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 CharityComms, and are committed to protecting your privacy. We’ll only use the information that we collect about you lawfully, in accordance with The General Data Protection Regulation (GDPR) (EU) 2016/679 (a regulation in EU law on data protection and privacy for all individuals within the European Union).
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:
Hubspot, for e-newsletters. https://legal.hubspot.com/privacy-policy
Through this, we 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/
An IP address is a number that can uniquely identify a specific computer (or another network device on the internet). We may use analysis software to look at IP addresses and cookies for the purpose of enhancing your user experience. This information is not used to develop a personal profile of you and any log files will be regularly purged.
When someone visits www.themusicworks.org.uk we use a third-party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way that does not identify anyone. We do not make and do not allow Google to make, any attempt to find out the identities of those visiting our website.
Cookies do lots of different jobs, like letting you navigate between pages efficiently, remembering your preferences, and generally improve the user experience. You can find more information about cookies at www.allaboutcookies.org and www.youronlinechoices.eu.
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.
The Information Commissioner’s Office includes information about people’s health including mental health, as ‘sensitive information’. Therefore in order to carry out some of our work (eg programmes of work in school with young people who have mental health problems, or emotional and behavioural difficulties) we may need to hold this information on our databases in order to carry out our work.
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 case, we ask the parent/carer to provide any information they feel is important and ask them to ensure the young person is also happy for us to have this information.
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.
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