

More specifically:

Contact form

We process your data to respond to your enquiry.
Legal basis: legitimate interests and, where appropriate, consent.

“Become an active player” form

We process your data to review and manage your application.
Legal basis: steps taken at your request prior to entering into a relationship, legitimate interests, and where applicable consent.

Where the form collects dietary requirements or other information that may qualify as special category data, we rely on your explicit consent for that specific processing. The ICO states that special category data requires both an Article 6 lawful basis and a separate Article 9 condition.

Donation form

We process your data to receive and administer your donation and to comply with our legal and accounting obligations.
Legal basis: performance of a contract, legal obligation, and legitimate interests.

“Become a Friend of the EDO” form

We process your data to handle your request and manage our relationship with you.
Legal basis: consent, steps taken at your request, and/or legitimate interests, depending on the circumstances.

Website analytics, embedded content and cookies

Where non-essential cookies or tracking technologies are used, we rely on consent where required by law. EU guidance requires prior consent for non-essential cookies and that withdrawal be as easy as acceptance.

If we rely on your consent, you may withdraw it at any time. This will not affect the lawfulness of processing carried out before your consent was withdrawn.

6. Special category data

In limited cases, the “Become an active player” form may collect information that qualifies as special category data, in particular dietary requirements where these may reveal health information, religious beliefs, or similar sensitive information.

Where we process such data, we will:

  • limit the collection to what is necessary
  • use appropriate confidentiality and security measures
  • process it only where a valid legal basis and special-category condition applies
  • keep it only for as long as necessary for the relevant purpose

7. Cookies and similar technologies

Our website uses cookies and similar technologies. Some cookies are strictly necessary for the operation of the website. Others are used only with your consent, for example for analytics, embedded media, or other optional functionalities.

We use Cookiebot to manage consent choices and to provide a Cookie Declaration describing the cookies and tracking technologies used on the site.

You can change or withdraw your consent at any time through the cookie settings tool available on the website.

For more information, please see our Cookie Declaration / Cookie Policy.

8. Who we share your data with

We may share your personal data with trusted third parties where necessary, including:

  • website hosting and technical service providers
  • analytics and tag management providers, including Google services
  • consent management providers, including Cookiebot
  • payment service providers, including Stripe
  • anti-spam and security providers, including Google reCAPTCHA
  • content providers, including YouTube
  • professional advisers where necessary
  • public authorities, regulators, courts, or law enforcement bodies where required by law

We only share personal data to the extent necessary for the relevant purpose.

9. International transfers

Because we use third-party providers such as Google, Stripe and YouTube, your personal data may be processed outside the UK and/or the EEA.

Where personal data is transferred from the EEA to the United Kingdom, the European Commission lists the UK as benefiting from an adequacy decision for GDPR-covered transfers.

Where personal data is transferred outside the UK or EEA to countries that do not benefit from an adequacy decision, we rely on appropriate safeguards where required, such as:

  • Standard Contractual Clauses
  • the UK International Data Transfer Agreement or Addendum, where applicable
  • other lawful transfer mechanisms recognised under applicable law

You may contact us if you would like more information about the safeguards used.

10. Data retention

We retain personal data for no longer than necessary for the purposes for which it was collected.

Unless a longer retention period is required by law or is necessary to establish, exercise, or defend legal claims, we intend to retain personal data collected through the website for up to 14 months.

This includes, as applicable:

  • contact form submissions
  • “Become an active player” submissions
  • “Become a Friend of the EDO” submissions
  • website analytics data, subject to configuration
  • related technical and administrative records

Donation-related data may be retained for longer where required for accounting, tax, fraud prevention, or legal compliance purposes. Stripe notes that, as a payment services provider, it is subject to regulatory obligations including anti-money laundering and related retention requirements.

11. Your rights

Depending on the applicable law and your location, you may have the right to:

  • access your personal data
  • request correction of inaccurate or incomplete data
  • request erasure of your personal data
  • request restriction of processing
  • object to processing based on legitimate interests
  • withdraw consent at any time where processing is based on consent
  • request portability of your data where applicable
  • lodge a complaint with a competent supervisory authority

The ICO explains that privacy notices should clearly inform individuals about the data collected, purposes, lawful bases, recipients, retention, rights, and complaint routes.

To exercise your rights, please contact: europeandoctorsorchestra@gmail.com

If you are in the UK, you may complain to the Information Commissioner’s Office. If you are in the EEA, you may also lodge a complaint with the supervisory authority in your country of residence, work, or the place of the alleged infringement.

12. Data security

We implement appropriate technical and organisational measures designed to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access.

However, no method of transmission over the Internet or method of electronic storage is completely secure, and we cannot guarantee absolute security.

13. Third-party content and links

Our website may contain links to third-party websites or embedded third-party content, including YouTube content. Those third parties may collect data through their own technologies and according to their own privacy policies.

We are not responsible for the privacy practices of third-party websites or services, and we encourage you to read their privacy notices.

14. Children

Our website is not intended for children, and we do not knowingly collect personal data from children through the website.

If you believe that a child has provided personal data to us unlawfully, please contact us and we will take appropriate steps.

15. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect legal, technical, or operational changes. The updated version will be published on this page and will indicate the revised “Last updated” date.

16. Contact

If you have any questions about this Privacy Policy or how we process your personal data, please contact:

European Doctors Orchestra
[POSTAL ADDRESS]
United Kingdom
Email: europeandoctorsorchestra@gmail.com