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.
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, including the Data Protection Act 2018.
What data do we have from you?
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Research, Development and Service Delivery
If you are a participant in our research, we only collect and process your personal data, once you have signed an informed consent for us to do so. Consent will be obtained in accordance with the research protocol and Research Ethics Committee approvals applicable to the study or studies in which you are participating. The personal data collected will include names, date of birth, gender, video and audio recordings, signed consent or withdrawal forms, research data/records and contact details (such as phone number or email address).
If, as a research participant, you have filled out our musical preferences questionnaire about yourself, it means we will also be collecting information about where you grew up and your religion. This is so we can better personalise your music listening experience and find music that is relevant to you during your teenage years.
If you are a user of our playlist creation services, we collect and process the personal data you provide to enable a personalised playlist to be created for your friend/relative living with dementia. The personal data collected will include names, contact details (such as phone number or email address) and your relationship to the person for whom the playlist is being created. If you subsequently provide feedback on your experience of using our service and/or the playlist created, we will also collect your name, date of birth and gender. You will also have filled out our musical preferences questionnaire with information about your friend/relative and you will have confirmed that they have agreed to our use of that data to create their personalised playlist (or that you have given consent on their behalf under a Power of Attorney).
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.
- To provide a personalised playlist in response to the data provided by you, through our musical preferences questionnaire and/or playlist creation App.
- 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.
- Carry out our research and development programme; analyses of that data will be essential for both the development of our products and services and to inform our research findings.
- To contact you about your participation in our research and about any findings as a result of the study or studies in which you participated.
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). Data obtained from participants for research purposes will be retained for 10 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 (firstname.lastname@example.org).
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.
Explicit, informed consent of research participants is obtained so that we can process their personal data as part of a research study and keep them informed about the study. You can withdraw your consent at any time by emailing us directly (email@example.com).
Explicit, informed consent is obtained from users of our playlist creation services so that we can process their personal data and that of their relative/friend to create a playlist, contact them further to obtain feedback and process the personal data they provide in that feedback to support further developments in use of personalised music to improve the well-being of people living with dementia. You can withdraw your consent at any time by emailing us directly (firstname.lastname@example.org).
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 and consultants, such as research collaborators, personalised email services, website/ app developers and accountants for the purposes of research, 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.
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 (email@example.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 at: firstname.lastname@example.org.
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.
- The right to withdraw your consent to participate in any of our research studies, without giving any reason and without your care or legal rights being affected.
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. All personal data included on paper forms will be kept in a locked filing cabinet in a secure location.
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.
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
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 2020.