Privacy Statement

This privacy statement sets out how Soundwell Music Therapy Trust collects, uses and stores your personal data.

Who we are

Soundwell Music Therapy Trust is a registered charity (1093992) which provides music therapy services. For the purpose of the Data Protection Act 2018 and under the UK General Data Protection Regulations the Data Controller is Soundwell Music Therapy Trust, Wedmore Vale, Bristol BS3 5HX. Soundwell Music Therapy Trust is registered with the ICO with registration number ZA455295.

If you have any questions about this privacy statement you can contact us at enquiries@soundwell.org.uk.

Soundwell will review and may update this statement from time to time. You should check this page periodically to ensure that you are aware of any changes.

What information we collect

Personal data is any information that can identify you or another person. For example, if you donate money, refer or enquire for a person to participate in music therapy, contact us (including for volunteering or working with us) or visit our offices, we will collect and process your personal data.

We may collect the following personal data:

  • Basic personal details (including your name, email address, postal address, telephone number, date of birth);
  • Financial details (bank account number, UK taxpayer information for Gift Aid);
  • Credit or debit card information;
  • Photos, videos or audio recordings used as part of our work with you.

We may also collect, store and use the following special categories of personal data which need more protection:

  • Information about your race or ethnicity;
  • Philosophical or religious beliefs;
  • Sexual orientation;
  • Political opinions;
  • Trade union membership;
  • Health information;
  • Information about criminal convictions.

Why we collect personal information

  • If an enquiry or referral is made for a person to participate in a music therapy session, we will collect your personal data to enable us to contact you in relation to participation
  • For fundraising and supporter communications including processing donations on your behalf, where permitted to do so, we will collect your personal data in order to facilitate fundraising and to communicate with you in relation to fundraising and support
  • If you contact us with general queries: for instance about volunteering or jobs, we will collect your personal data to enable us to contact you in response to your query.

How we collect information about you

We collect information from you in the following ways:

  • When you interact with us directly: This could be if you ask us about our activities, make a donation to us, apply for a job or otherwise provide us with your personal data. This includes when you phone us, contact us through our website or get in touch through the post, by email or in person.
  • When you interact with us through third parties: This could be if you provide a donation through a third party such as Enthuse or if you are referred to us for services.
  • Through publicly available sources: To help us be more efficient in our fundraising we will occasionally use publicly available information from sources such as Companies House, news reports and LinkedIn.

How we use your information

There are various ways that we may use your personal data. We have listed how we use your personal data for our main activities:

  1. To provide you with information, services or products that you have requested or which may interest you.
  2. To update you with important administrative messages about your donation, an event or services you have requested.
  3. To process your donations or other payments, to claim Gift Aid on your donations and verify any financial transactions.
  4. To keep a record of your relationship with Soundwell.
  5. To check your suitability for a role at Soundwell as an employee or volunteer. Following which, if you become an employee or a volunteer, to fulfil any contract we have in place with you in relation to your employment or volunteering.
  6. To protect staff and visitors to Soundwell premises.
  7. To send you news about projects and appeals for funding.
  8. To arrange transport to attend a Soundwell group or event.
  9. Enable us to identify trends and to fundraise more effectively.

How long we will keep your data

Your personal data will not be kept by Soundwell for longer than necessary. We retain information about Gift Aided donations as required by HMRC and for audit purposes.

Information about supporters and donors is retained for 5 years after the last interaction, to help us communicate with you appropriately, to identify trends, and to fundraise more effectively. You may ask us to stop using your data at any time, and subject to our audit and HMRC responsibilities, you may ask us to delete your data. We may then keep the minimum necessary information in a file for monitoring purposes.

Any credit card details provided to us are disposed of immediately after the donation has been processed.

If you do not access our services, we keep the information about you, including your personal data, for up to two years after the date you completed an enquiry form. If you use our services, we keep your information for up to seven years after you stop using our services. After this, we will securely destroy any electronic copies of your information. We will keep an anonymous copy of your information stored in our electronic database for as long as we consider it necessary

Security of your data

We are committed to ensuring your personal information is secure. In order to prevent unauthorised access or disclosure we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect. All data we collect electronically is securely backed up and hosted within the UK.

Soundwell will ensure that when collecting financial information such as debit cards, credit cards or other financial personal data, that this is done securely. We use Charities Aid Foundation (CAF) to process your donation, manage any Gift Aid and ensure that we receive donations.

Data collected through our website

We may collect personal data about you when you visit our website. Please see our Cookie Policy for more information.

Our website may contain links to other websites of interest. You should be aware that we do not have any control over the content or security of external sites and therefore we cannot be held responsible for the protection and privacy of any information which you provide whilst visiting these sites. You should exercise caution when disclosing personal information on any website and should read the website’s privacy statement to understand how your personal data will be used.

Lawful Basis of processing

Data Protection regulations permit the processing of your data under 6 different lawful bases.

When processing your data, we rely on the following lawful bases, depending on the purpose of the processing, and how we use it to communicate with you:

  • Legitimate interest basis: We will only rely on our legitimate interests to process your personal data if we have assessed the reasonableness of doing so and deemed that it is appropriate. One legitimate interest is engaging with the public to further our charitable aims, as it is important for us to engage with the public to promote our work. We also rely on legitimate interests when sending you information by post about our work for fundraising appeals and invitation for our networking events via email. When we do this, we will always provide you with easy ways to ask us not to send such information in the future.
  • Legal obligation basis: We may collect or share your personal data when we need to by law. For example, to fulfil a regulatory rule or for fraud detection purposes when carrying out checks on donors.
  • Contract basis: Processing your personal data is necessary for the performance of a contract (for example where you are an employee).
  • Consent basis: this is where we have asked for your permission to use your personal data in a specific way and you have agreed. For example, we rely on your consent if we wanted to use a photograph of you on our website.
  • Vital interests basis: where there is an immediate risk to your health we may use your personal data. For example, if we are concerned about your or another person’s safety, or in the case of an emergency.

Sharing your information with third parties

Soundwell will not sell your personal data to other organisations for use by them in any way. We may share your personal data with third parties:

  • If we are legally required to;
  • To protect the rights, property, or safety of Soundwell, our donors and others;
  • Where we use third parties to provide us with services and they need to access our systems, which may include your personal data, to be able to provide such services.

This includes sharing information with other organisations for fraud detection and protection, or with local authorities or social services who provide health, legal or social care or treatment.

Where we use an external service provider to act on our behalf, we will share only the personal data necessary to deliver the service and will have a contract in place that requires them to meet Soundwell data protection and information security requirements.

If we’re concerned about your or another person’s safety or in the case of an emergency, we may contact, discuss and share your information with your next of kin, the emergency services or other appropriate services. When we can we will always try to contact you before doing this.

Your Rights

Under the Data Protection Act 2018 and the UK General Data Protection Regulations you have certain rights about the personal data we hold about you. If you would like to use any of your rights that are outlined in the table below, please contact us using the information below.

Right to access your personal data You have a general right of access to the personal data that we hold about you upon request.

 

This is sometimes termed ‘Subject Access Request’. If we agree that we must provide the personal data to you (or someone else on your behalf), we aim to do so within one month from when your identity has been checked. We will not charge a fee for considering and/or complying with the request unless it is considered to be excessive in nature.

 

We may ask for proof of identity and enough information about your interactions with us so that we can locate your personal data.
Right to correct your personal data If any of the personal data we hold about you is inaccurate or out of date, you may ask us to correct it.
Right to stop or limit our processing of your personal data You have the right to object to us processing your personal data for particular reasons, to have your information deleted if we are keeping it too long or have your personal data processing restricted in some circumstances.
Right to erasure/deletion You have the right to have personal data deleted. This is also known as the ‘right to be forgotten’. The right only applies in certain circumstances.
Right to portability The right to portability gives you the right to receive personal data you have provided to us in a structured, commonly used and machine-readable format.

 

Requests can be made by:

  • Calling us on 0300 365 3400;
  • Email to enquiries@soundwell.org.uk; or
  • Writing to The Data Controller, Soundwell Music Therapy Trust, Quaker Meeting House, Bristol BS3 5HX.

If you have any queries relating to how Soundwell has processed your personal information you can contact us at enquiries@soundwell.org.uk.

If you are unhappy with our response to your enquiry about how we have processed your personal information, we would like to hear about it. We appreciate the opportunity that this feedback gives us to improve. You also have the right to lodge a complaint with the Information Commissioner’s Office, the UK data protection regulator.

If you would like more information about the Data Protection Act 2018 and the UK General Data Protection Regulations you can contact the Information Commissioner’s Officer at Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Helpline: 0303 123 1113
Website: https://ico.org.uk/

Disclaimer

Soundwell Music Therapy Trust does not guarantee that access to this website will be uninterrupted, that it will be free from viruses or that it cannot be tampered with by third parties. We have tried to ensure that all information we provide through this website is correct at the time we included it. We apologise for any errors. We do not guarantee the accuracy of these pages and any visitor using information contained in them does so entirely at their own risk. This website also contains links to other websites operated by third parties. Soundwell does not accept any liability over the content of these third party sites and the existence of these links do not constitute an endorsement of such websites. Linking to these sites is at your own risk.

Any guidance provided on this site is not intended to replace professional advice and in case of doubt, please consult an appropriately qualified professional adviser. In no event will Soundwell be liable for any damages whatsoever arising out of or related to this website.

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