- The Make Music Day UK website (makemusicday.co.uk)
- Social media channels (for example Facebook, Twitter, Instagram and Soundcloud)
- By phone (for example, if you call us for advice)
- Email (either person-to-person or via mass-mailing tools such as Mailchimp, in the case of our e-newsletters)
- By post
We are committed to safeguarding your personal information. Whenever you provide personal (for example your email address) or sensitive information, we are legally obliged to use your information in line with all laws concerning the protection of personal information, including The General Data Protection Regulation 2018.
At Make Music Day UK we collect different types of information about our users and members for four main reasons:
- To provide personalised services and features, such as access to resources and tools for members and member groups.
- To help us to monitor and improve the services we offer and projects we deliver.
- To sell advertising space on the site (this helps us keep membership fees down).
- Where we have your permission, to market services (for example, through the mailing labels service).
Our parent organisation, Making Music, is a Data Controller under the UK Data Protection Act 1998. Making Music’s Data Protection Officer is the Executive Director who can be contacted at Making Music, 8 Holyrood Street, London SE1 2EL.
Below you can find out more detail about what data we gather, for what reason and how it is used:
How we use your information – collecting information through the websiteWe collect information from the website:
- When you register on the website
- When you submit information to the website (e.g. on your profile page or event listing)
- Through cookies
- If you choose to reveal information in postings.
Registering on our website
To register on the website the minimum information we need is your name, email address and a password. Depending on why you are registering you may also need to provide extra information.
Emails: When you register for the website we may also ask you to select which topics you are interested in and would like to receive emails about. These allow us to personalise services for you.
After you have registered we may send you emails based on these preferences. Newsletters may be personalised based on the topics you are interested in. At any time you can decide not to receive these emails and will be able to ‘unsubscribe’ through a link at the bottom of any email.
Use of children’s data
We do not knowingly collect or store any personal information about children under the age of 16
Non registered website users submitting information through our website
There are forms on our website that you can complete and submit information without having to register as a user on our website. If you complete one of these forms we will collect and store the data you submit in the form. We will only use the data to helps us administer and manage the activity the form directly relates to. This might include contacting you or passing your details to related third parties that are essential for managing the activity or delivering the service.
How we use your information – submitting details by post, email, phone and online chat
If you submit information to us by; post, email, phone and through online chat we will store and use that information for the purposes of processing the query or activity you contacted us about. If the information you have provided can also be used for essential administration of your membership with us we may use the data for this purpose.
Updating your personal information
If you are registered as a user on our website we offer a ‘Dashboard’ page where you can update your personal information at any time, and change your marketing preferences. You can get to this page from any page on the site – simply click on the red ‘My Profile’ button on the top of your screen when you are logged in.
Who we share data with
For the effective delivery of some of our services we are required to share your data with other organisations. We will only ever share this data in relation to the delivery of the service and not for any other purposes. Who we will share the information with will be made clear as part of our delivery of the service.
Any other organisations who access your information in the course of providing services on our behalf will be governed by strict contractual restrictions to make sure that they protect your information and keep to data-protection and privacy laws which apply. We may also independently audit these service providers to make sure that they meet our standards. We may use service providers to help us run this site (or services available on the site), some of whom may be based outside the EEA.
We will not share your personal information with others for marketing purposes unless you have given us your permission (e.g. for the Direct Mailing Service) . If we have your permission, we will share your information only with other organisations we have chosen carefully.
If you attend an event organised by an event partner, data may be shared for event administration purposes.
We can access and release personal information to keep to relevant laws and government requests, to operate our systems properly and to protect both us and our users.
Some of our webpages use plug-ins from other organisations (such as the ‘Facebook Recommend’ function). These other organisations may use information about your visit to our website on their pages. If you browse these pages while still also logged in to your account with us, information they collect may be connected to your account on their site. For more information on how these organisations use information, please read their privacy policies.
To assist us in our marketing, in addition to the data that you provide to us if you register, we may also obtain data from trusted third parties to help us understand what you might be interested in. This ‘profiling’ information is produced from a variety of sources, including publicly available data (such as your group’s website) or from sources such as Google Analytics.
How long we will keep your data
Our data retention policy is to review all data held on individuals at least every two years and remove data where we no longer have a legitimate reason to keep it.
Where you have withdrawn your consent for us to use your data for a particular purpose (e.g. unsubscribed from a mailing list) we may retain some of your data for up to two years in order to preserve a record of your consent having been withdrawn.
What rights do you have?
Under the GDPR, you have the following rights over your data and its use:
- The right to be informed about what data we are collecting on you and how we will use it
- The right of access – you can ask to see the data we hold on you
- The right to rectification – you can ask that we update or correct your data
- The right to object – you can ask that we stop using your data for a particular purpose
- The right to erasure – you can ask us to delete the data we hold on you
- The right to restrict processing – you can ask that we temporarily stop using your data while the reason for its use or its accuracy are investigated
- Though unlikely to apply to the data we hold and process on you, you also have rights related to portability and automated decision making (including profiling)
- You can find out more about your rights on the Information Commission’s Office website.
If you have any questions about how we may use your data, requests related to your rights or wish to make a complaint please contact the Data Protection Officer at Making Music, 8 Holyrood Street, London SE1 2EL or by email firstname.lastname@example.org.
All queries and complaints will be dealt with by the Data Protection Officer, and will be responded to within 30 days at the latest.
If you are not satisfied with the way your complaint was handled, you may be able to refer your complaint to the Information Commissioner’s Office.
What are ‘cookies’?
‘Cookies’ are small text files that are stored by the browser (for example, Internet Explorer) on your computer or electronic device. They allow websites to ‘remember’ you so that they can store things like user preferences and make the website quicker and easier for you to use.
Without cookies, many things on websites would not be able to work: for example, without cookies, if you logged in to the Making Music website to view restricted content you would have to log in again every time you looked at a different page.
A visit to a page on the Making Music website may generate the following types of cookie:
- Registration and preferences cookies
- Anonymous analytics cookies
- Anonymous advertising cookies.
Registration and preferences cookies
When you register with the Making Music website, we generate cookies that let us know whether you are signed in or not. Our servers use these cookies to work out which account you are signed in with, and if you are allowed access to a particular service. It also allows us to associate any comments you post with your username. If you have not selected ‘keep me signed in’, your cookies get deleted when you either close your browser or shut down your computer.
Anonymous analytics cookies
Every time someone visits our website, software provided by other organisations (Google Analytics and Drupal) generate ‘anonymous analytics cookies’.
These cookies can tell us whether or not you have visited the site before. Your browser will tell us if you have these cookies and, if you don’t, we generate new ones. This allows us to track how many individual users we have, and how often they visit the site. We use them to gather statistics, for example, the number of visits to a page, to help us identify if visitors would benefit from more information on a particular area.
Anonymous advertising cookies
How do I turn cookies off?
It is usually possible to stop your browser accepting cookies, or to stop it accepting cookies from a particular website. However, we cannot tell if you are signed in without using cookies, so you would not be able to post comments and you may have problems using or accessing other parts of the Making Music website (such as your dashboard).
All modern browsers allow you to change your cookie settings. You can usually find these settings in the ‘options’ or ‘preferences’ menu of your browser. To understand these settings, the ‘Help’ option in your browser may provide useful details.
You can find out more about cookies and their use on the internet from www.allaboutcookies.org.