This notice aims to explain what data we collect from you, how and where we will use that data, and how we will keep it safe. This policy may be updated so please check back occasionally to make sure you’re happy with any changes. By using our website or services you’re agreeing to be bound by this policy.
If we can clarify anything, or if we can improve the explanations we give, don’t hesitate to get in touch: lucy@stringofhearts.co.uk
PERSONAL DATA WE COLLECT
We collect and use different types of data, some of which is personally identifiable and some of which isn’t. We collect data to report on our projects and events to our funders, to help us communicate with participants, colleagues and partners about opportunities and projects, and to improve our online communication. We only collect personal data that is essential to our operation as a community interest company, that promotes our work and enables us to fulfil our obligations to our stakeholders.
Statistical Data
String of Hearts collects information from all website visitors using statistics tools through Yahoo Small Business website builder. This information may include (but is not limited to) the date and time of visit, browser name and version, IP address, and referring website. This information is used for evaluating and further developing the website for our digital audiences. No personal data is collected via statistics tools.
Contact Data
When you send us a message on the ‘Workshops’ section of our website (www.stringofhearts.co.uk/workshops.html) we ask you to enter some personal data in the form of your name, email address, phone number and any message you would like to send to us. Your email address and phone number are collected so we can send you information about upcoming workshops and our work. The content of your message is used to inform the development of our programme. This information is not shared with any other party, and we will ask for your consent before using this data for any other purposes than those outlined above.
When a referral is made through the 'Music Hotline' section of our website (www.stringofhearts.co.uk/music-hotline.html) we ask a referring agency to enter some personal data for the individual they are referring, in the form of their name, phone number, postal address and some more details about the person. This information is used to enable the delivery of our Music Hotline service and is not shared with any other party. A referring agency must tick a box at the end of the form to confirm that they have consent from the person to make the referral. We will ask for your consent before using this data for any other purposes than those outlined above.
Although we will do our best to protect your personal data, we cannot guarantee the security of the data you transmit to our site as no transmission over the internet is 100% secure. Any transmission of your data to us is therefore at your own risk.
Participant Data
If you take part in a String of Hearts activity as a participant, we will collect data from you when you sign up or when you join an activity on the day. This data may include: name, email address, postal address, phone number, emergency contact and attendance information. If required by the funder, it may also include your date of birth, gender, ethnicity and information about disabilities. By signing up as a participant you agree to be contacted about upcoming opportunities.
This data is held securely and can only be accessed by the String of Hearts Directors for whom it is relevant and necessary for them to do their job. We will only ask for information that is required:
• to ensure String of Hearts delivers our projects safely and meets our duty of care
• to notify participants of information about projects they have signed up to attend or of upcoming projects/events that might be of interest
• for reporting purposes by the funders of the project. Reports to funders will not include any personally identifiable information
We keep information from our projects on record for seven years on our secure database so that we can analyse the progress and impact of our work, report to funders, and support participants to take part in our projects. Your data is uploaded to our database on Google Drive, where all information is secured and encrypted.
You can request that your personal information is removed from our database by emailing: lucy@stringofhearts.co.uk. If you do this, we are required by our funders to retain any statistical and demographic data (postcode, date of birth, gender, ethnicity, disability, attendance) but we will delete anything that identifies you individually (name, email, address, phone number etc.) Any data will then be kept anonymously.
PHOTOS, VIDEO AND AUDIO FOOTAGE
Photos, video and audio are classed as personal information. From time to time we will photograph, video or audio record projects, including workshops and performances. This will be for marketing and publicity purposes, e.g. to raise the profile of the activity, for participants and partners to keep as a memoir of the project, or for reporting to our funders. These photographs, audio and video recordings may be used in press, print, social media, on the String of Hearts website, or on the website of one of String of Hearts’ partner organisations.
String of Hearts will always notify you if we intend to take photographs, audio or video recordings during a project or event that you are participating in. Before taking any photographs, audio or video recordings, we will always ask for your consent. If you inform us that you do not want to be photographed or video/audio recorded, we will ensure that you are not included in any of the images or recordings.
We may also from time to time photograph, video or audio record public events. If this is the case, clear signage will be displayed to notify audience members that this is happening. Any audience members not wishing to be photographed, video or audio recorded must bring this to the attention of a member of String of Hearts staff and appropriate measures will be taken.
If you see a photo, video or audio recording in the public domain where you believe you have not consented to be included, you can inform us in writing at lucy@stringofhearts.co.uk with details of the photo, video or audio recording and we will remove it immediately or take measures to edit accordingly where possible.
CONTACTING US VIA EMAIL
If you contact String of Hearts by email, you will not be added to a mailing list. Your email will be used only for correspondence relating to your enquiry or business issues relevant to you resulting from your email.
Under GDPR you have the right to withdraw your consent to us holding your personal data. Should you choose to do this you can email us at any time at lucy@stringofhearts.co.uk. We are obliged to act on your request as soon as possible and at least within one month.
YOUR RIGHTS
Under the General Data Protection Regulation (GDPR) anyone whose personal data is stored by String of Hearts has a set of rights relating to it. Those rights are as follows:
• The right to be informed
• The right of access
• The right to rectification
• The right to erase
• The right to restrict processing
• The right to data portability
• The right to object
• Rights in relation to automated decision making and profiling.
For information on what these rights mean please visit the Information Commissioner’s Office website.
If you would like to exercise one or more of the rights in relation to the data we hold about you, please let us know in writing. If you think we are handling your data incorrectly you should approach us in the first instance and we will do everything possible to rectify the situation. If you are not happy with our response you have the right to contact a supervisory authority, in this case the Information Commissioner’s Office, where you can lodge a complaint for them to look into.
You can access and/or amend the personal information that we hold on you by emailing: lucy@stringofhearts.co.uk.
FURTHER INFORMATION
This notice was updated on 25th September 2020. It may be necessary to update it from time to time to reflect changes to our company operations or to legislation. Updates will be posted on this page and we may also directly inform you of any changes.
