PRIVACY POLICY FOR MUSIC FOR MY MIND

Who are we?

We’re Music for my Mind, a registered UK charity (1167246) dedicated to making personalised music available to everyone living with dementia and to show that favourite music can change lives.

At Music for my Mind, we’re committed to protecting and respecting your privacy. This Privacy Policy explains why we process personal data, what it is, how we use it, the conditions under which we may disclose it to others, how we keep it secure and your rights as a data subject.

Any questions regarding this Policy and our privacy practices should be sent to Music for my Mind at Rivers Lodge, West Common, Harpenden, Hertfordshire, AL5 2JD or through our  Contact page.

What do we mean by personal data?

Personal data relates to a living individual who can be identified from that data.  Identification can be by the information alone or in conjunction with any other information we hold or may acquire. The processing of personal data is governed by the General Data Protection Regulation (the “GDPR”) and some other UK legislation.

 

What data do we have from you?

Website

Subject to the Privacy Policy of Google Analytics, no personally identifiable information is sent to Google Analytics from our website. During your visit to our webpages, the data we obtain about you includes traffic data, location data and behavioural data, such as what pages you’ve navigated between and what buttons you’ve clicked. We keep a record of the data you’ve provided when you sign up to our newsletter or contact us through our message form or directly on our email.  This personal information might include your name, email address, phone number, time zone and message.

Crowdfunding page

If you visit our crowdfunding page and sign up to become an Ambassador, the information you provide is collected on our behalf by Sponsorcraft Limited under the Privacy Policy which you can read here. If you make a donation online the data you provide is held by Music for my Mind and handled by Sponsorcraft Limited and our payment processor Stripe on our behalf. Stripe specialise in the secure online processing of credit/debit card transactions and you can read their Privacy Policy here.

 

How is your information used?

We may use your information to:

  • Process a donation that you have made.
  • Reclaim Gift Aid (if applicable).
  • To provide you with information about our work and services or products we provide, such as campaign updates, future fundraising events or activities, work and research progress, etc.
  • To carry out our obligations arising from any contracts entered into by you and us.
  • Seek your views or comments on the charity and services we provide.
  • Notify you of changes to our services or policies.
  • Process a grant or job application.
  • Gather feedback from you as the user on how to better communicate with and provide better service, which will inform our organisational goals.

Whenever we collect or process your personal data, we’ll only keep it for as long as is necessary for the purpose for which it was collected (generally up to 7 years). We are required to process some types of information to fulfil our legal obligations (for example the collection of Gift Aid). We review our retention periods for personal information on a regular basis. At the end of that period, your data will either be deleted completely or anonymised.

If you have asked us not to communicate with you any more we will retain your information indefinitely to ensure that we respect your request and do not inadvertently communicate with you again (unless we are legally required to do so).

 

What is the legal basis for processing your personal data?

Where personal data is collected in the course of fulfilling our contractual obligations to a data subject or other legal obligations, only necessary data is collected and any sensitive information is securely stored and access restricted only to workers or volunteers who need it.

Explicit consent of the data subject is obtained so that we can keep them informed about our work and services or products we provide, such as campaign updates, future fundraising events or activities, work and research progress, etc.  You can withdraw your consent at any time by emailing us directly (contactmfmm@gmail.com).

For workers and volunteers, processing is necessary for carrying out obligations under employment, health and safety, social security or social protection law, or a collective agreement.

 

Who has access to your information?

Our workers and trustees have access to your data and are obliged to respect the confidentiality of this information.

We will not sell or rent your information to third parties.

We may pass your data to trusted service providers, such as personalised email services, website/ app developers and accountants for the purposes of completing tasks and providing services to you on our behalf.  When we use third party service providers, we disclose only the personal information that is necessary to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own direct marketing purposes.  If we stop using their services, your data held by them will be deleted or anonymised.

 

Your rights

If you do not want us to keep contacting you with news, updates and/or promotional messages, you can unsubscribe from our mailing list by emailing us directly (contactmfmm@gmail.com) or through the ‘Unsubscribe’ button at the bottom of our emails.

The accuracy of your information is important to us. We’re working on ways to make it easier for you to review and correct the information that we hold about you. In the meantime, if you find errors or inaccuracies in your data, please email us atcontactmfmm@gmail.com.

You are welcome to ask for a copy of the information Music for My Mind holds about you.

Other rights that you have with respect to your personal data (unless subject to an exemption under the GDPR), are:

  • The right to request your personal data is erased where it is no longer necessary or required by Music for my Mind.
  • The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing.
  • The right to object to the processing of personal data.
  • The right to lodge a complaint with the Information Commissioners Office. You can contact the Information Commissioners Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.

 

Security

On the occasions where we share your data with third parties, we have agreements in place with them that require them to keep that data secure at all times. Our workers and Trustees are also taking steps to ensure that any personal information is treated securely. Any files or portable devices that contain sensitive information are encrypted and/ or password protected.

Non-sensitive information (your email address etc.) is transmitted normally over the internet, and this can never be guaranteed to be 100% secure. As a result, whilst we strive to protect this personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk. Once we receive your information we make our best effort to ensure its security on our systems.

 

Cookies Policy

Like many other websites, the Music for my Mind website uses cookies. A ‘cookie’ is a small text marker stored on your computer that enables us to track the use of our website during your visit. They collect statistical data about your browsing actions and patterns and do not identify you as an individual. Our cookies don’t store sensitive information such as your name, address or payment details. This helps us to improve our website and deliver a more personalised service.

It is possible to switch off cookies by setting your browser preferences. Each browser is different, so check the ‘Help’ menu of your particular browser (or your mobile phone’s handset manual) to learn how to change your cookie preferences. Turning cookies off may result in a loss of functionality when using our website.

 

Links to other websites

Links within our sites to other websites are not covered by this privacy policy. We encourage you to read the privacy statements on the other websites you visit.

 

Under 16?

We are keen to protect the privacy of children aged under 16. If you are aged under 16‚ please get your parent/guardian’s permission beforehand whenever you provide us with personal information. If you are under 13 your parent/guardian must give us consent to use your personal data, you cannot consent yourself.

 

Review of this Policy

We keep this Policy under regular review.

We may change this Policy from time to time so please check this page occasionally to ensure that you’re happy with any changes. By using our website, you’re agreeing to be bound by this Policy.

This policy was last reviewed in November 2018.