Governance and finance

Data Protection and Retention Policy template

This is a template Data Protection and Data Retention Policy for use by Making Music members. It has been designed in line with General Data Protection Regulations (GDPR) and can be used as it is - with just your specific details (e.g. group name) added in, or taken as a starting point with changes made to suit your specific activities and circumstance.

Data retention: what you need to know

This guidance looks at data retention in relation to the new General Data Protection Regulation (GDPR).  You can find out more about GDPR in our GDPR toolkit, including a template Data Protection and Retention Policy. 

Data Protection Policy template - notes

We have developed a template Data Protection and Retention policy for use by our member groups. It has been designed in line with General Data Protection Regulation (GDPR) and can be used as it is - with just your specific details (e.g. group name) added in, or taken as a starting point with changes made to suit your specific activities and circumstance.

Template agreement for hiring out a musical instrument

This is a template agreement for the hire of a musical Instrument for use by Making Music members. It is designed to be a starting point for your agreement and can be adapted to suit your group’s circumstances. As with any agreement, it may be appropriate for the parties to the agreement to negotiate amendments and modifications to suit their own particular circumstances. If the parties are in any doubt about the suitability of the agreement for their particular circumstances, they should seek their own legal advice.

GDPR interactive guidance tool

This audit tool is part of our GDPR toolkit. It is intended to help you think about the questions you need to ask about the data your group holds, asks for and uses, to help you prepare for GDPR.

How to use the audit tool

GDPR is a meaty topic with lots of information, not all of which will be relevant to you. This tool is designed to help you filter the information to what is relevant for your group.

GDPR: What you need to know

From May 2018 the new General Data Protection Regulations (GDPR) will be in place, replacing the current Data Protection Act. The new regulations will apply to all types of organisations – including small charities and leisure time music groups – and so it is something you should be aware of and may mean making some changes.

Exactly what those changes are will depend on what you currently do.

OTR 3.2 - Template: Accrual accounting spreadsheet (including guidance notes)

This resource is part of our OTR Part 3 guidance: Keeping records, producing accounts and making a claim.

It includes two downloadable documents:

  • OTR 3.2 Template: Accrual accounts (Excel spreadsheet)
  • OTR 3.2(a) Guidance: Notes on using the accrual accounts template (PDF)

Please note:

Not-for-profit organisations: Which bank account should we use?

When it comes to choosing the best bank account for your not-for-profit organisation the prospect may seem a little daunting. Questions – 'which bank should we use?' 'what does each account offer?' 'what is the best Account for our group?' – can all make the process seem overwhelming. But don’t fret! This guidance outlines some of the different bank accounts that are available and aims to help you decide on the most suitable options for your group.

Unincorporated association governing document templates

We have developed two new template governing documents for music groups. They are both for non-charitable unincorporated associations:

  • Non-charitable unincorporated association - with a wider membership
  • Non-charitable unincorporated association - without a wider membership

Each document is available below as a PDF with notes and guidance on how to use it, and as a Word doc without notes to make it easy for you to use and insert your group’s details.

Before you use the document we suggest you read:

What is an unincorporated association?

When you are starting a music group thinking about the formal structure is not necessarily top of the list. But as groups grow and become more stable it is a good idea to start thinking about how your group is structured.