Privacy Officer

The Privacy Officer role is for the person on the board who answers for the members' personal information. It publishes the choir's privacy notice, answers members' requests to remove their data or delete their account, sets how long alumni data is kept, and reads the privacy log. It also lets you read the members' records and each member's History: who changed their status, when, and the note they left. Members' details and statuses are changed by someone with another role.

Who can do it

A Tenant Admin gives the role, in Manage › Roles: open Privacy Officer, then Add members. If your choir has a position for it, the Tenant Admin can link the position to the role so it follows the term.

Privacy Officer is a built-in role: it can't be deleted. You can hold it together with others, such as Member. Your choir may also have made its own roles, under other names.

How to

Read a member's history

1. Open Manage. Your role can see members' personal information, so Tounes asks you to Confirm it's you first, with your passkey or a code sent by email: see Confirm it's you.
2. Open Manage › Choristers and Staff, then the member. With Privacy Officer as your only extra role, Manage shows you this area and Privacy, and the member's page is read-only.
3. Open History: each change reads "from → to", with its date, who made it, and the note. See Member statuses for what each status means.

Publish the choir's privacy notice

1. Open Manage › Privacy and tap Edit the notice.
2. Write the notice in each of your choir's languages, or tap Insert the starter draft and adapt it: your choir is responsible for what it says. Enter the contact members write to.
3. Tap Save draft, then Publish. Every member, you included, is asked to read and accept the new version before using the choir in Tounes.

Answer a request

1. In Manage › Privacy, Requests lists open requests first, each with its due date: you have 30 days.
2. Complete removes the person's name, profile and what they wrote in the choir. Dues amounts and dates stay for the books. For an account deletion, their Tounes account goes too. It cannot be undone.
3. Decline asks for a reason, which the member reads in the app.
4. The Log keeps every request, answer and automatic anonymization.

Keep alumni data for a set time

1. Under Alumni data, pick a period. Tounes shows how many alumni the next nightly run will anonymize, and asks you to confirm.
2. Until you pick a period, nothing is anonymized automatically.

Manage stays locked when you leave it

1. After 30 minutes without using Manage, Tounes asks you to confirm it's you again. You are never signed out by this, and the rest of the app never asks.

What it doesn't include

1. Changing a member's details or status. A Director or a Tenant Admin does it.
2. Members' emergency contacts. They follow their own permission, which a Tenant Admin can add to a role of the choir's own.
3. Anything outside the members and their privacy: music, events, dues or the choir's other settings.

Help members with their own information

1. Each member chooses what they share with the choir in their own profile: see Profile, privacy and language.
2. What the other members see of each other is in the Community: see Community and who's who.