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

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 1998 and under the General Data Protection Regulations the Data Controller is Soundwell Music Therapy Trust, PO Box 3113, Bristol, BS5 5GJ.

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.

Why we collect personal information
We collect personal information from you as follows:
• If an enquiry or referral is made for a person to participate in a music therapy session
• For fundraising and supporter communications including processing donations on your behalf, where permitted to do so
• If you contact us with general queries: for instance about volunteering or jobs

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 information. 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 Virgin Money Giving 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

Why we collect this information
• To provide the services that you have requested.
• To update you with important administrative messages about your donation, an event or services you have requested.
• To process your donations or other payments, to claim Gift Aid on your donations and verify any financial transactions.
• To keep a record of your relationship with Soundwell

How we use your information

Fundraising and Supporter Communications
If you give us your personal information at an event we have organised, by signing up to our newsletter, or by connecting with us on social media, we will use it to send you information about the work of Soundwell, news about projects, and appeals for funding. We will only email you this information with your consent, which you may amend at any time. If we send you information by post, we will always make it easy for you to ask us not to do so in the future.
If you give us your personal information in the process of making a donation to us, we will use your information in order to keep an accurate record of the donation and in case we need to contact you for necessary administrative purposes regarding your donation.

Clients
For clients we hold the information you share with us as part of the contact information form or when you provide us with clinical information.

We collect information about you so we can stay in contact with you until you tell us otherwise. We also want to know if you need help with transport to attend our groups.

We share the information you give us with people involved in providing and administrating our services. 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.

If you need help with transport to attend our groups, we share your name, postal address and phone number with a transport company.

How long we will keep your data

Fundraising and Supporter Communications
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.

Clients
If you do not access our services we keep the information about you 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
Unless required to do so by law, we will never share your information with third parties unless we have your explicit permission to do so.

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.

Data collected through our website
We do not collect any personal information about you when you visit our website and we do not use Cookies.

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.

Legal Basis of processing
Data Protection regulations permit the processing of your data under 6 different legal bases.
When processing your data, we rely on the following bases, depending on the purpose of the processing, and how we use it to communicate with you:
• Consent basis: we rely on your consent when sending you information by email about our work or fundraising appeals.
• Legitimate interest basis: we 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 utilise this basis for processing data for gift aid, in our role as employer, and where necessary for regulatory matters.

Your Rights
Under the Data Protection Act 1998 and the General Data Protection Regulations you have certain rights about the personal information we hold about you:

You have the right to receive copies of the information we hold on you. Unless there is a legitimate reason why you cannot make the application in writing (in which case you should call us on 0300 365 3400), your request should be made to Soundwell by email to enquiries@soundwell.org.uk or writing to The Data Controller, Soundwell Music Therapy Trust, PO Box 3113, Bristol, BS5 5GJ.

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, you have the right to lodge a complaint with the Office of the Information Commissioner.

Information Commissioner’s Office

If you would like more information about the Data Protection Act and the 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.