Data Privacy Policy
This Privacy Policy applies to information that Kent and Medway Young Musicians Trust (“KaMYM Trust”, “the Trust”) collects about individuals who interact with our Trust. It explains what personal information we collect and how we use it.
If you have any comments or questions about this notice, feel free to contact the Trust Secretary who is responsible for data protection within the Trust: secretary@kamymtrust.org
By contacting us in any of the following ways, you are confirming that you have read and agree to this data protection information.
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Applying for a grant or an award
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Donate & become a Friend
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Making an enquiry
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Acquiring a ticket for, or coming to, an event
1. Personal data that we process
The following list explains the types of data we collect and the legal basis, under current data protection legislation, on which this data is processed.
Purpose: Applying for a grant
Data (key elements): Name of young musician, name of person completing the form, email, phone number, address & postcode, young musician’s date of birth, whether the young musician is still in formal education and if yes, at what level, how you heard about the trust, instruments studied, main instrument, how long the instruments have been studied, standards achieved on each instrument, name of teachers, how the young musician accesses teaching, where the young musician receives tuition, details of fees paid for music education, whether the young musician receives financial support already & from whom, how many children you have to provide financial support to, living arrangements for the young musician, details about financial aid currently received, associated costs with other family members, gross monthly household income, net monthly household income after tax and NI contributions, other sources of income, mortgage/rent costs, house insurance/council tax costs, utility bill costs, telephone/broadband/television costs, costs associated with running a car, other travel expenses, other fixed costs, total outgoings, purpose of the grant, teacher reference, audio recording.
Basis: Legitimate interests - it is necessary to read and store your application so that we can review and respond to your application
Other uses:
1. We may request information about the grant-holders’ musical development in order to promote the work of the Trust, asking for written permission to share details of personal success or the benefits of courses and workshops attended with the help of its bursary scheme.
2. If a grant is made, the Trust may wish to contact you to ask if you would be willing to take part in concerts or recitals in order to promote its aims and objectives and to aid the Trust’s publicity.
Purpose: Applying for the Passaggio Vocal Award
Data (key elements): name, email, phone number, address, date of birth, song information, accompanist information, your musical background, musical grades completed, performance experience, reason for applying, access requirements, emergency contact information, teacher reference, audio recording, payment information (please refer to ‘event ticket’ information).
Basis: Legitimate interests - it is necessary to read and store your application so that we can review and respond to your application
Other uses:
1. We may request information about the winner’s musical development in order to promote the work of the Trust, asking for written permission to share details of personal success.
2. Performers of the Passaggio Vocal Award may be contacted to take part in concerts or recitals in order to promote its aims and objectives and to aid the Trust’s publicity.
Purpose: Donate & become a Friend
Data (key elements): First name, last name, email address, message (if provided), phone number (if provided), your payment card information if provided (securely stored through our online payment system), name to be listed as donor
Basis: Legitimate interests - it is necessary to read and store your name, email address, phone number and message so that we can respond in the way that you would expect, and to store your payment information so that we can process payment for your donation, and whether you signify that you wish to donate through Gift Aid (see “Gift Aid”).
Purpose: Gift Aid authorisation, to enable the Trust to claim Gift Aid on your donation, which allows us to reclaim 25p for every £1 donated from HM Revenue & Customs (HMRC), provided you are a UK taxpayer.
Data (key elements): Confirmation of whether you have authorised the charity to claim Gift Aid, along with your name, address, and declaration that you are a UK taxpayer.
Basis: Legitimate interest. Recording and retaining your Gift Aid authorisation is necessary to comply with HMRC regulations and maximise the value of your donation for the Trust. This is done in a way that respects your rights and ensures compliance with UK tax laws.
Purpose: Enquiring about our trust and its work
Data (key elements): First name, last name, email address, message
Basis: Legitimate interests - it is necessary to read and store your message so that we can respond in the way that you would expect
Purpose: Website functionality
Data (key elements): Website activity collected through cookies
Basis: Legitimate interests - it is necessary for us to store a small amount of information, usually through cookies, to deliver functionality
Purpose: Event ticket
Data (key elements): First name, last name, email address, telephone number and securely stored through our online payment system and not visible to KAMYMT team themselves, your payment card information.
Basis: Legitimate interests - it is necessary for us to capture and store this information to enable the sale of tickets for events, handle any payment enquiries and manage the communications and information you need to attend the event. If you choose to hear about future KaMYMT events, refer to “Marketing and News”.
Some event tickets may require purchase from third parties, for example, the event venue’s site. In these instances, your data will be processed as per the third parties’ privacy policies.
Purpose: Marketing and News
Data (key elements): First name, last name, email address and your comment (if provided)
Where we have your explicit consent we will use your contact information to update you by email about events which you may wish to attend and news about the Trust. You can opt out of these at any time by using the link in the email or by emailing: webmaster@kamymtrust.org. We will also store and read your comment so that we can respond in the way that you would expect.
Basis: Legitimate interests. It is necessary to read and store your contact information and message so that we can respond in the way that you would expect and to keep you informed about the Trust's activities, opportunities to support us, and opportunities for young musicians to obtain grants.
2. How we use your data
We will only use your data in a manner that is appropriate considering the basis on which that data was collected, as set out in the table at the top of this policy. For example, we may use your personal information to reply to enquiries you send to us. In the case of grants, at least two Trustees will be required to approve each application but the names of the applicant and/or student are redacted. Up to three officers of the Trust know the applicants’ names and will not be involved in the decision-making process.
3. When we share your data
We will only pass your data to third parties in the following circumstances:
● we are using a third party purely for the purposes of processing data on our behalf and we have in place a data processing agreement with that third party that fulfils our legal obligations in relation to the use of third party data processors; or
● we are required by law to share your data
● In the case of grants and award applications, at least two Trustees will be required to approve each application but the names of the applicant and/or student are redacted. Up to three officers of the Trust know the applicants’ names and will not be involved in the decision making process.
4. How long we keep your data
We take the principles of data minimisation and removal seriously and have internal policies in place to ensure that we only ever ask for the minimum amount of data for the associated purpose and delete that data promptly once it is no longer required. We retain your information so that the Trust can maintain a relationship with it's Grantees and supporters for the lifetime of the trust. We will take some basic steps to make sure the data we retain is accurate and complete as it ages. If we have reason to believe the data is out of date we will delete it and if you would like your data removed, please email secretary@kamymtrust.org.
5. Rights you have over your data
You have a range of rights over your data, which include the following:
● You have the right to ask for rectification and/or deletion of your information.
● You have the right of access to your information.
● You have the right to lodge a complaint with the Information Commissioner if you feel your rights have been infringed.
A full summary of your legal rights over your data can be found on the Information
Commissioner’s website here: https://ico.org.uk/
If you would like to access the rights listed above, or any other legal rights you have over your data under current legislation, please get in touch with us: secretary@kamymtrust.org
Please note that relying on some of these rights, such as the right to deleting your data, will make it impossible for us to continue to deliver some services to you. However, where possible we will always try to allow the maximum access to your rights while continuing to deliver as many services to you as possible.
6. Cookies & usage tracking
A cookie is a small file of letters and numbers that is downloaded on to your computer when you visit a website. Cookies are used by many websites and can do a number of things, eg remembering your preferences, recording what you have put in your shopping basket, and counting the number of people looking at a website. Where cookies are used to collect personal data, we list these purposes in section 1 above, along with other personal data that we collect. However, we also use some cookies that do not collect personal information but that do help us collect anonymous information about how people use our website. We use Google Analytics for this purpose. Google Analytics generates statistical and other information about website usage by means of cookies, which are stored on users’ computers. The information collected by Google Analytics about usage of our website is not personally identifiable. The data is collected anonymously, stored by Google and used by us to create reports about website usage. Google’s privacy
policy is available at http://www.google.com/privacypolicy.html
7. Modifications
We may modify this Privacy Policy from time to time and will publish the most current version on our website. If a modification meaningfully reduces your rights, we’ll notify people whose personal data we hold is affected.
With thanks to White Fuse for their helpful templates: