Privacy Policy

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Our website is hosted by Word Press. You can read their Privacy Policy here – https://en-gb.wordpress.org/about/privacy/

Cookies

We make use of cookies which are files placed on your computer that enable us to track certain information relating to your use of www.evolvemusic.org.uk. By being on this website you consent to Google Analytics tracking cookies being used. You can configure your web browser to prevent the use of cookies, although some functions or services may not be available.

E-newsletter and mailing list 

We use MailChimp for our email marketing. So when you sign-up to our mailing lists the information you submit, which can include your name, email address, job title, place of work and location, will be held securely by them and the information also made accessible to us. MailChimp’s servers are based in the United States, so your information may be transferred to, stored, or processed in the US. MailChimp participates in and has certified its compliance with the EU-U.S. Privacy Shield Framework, which certifies that it has adequate safeguards in place. As a respected email marketing provider MailChimp won’t share your information with any unauthorised third parties or contact you directly at any time – you can read their full privacy policy here: https://mailchimp.com/legal/privacy/

Essential / Non-essential cookies

From time to time we may embed videos and audio files from well-known media sharing sites. These sites may use cookies to track your behaviour via our pages. 

Google Analytics

We anonymously track the behaviour of all visitors to this site using Google Analytics. This includes the use of the Google Analytics tracking cookie. We use this data to understand how people use our website and to improve and update our content. Read more on this cookie and how it is used by the Google Analytics service. IP addresses are provided to Google Analytics but are anonymised with the Google Analytics service.

Privacy Policy

Evolve Music (“we”) promises to respect any personal data you share with us, or that we get from other organisations,  and keep it safe.  We aim to be clear when we collect your data and not do anything you wouldn’t reasonably expect.

Developing a better understanding of our stakeholders and participants through their personal data allows us to make better strategic decisions and fundraise efficiently.

Our communications include information about our latest events, achievements, campaigns and initiatives. If you would like to receive communications you can sign up via www.evolvemusic.org.uk or by emailing info@evolvemusic.org.uk.

We collect information when you give it to us directly. 

You may give us your information in order to sign up for one of our workshops, events, tell us your story, make a donation, purchase our services or communicate with us. We collect this information in the following ways:

Participants

If you take part in one of our workshops we will ask you for:

  • Your name
  •  Your email address.

We may also ask for:

  • Your home address or postcode
  • Your date or year of birth
  • Name of ages of the children you are accompanying to the workshops 
  • Emergency contact details 
  • Details of any allergies and/or medical conditions
  • Your experience of health, social or economic challenges you may have experienced 
  • Information relating to why you are taking part
  • How you heard about our work
  • Gain your consent for taking photographs, audio or film of your participation.

We will mainly use your data to:

  • Record how, when and why you are taking part in our activities
  • Administer your participation and report it to those funding our work
  • Where appropriate register your participation with an awarding body
  • Ensure we know how best to contact you
  • Understand what the work we do achieves and how to improve what we do
  • Contact you about future events, information about the company and opportunities to take part.

We will also ask you whether you are happy for us to retain this data. If you answer yes (sometimes called ‘opting in’) we will:

–    Save the information you provide on a Participant database that is password protected. 

–    Save the information in an online marketing platform (currently Mailchimp). This is password protected and uses two-factor authentication. 

–    Register your attendance at further sessions and input this onto the database.

Attendees

If you attend an event (this could be a performance, workshop or a training event) you may be asked to complete a form to confirm your attendance, or whilst at the event an audience-profiling questionnaire. This information will include:

  • Your name
  • Your contact details
  • Address
  • Email
  • Information relating to how you engage in music 
  • How you heard about our work
  • Whether you would like to ’opt in’ to receive further information on our events, work and opportunities.

In the event you ‘opt in’ once you enter your details onto an audience-profiling questionnaire, we will:

–    Save the information in an online marketing platform (currently Mailchimp). This is password protected and uses two-factor authentication. 

Donors

If you make a donation to Evolve Music. This information you provide will include: 

  • Your name
  • Your email address. 

It may also include: 

  • Your home address and confirmation that you are a UK taxpayer (if you opt in for GiftAid) 
  • How you heard about our work
  • Whether you would like to ’opt in’ to receive further information on our events, work and opportunities.

E-stakeholders

We define e-stakeholders as individuals who have communication with Evolve Music workers or volunteers. This could be a programme partner, funder, local councillor, union representative, supplier, contractor, or an employee.

In the event you have email communications with an Evolve Music worker or volunteer you will be automatically ‘opted in’ to our e-mailing list on the basis of a ‘legitimate interest’.  You will be informed that this is going to happen via a footer that will be present at the bottom of each email. Included in this text will be information on:

  •     How to ‘opt out’ or see information held
  •     Where to find our Privacy Policy.

Your consent will be implied based on your legitimate interest in the organisation. This information will include:

  •     Your name
  •     Email
  •     The nature of your interest in Evolve Music. 

This data will register your email address on an e-marketing platform. 

We will then contact you with information about our latest events, achievements, campaigns and initiatives. We do not sell or share personal details to third parties for the purposes of marketing.

Workers: Volunteers, Trustees, Associates and Staff

If you are engaged as a worker (whether this be paid or unpaid) we will collect data about you such as name, contact details, address, email, emergency contacts, and other information. We have a right to see this information at any point and you also have a right to be forgotten. We will hold this data about you for at least one year after you have stopped working for the organisation. We will also add your details to our email marketing platform and contact you with information about our latest events, achievements, campaigns and initiatives.

Sharing Your Journey with Evolve Music 

Some people choose to tell us about their experiences to help further our work.  

This may include them sharing sensitive information related to their health and family life in addition to their biographical and contact information. We use some of the information provided, including gender, ethnicity or the type of experience people have.  We also monitor the types of people who are involved to ensure that the views we hear are representative of all people we work with.

If we have the explicit and informed consent of the individuals, or their parent or guardian if they are under 18, this information may be made public by us at events, in materials promoting our campaigning and fundraising work, or in documents such as our annual report. All stories will be anonymised. 

Children’s Data

We collect and manage information from children, and aim to manage it in a way which is appropriate to the age of the child.  Information is collected when children attend our events or take part in our work.

We will seek consent from a parent or guardian before collecting information about children.  Our events have specific rules about whether children can participate, and we‘ll make sure advertising for those events is age appropriate.

Any data pertaining to children is classified as ‘sensitive data’ and is subject to access control measures that are outlined in the company’s Data Protection Policy. 

How is the Data Protected?

We ensure that there are appropriate technical controls in place to protect your personal details.  

Sensitive data will be retained separately from other personal data. Electronic data that is deemed to be sensitive will only be retained in a way that doesn’t identify specific people (i.e. pseudonymised).  

We undertake regular reviews of who has access to information that we hold to ensure that your information is only accessible by appropriately trained staff, and volunteers. We train all those involved in administering or collecting data on how to do so in line with our policy, statutory guidance and good practice.

We will only ever share your data in other circumstances if we have your explicit and informed consent.

Evolve Music’s Data Protection Policy refers to our commitment to treat information of employees, participants, stakeholders, and other interested parties with the utmost care and confidentiality. With this policy, we ensure that we gather, store, and handle data fairly, transparently, and with respect towards individual rights, in compliance with the Data Protection Act 2018 and UK GDPR.

Evolve Music’s Information Security Policy refers to our commitment to treat what could be deemed as ‘sensitive data’ (as defined within this policy with the utmost care and confidentiality. 

What can you do?

We really appreciate it if you let us know if your contact details change. You have a right to ask us to stop processing your personal data, and if it’s not necessary for the purpose you provided it to us for (e.g. processing your donation or registering you for an event) we will do so.  

Contact us using the email address below if you have any concerns.  You also have a right to ask for a copy of the information we hold about you.  If there are any discrepancies in the information we provide, please let us know and we will correct them.

You may change your communication or data preferences at any time. Please contact us on info@evolvemusic.org.uk or alternatively call us on 01225 962 774.

We may change this Privacy Policy from time to time.  If we make any significant changes in the way we treat your personal information we will make this clear via our website or by contacting you directly.