Help Musicians UK (HMUK) supports a wide variety of people; supporters, volunteers, people who receive grants or advice and information from us, partners (organisations and individuals). In order to provide products, services, information and opportunities tailored to each person or organisation, HMUK processes information about them (personal data). This helps to ensure that they are getting the best service possible from HMUK. This also helps us, where appropriate, to ask for your support with the things we believe you care about the most.
HMUK is committed to safeguarding the privacy of personal data and complying with the UK Data Protection Act 1998, the European General Data Protection Regulation (2016/679) of the European Parliament when it comes into force on 25th May 2018, and any future changes in data protection legislation that HMUK is required to comply with.
A Data Controller is a person or organisation who decides why and how information about you (personal data) will be stored, shared and used. For data collected, stored and processed by HMUK, HMUK is the Data Controller. Our Registration Number in the Data Protection Public Register is Z5889840.
Types of personal data collected and held by HMUK and how it’s collected
If you have registered for, or use any of HMUK’s services, some of the personal data that HMUK holds about you is transferred to the HMUK database. This information will have been collected from you as part of your application process and will include:
The type of service that you have registered for, or used, determines other personal information that HMUK may hold.
If you apply for a job with HMUK, we may also hold personal data relating to your professional history. This data may have been provided by you, or it may have been obtained from social media and other services that provide email addresses and telephone numbers, namely:
HMUK may hold personal data that has been created from other personal data that we already hold (i.e. name, address, postcode, employment data), either through internal or external research/profiling, namely:
Visitors to HMUK website:
When someone visits www.helpmusicians.org.uk we use 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 website. This information is only processed in a way which 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. If we do want to collect information which can identify you through our website, we tell you about this. We will make it clear when we collect personal information and will explain what we intend to do with it.
Links to other websites
HMUK are not responsible for the content and practices of third party websites where we have links from the HMUK website. Links to other websites are often provided solely as reference points to information on topics that may be useful to our users.
This privacy notice will no longer apply if you use a link to go from HMUK’s website to a third-party website. Your browsing and interaction on any other website are subject to that website's own privacy notice and we encourage you to read their own privacy statements.
How personal data is stored by HMUK
Personal data of people we support, people who give us donations and others we’re in contact with, is stored by HMUK on HMUK’s servers located in the United Kingdom. Access to personal data is restricted to those members of staff who need to keep in contact with you, and is controlled through password protection and user security profiles. All HMUK employees, contractors and volunteers that are given access to personal data have to be trained in data protection at least annually and sign a contract to say that they will keep your information confidential.
How personal data is processed by HMUK
Personal data is processed by HMUK to:
Who HMUK shares personal data with
Personal data is shared with other organisations in a limited number of instances.
If you have registered to attend an event, HMUK may share any details provided at the time of registration with the venue or event partners, so that introductions can be made, or seating plans created.
HMUK may share personal data with partner organisations which carry out contracts on our behalf (such as a music venue hosting a HMUK event). HMUK will only share personal data that is relevant and necessary. HMUK’s partners sign contract agreements which help to make sure they follow the law on data protection. This will happen in the following circumstances:
When HMUK shares personal data as detailed above we ensure that security is maintained, using tools such as encryption.
We may also share information about you if we are concerned that you are at risk of harm or that others may be at risk. If we believe this is the case, we may contact your GP (if we know who this is), social services or the emergency services. Wherever possible, we will ask for your permission first but we may have to take action even without your permission, if we believe that the situation is serious enough.
Personal data is NEVER sold on to third parties.
Data Transfers outside of the UK and EU
The data HMUK collect and use is held in the UK, and unless we inform you otherwise your data is only shared with partners who process and store your data within the UK and EU.
In some circumstances we may invite you to register and participate in events or fund-raising activities from partners where your data will be collected, processed and transferred outside the UK and EU. Where we intend to do this, we will inform you in any communication that you receive (via email, advert, post, or social media) that the data will not be held with the UK and EU, and who it will be processed by, such that you can decide whether you wish to participate or not. We will always inform you prior to the data being supplied or collected by the partner.
How long personal data is held by HMUK
HMUK wants its relationship with you to be life-long. This means that we will keep a record for you until such time as you tell us that you no longer wish to be in touch with us (to exercise your right to be forgotten). In this instance HMUK will delete the majority of your personal data it holds, but will maintain basic personal data (name, address, email address and contact number) to ensure that we do not accidentally create a new record unless consent to create a new record is received. However, if you tell us that you don’t want us to keep basic personal data about you, we will delete this.
If you are supported through one of our schemes, for example, if you have received a grant from us, we will create and keep your personal data for 4 years after the last date we were in contact with you. We keep a record of all financial payments made for 6 years after the last payment was made.
If you are a supporter for example through event attending, donating or you receive any of our communications from fundraising we will create and keep your personal data and only contact you where and how we have consent to. HMUK will ensure that your consent is still current and up to date by contacting you every 2 years. If you wish to update your consent any time within that 2 years, you can do so by contacting HMUK at email@example.com. Should consent lapse we will only hold your personal data for a further 6 months.
What do to if you don’t want HMUK to process your personal data
Everyone has the right to object to HMUK processing their personal data for any or all of the purposes set out in this Privacy Notice and can do so at any time. If you wish to object, please email and tell us what type of personal data you don’t want us to process (for example, your name, address, details of your enquiry) and/or in what area of our work you don’t want your personal data used (see above for descriptions). Where you exercise this right you will no longer receive the service that you have requested to be excluded from, unless you inform us to re-instate this again.
Access to personal information
You have a right to request copies of the data held about you by HMUK. To do so, please send us a Subject Access Request to firstname.lastname@example.org. If you don’t want HMUK to hold some or all of your personal data, if you don’t want your personal data used for any or all of the purposes explained in this Privacy Notice, or if you wish to change the type of communications you receive or the way in which HMUK contacts you, please contact email@example.com.
Changes to this privacy notice
We keep our privacy notice under regular review. This privacy notice was last updated on 21 February 2018.
If you have any questions which you feel have not been covered by this Privacy Notice, please do not hesitate to email us or write to:
Data Protection Officer,
Help Musicians UK,
7-11 Britannia Street,
London, WC1X 9JS
If you are unhappy with the way in which HMUK uses and processes your personal data you can complain to the Information Commissioners Office (the supervisory authority that enforces data protection regulations in the UK).
The ICO can be contacted on 0303 123 1113 or refer their website at https://ico.org.uk.