This policy outlines the types of data we collect and how we use it
We take people’s privacy and rights very seriously. We adhere to guidance from national bodies such as Youth Music and
We obtain contact details in the following ways:
- As part of the registration process for our occasional e-newsletters
- As part of the registration process for some of our activities and events out of school eg in our studios or other community settings
- As part of our work with other professionals working in schools, social services, youth support, and other agencies working with children and young people
We collect and store that information for a number of reasons:
- for the legitimate purpose of contacting you (for example, if you have a daughter/son taking part in one of our activities, and they need you; or if you’re a teacher or other professional who’s working with us; or if we want to make sure you’re happy with our services)
- when we have your consent to let you know about future similar events and opportunities for young people or those who work with/care for them, and other news about our work in transforming lives through music
- for monitoring and evaluation – to understand the difference we make, who to, how many people we are reaching; and to record our ‘outputs’ so we can report to funders, and are transparent and accountable about the size and nature of our work
We don’t rent or trade email lists with other organisations and businesses. We will keep your details for a maximum of three years, after which time we will contact you again to give you the option to remain on our databases – if we don’t hear from you we will remove your details.
We use a number of third-party providers to store contact information:
- MailChimp, for
thiswe also gather statistics around email opening and clicks using industry standard technologies to help us monitor and improve our e-newsletter. You can unsubscribe to general mailings at any time by clicking the unsubscribe link at the bottom of any of our emails or by emailing email@example.com Upshot, for evaluation. http://www.upshot.org.uk/legal/
- DropBox, for some of our contacts databases. We are reviewing our use of this as a tool. https://www.dropbox.com/en_GB/security/GDPR
- Google Docs for some of our contacts databases. We are reviewing our use of this as a tool. https://cloud.google.com/security/gdpr/
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This website contains links to other websites. We are not responsible for the privacy
What if I am a user aged under 16?
GDPR regulations allow for young people aged 13 and above to give their consent for organisations to contact them. However, as we often work with vulnerable young people we use the cut off age of 16.
If you are aged under 16, please get your parent/guardian’s permission beforehand whenever you provide personal information to The Music Works website. Users without this consent are not allowed to provide us with personal information.
Sensitive information about young people
The Information Commissioner’s Office
This generally applies:
a) when we collect information on booking forms – where we need information in order to carry out our work to meet the needs of the individual or in case of emergencies – eg information about SEN/D, mental health, medical conditions. In this
b) where we use ‘referral forms’ and information is provided by other professionals working with those young people who have consent or a legitimate interest condition for processing sensitive personal data which will usually be health and social care.
All information is kept securely in password-protected documents and computers, and occasionally in password-protected Google documents or DropBox.
Photographs and videos featuring individuals are considered personal data under the GDPR. We have a media permission form which requires young people and their parents if they are under 16 or we believe that they need support to make a fully informed decision, to both provide their permission for photos/videos of them (or audio) to be used by us unless we are working in a school where they have already given consent. We are currently updating our policies on photographs and video.
Can I find out what personal information The Music Works holds about me?
Under the GDPR, you have the right to request a copy of the personal information The Music Works holds about you and to have any inaccuracies corrected. Please contact firstname.lastname@example.org
Unfortunately, data transmission over the internet is not guaranteed to be 100% secure, but we do take appropriate steps to protect the security of your personal data.
Inaccuracies and Corrections
We make every effort to keep your personal data accurate and up-to-date. If you become aware of errors or inaccuracies, please email email@example.com
If you have any questions or concerns about our use of your personal information you should write to The Music Works at the address below.
The Music Works
Box Hedge Cottage, Horsley
Gloucestershire GL6 0PP