Source: https://www.ncem.co.uk/privacy-notice/
Timestamp: 2020-08-04 06:05:20
Document Index: 478119356

Matched Legal Cases: ['ART 2', 'ART 3', 'ART 4', 'ART 5', 'ART 6', 'ART 7', 'ART 8', 'ART 9', 'ART 10', 'ART 11', 'ART 12']

PRIVACY NOTICE – NCEM
This Privacy Notice sets out how NCEM (the Data Controller) collects and uses your personal data. This Privacy Notice has been written to reflect the changes introduced in May 2018 by both the General Data Protection Regulation (GDPR) and the Data Protection Act 2018 (DPA18).
When we refer to “we”, “us” “our” or “controller” in this Privacy Notice we mean NCEM.
We do not have a legal obligation under GDPR to appoint a Data Protection Officer. However, a member of our team does oversee our general compliance with GDPR and DPA18. The various ways you can contact us to discuss any data protection issues or concerns are shown in the “Our contact details” section.
When gathering and using your personal data we must have a legal basis to do so – this is a requirement of data protection law.
Regardless of which service you use with us, in order for us to comply with one of our legal or regulatory obligations we will rely on the legal basis of “legal obligation” to process your personal data. For example, we may need to share personal data with regulators such as the Charity Commission or Information Commissioners Office. We also have to retain personal data for accounting purposes and transactions relating to Gift Aid have to be declared to HMRC.
To find out more about how to exercise your rights please refer to the guidance on the Information Commissioner’s Office website - https://ico.org.uk/your-data-matters/.
If you wish to make a request, please contact us via one of the methods shown in the “Our contact details” section.
If you are not happy with how we are processing your personal data or you believe we have not dealt with one of your rights correctly you are entitled to make a complaint to the Information Commissioners Office (ICO). The ICO has several ways in which you can get in touch with them, including post, email, and online forms. For full details how to make a complaint please refer to their website - https://ico.org.uk/make-a-complaint/.
MS Office 365 – we use Microsoft Office to process and store information which includes personal data, this includes email;
Box Office System (hosted by Seat Geek) – used to process sales and tickets for events and to store customer contact details;
Artifax Event – we use this system to manage all our events we host;
Survey Monkey – we occasionally undertake surveys to help us improve our service;
Mailchimp – we store individual’s contact details on Mailchimp and send information, e.g. events, newsletters via this platform;
Paypal – used to process payment when you make an online monetary donation to us and for entry to our competition
IT maintenance and service – our IT contractor has access to our computer network and systems that contain personal data to undertake routine maintenance and deal with IT related problems;
Website development and hosting – our website developer hosts our website on our behalf, therefore they are able to access and see personal data captured on our website, including cookies;
Wix – used to process online entries to our International Young Artists Competition; and
Accountants – we use accountants to undertake our payroll and audit functions, they may see personal data of our customers in the course of the activities they undertake for us).
Mailchimp is registered under the EU-US Privacy Shield Framework. Their certificate can be viewed U.S. Department of Commerce’s Privacy Shield website - https://www.privacyshield.gov/participant?id=a2zt0000000TO6hAAG&status=Active
We use Wix.com Ltd for our online application form process for entry into the International Young Artists Competition on our website https://www.yorkcomp.ncem.co.uk/. Data input onto our online application form may be processed and stored by Wix.com in the United States of America, in Israel and in Europe (including the Ukraine). We rely on the following exception in GDPR to undertake the transfer of personal data:
Wix.com is registered under the EU-US Privacy Shield Framework. Their certificate can be viewed U.S. Department of Commerce’s Privacy Shield website –
Survey Monkey is registered under the EU-US Privacy Shield Framework. Their certificate can be viewed U.S. Department of Commerce’s Privacy Shield website - https://www.privacyshield.gov/participant?id=a2zt0000000Gn7zAAC&status=Active
Microsoft Corporation is registered under the EU-US Privacy Shield Framework. Their certificate can be viewed U.S. Department of Commerce’s Privacy Shield website - https://www.privacyshield.gov/participant?id=a2zt0000000KzNaAAK&status=Active
In operating our website, www.ncem.co.uk, we use a third-party service, Google
Analytics, to collect and process standard internet log information about your visits to our
website and the resources that you access, including, but not limited to, traffic data, location
data, weblogs and other communication data all of which enables us to improve our services to you. We are not able to identify anyone from this data.
We collect and process personal data relating to children in relation to the following services.
PART 2 – IF YOU USE OUR BOX OFFICE
See our Box Office privacy notice here.
PART 3 – IF YOU ENTER OUR YOUNG COMPOSERS AWARD
What personal data do we need.
When you register to enter the Young Composers Award, we will collect the following personal data about you:
When you submit your composition to the Young Composers Award, we will collect additional personal data and information about you, which includes:
For children who are 18 years or under who submit a composition, we also collect the name (signature) of your parent or guardian.
We gather your personal data directly from you when you register to take part and when you submit your composition to the Young Composers Award.
process your registration to enter the Young Composers Award, which includes sending you reminders of the deadline to submit your score;
process the score you submit as your entry;
inform you of whether or not your score has been shortlisted;
arrange shortlisted candidates’ attendance at a workshop, rehearsals and evening performance;
judge and decide a winning score from the shortlisted candidates;
arrange attendance to the concert where their winning score will be performed; and
anything else that specifically relates to processing your personal data for the Young Composers Award.
We also like to:
inform past winners and finalists of new opportunities (both organised by NCEM or other arts organisations), to publicise your successes and to keep you informed of future Young Composers Awards; and
inform all registrants of future Young Composers Awards.
The data we obtain to process your application and entry to the Young Composers Award is necessary for the performance of a contract to which you are subject to. You must always abide by the rules as set out in the terms and conditions for the Award.
We require certain information from you to enable us to fulfil our pre-contractual (registration stage) and contractual obligations (score entry and judging stage). If you are not able to provide all the necessary information we need we may not be able to process your registration and submission to the Young Composers Award.
We rely on legitimate interests to send you information about our future Young Composers Awards, to notify winners and finalists of new opportunities (both organised by NCEM or other arts organisations) and to promote the winners success.
GDPR allows us to rely on legitimate interests for direct marketing purposes.
Additionally, we have undertaken a legitimate interest assessment, which balances our business purpose to undertake direct marketing against your right to privacy. The outcome of the balancing test justifies our use of legitimate interests for this purpose as it would not be an unreasonable expectation for anyone who enters the Young Composers Award to have their personal data processed in this way.
This also complies with e-Privacy laws, currently the Privacy & Electronic Communication Regulations 2003, which governs how a business can undertake electronic direct marketing to consumers.
You always have the opportunity to object to us processing your personal data in this way, both when we first collect your personal data and with every communication we have with you thereafter. You can change your marketing preferences at any time by contacting us via one of the ways shown in the “Our contact details” section.
The Young Composers Award is run in association with BBC Radio 3. As our award partner the BBC sees the personal data of the winner. The BBC does not usually see the personal data of other entrants; however, they do have the right to ask for these details should they require them as part of the award process. The BBC retains the personal data of the winner of the award for 2 years. The BBC is a separate data controller of your personal data for this purpose, for further information on how the BBC process your personal data please read their privacy notice on their website http://www.bbc.co.uk/usingthebbc/privacy/privacy-policy
We keep your personal data for the following periods of time:
We retain permanently for all registrants your name and year of application.
We retain permanently the music scores of finalists.
All application forms and scores of non-finalists are destroyed 6 months after the judging of the award.
We retain registrants email addresses for as long as you want to receive news about future Young Composer Awards.
We retain fully anonymised data for our own internal analysis and trend reporting, this data includes geographical data and age-range data.
Yes. We use the following data processors:
Mailchimp - used to store your contact details and to send you information about future Young Composers Awards
MS Office 365 – to store data and send emails to and from all registrants of the Young Composers Award.
PART 4 – IF YOU ENTER OUR INTERNATIONAL YOUNG ARTISTS COMPETITION
When you apply online to enter the International Young Artists Competition, we will collect the following information from you:
Ensemble nominated lead contact:
Each member of the ensemble:
Proof of ID (e.g. scan of ID card, passport)
current and/or main teachers
courses and conservatoires attended
an unedited audio recording of the ensemble playing in either digital or CD format
details of your recording
programme details for both the preliminary and competition recitals
letter of recommendation from a prominent personality in musical life
two recent photographs of the ensemble
We gather your personal data directly from you when you submit your online application to take part in the International Young Artists Competition. Note - Your application may have been completed by the nominated lead of the ensemble.
process your online entry in the International Young Artists Competition;
undertake the initial selection process (based on audio recording submitted);
inform you of whether or not you have been shortlisted;
provide feedback to unsuccessful applicants
invite finalists to the competition and arrange for finalists attendance at a reception, rehearsals, preliminary recitals and competition day;
judge and decide a winning ensemble from the finalists; and
anything else that specifically relates to processing your personal data for the International Young Artists Competition.
inform past winners and finalists of new opportunities (both organised by NCEM or other arts organisations), to publicise all the finalists successes and to keep you informed of future International Young Artists Competitions; and
inform all previous applicants of future International Young Artists Competitions.
The data we obtain to process your application and entry to the International Young Artists Competition is necessary for the performance of a contract to which you are subject. You must abide by the rules of the competition at all times.
We require certain information from you to enable us to fulfil our pre-contractual (application stage) and contractual obligations (initial selection stage and finalists stage). If you are not able to provide all the necessary information we need we may not be able to process your application to enter the International Young Artists competition.
We rely on legitimate interests to send you information about our future International Young Artists Competitions, to notify winners and finalists of new opportunities (both organised by NCEM or other arts organisations) and to promote their success.
Additionally, we have undertaken a legitimate interest assessment, which balances our business purpose to undertake direct marketing against your right to privacy. The outcome of the balancing test justifies our use of legitimate interests for this purpose as it would not be an unreasonable expectation for anyone who enters the International Young Artists Competition to have their personal data processed in this way.
Your personal data is only used by internal employees and contract staff for the purposes as set out in “why we need your personal data”.
We will share the winners contact details with Linn Records to enable the production of the CD.
BBC Radio 3 record the competition final for editing for future broadcast.
We retain permanently for all entrants your name and year of application.
All application forms and copies of passports/IDs, etc. are destroyed after the final day of the competition.
We retain entrants email addresses for as long as you want to receive news about future International Young Artists Competitions
Wix.com – used to process your online application form to the competition
Paypal – to process your entry fee to the competition
Mailchimp - used to store your contact details and to send you information about future competitions
MS Office 365 – to store data and send emails to and from entrants of the competition
PART 5 – IF YOU HIRE OUR VENUE
You can hire our venue for conferences or meetings, weddings or parties, corporate functions, and concerts or lectures. Depending on the type of function you are hiring our venue for we will need some or all of the following personal data:
Contact name of person making booking
Position of contact person in organisation
Telephone number of person making booking
Lecturers/performers names
We will also need information relating to the booking which includes but is not limited to space required within NCEM venue, type of function, date, time, number of delegates or expected number of guests, accessibility requirements, room layout, additional equipment and services, planned event timings (e.g. guest arrival times, bar open times, food served times, etc), details of event (content, number of performers).
We get the personal data of the person making the booking directly from the individual when they contact us to make all the arrangements.
We also obtain personal data of an individual who has enquired about our venue via a third-party venue site, such as hitched.com, UKBrides, forbetterforworse.com and for conferences via VisitYorkforMeetings, and other venue directories
If names of lecturers or performers are provided these have been given to us by the person making the booking.
process the booking for hiring our venue;
liaise with you about the booking to ensure everything runs smoothly at the event; and
submit and receive payment from you for the booking.
We will also send an invite to brides and grooms who have enquired about our venue in the preceding 6 months to a wedding fair that we hold every year at NCEM.
The legal basis we rely on for providing a venue to hire is:
The data we obtain to process your booking to hire our venue is necessary for the performance of a contract to which you are subject to.
We require certain information from you to enable us to fulfil our pre-contractual (request for venue hire details) and contractual obligations (provision of venue and facilities). If you are not able to provide all the necessary information we need we may not be able to process your booking request and you may not be able to hire our venue and facilities.
Legitimate interests (GDPR Article 6(1)(f))
We rely on legitimate interests to contact brides/grooms who have enquired about our venue for their wedding to invite them to our annual wedding fair.
Additionally, we have undertaken a legitimate interest assessment, which balances our business purpose to undertake this type of direct marketing against your right to privacy. The outcome of the balancing test justifies our use of legitimate interests for this purpose as it would not be an unreasonable expectation for individuals who have made enquiries with us about hiring our venue for a wedding to receive information from us about an event that specifically relates to the reason they want to hire our venue.
This also complies with e-Privacy laws, currently the Privacy & Electronic Communication Regulations 2003, which governs how a business can undertake electronic direct marketing to businesses and consumers.
You always have the opportunity to object to us processing your personal data in this way. You can contact us via one of the ways shown in the “Our contact details” section to inform us that you do not want us to collect and process your personal data for this purpose.
If we source the catering for you, we only provide your organisation name, numbers and dietary requirements to the caterers. We do not give your personal data or the personal data of attendees/delegates to the caterers.
We keep all information relating to hiring our venue for 6 years from the end of the financial year the event took place.
Yes, we use the following data processors:
Artifax Event – to manage our event planning, room bookings and resource scheduling requirements.
MS Office 365 – to store and process emails and documentation.
PART 6 – IF YOU JOIN ONE OF OUR MEMBERSHIP SCHEMES
To become either a Festival Friend or NCEM Patron we need to collect the following personal data about you:
Membership scheme you wish to join
Amount of any additional donation you wish to make
Payment for the membership scheme you wish to join (cheque, standing order or payment via our Box Office)
Gift Aid declaration (where applicable)
We gather your personal data directly from you when you complete and submit your application to join one of our membership schemes.
process your application to become a Festival Friend or NCEM Patron;
invite you to events included with your membership package; and
keep in touch with you throughout the year.
Consent - GDPR Article 6(1)(a)
By submitting your application form to become a member you are consenting to us using your personal data for this purpose. The membership includes some of the following:
receiving advance copies of our festival brochure and priority booking;
notification of NCEM events;
By joining one of our membership schemes we will send relevant information to you about our events even if you have previously opted out of receiving marketing through the Box Office.
You always have the right to withdraw your consent to being a member, you can do this by contacting us via one of the methods shown in the “Our contact details”.
We retain membership information for 6 years from the end of the financial year to which they relate to.
Box Office System (hosted by Seat Geek) – used to store all details of Festival Friends and NCEM Patrons;
Mailchimp – used to store the contact details of all Festival Friends and NCEM Patrons, we may contact you, via Mailchimp, to remind you about your renewal or to let you know about events associated with your membership;
MS Office 365 Email – used to send emails to Festival Friends and NCEM Patrons to remind you about your renewal or to let you know about events associated with your membership;
PART 7 – IF YOU MAKE A DONATION TO US
If you make either a one off or regular donation to NCEM we need to collect the following personal data about you:
Donation made via our website (Paypal)
Gift Aid (where applicable)
Donation made in person, phone or online either by cheque, debit/credit card, bank transfer, or cash (input to our Box Office System)
Address (only required for Gift Aid purposes)
Debit/Credit details if payment made this way
We gather your personal data directly from you when you make a donation to us.
We need your personal data to process and administer your donation to us. This may include contacting you to invite you to a performance or a reception related to the activity you have supported.
By making a donation to us you consent to us using your personal data for the purpose of us administering the donation and partaking and celebrating the donation.
You always have the right to withdraw your consent for us to use your personal data for this purpose, you can do this by contacting us via one of the methods shown in the “Our contact details”.
We will share Gift Aid information with HMRC.
We retain donation information and gift aid forms for 6 years from the end of the financial year to which they relate to.
Paypal – used to process online donations
Box Office System – to store information about donations made
PART 8 – IF YOU ARE ONE OF OUR SPONSORS (TRUSTS AND FOUNDATIONS / CORPORATE PARTNERS)
Your organisation name;
The name (first and last name) of the person who we are liaising with at your organisation (in some cases this may be several staff members details);
Organisation postal address;
Organisation email address;
Organisation telephone number;
Organisation mobile number;
We will obtain your personal data when we apply for funding from your organisation.
We may also obtain personal data of potential corporate sponsors from business networking events or we may have an existing relationship with you.
We need the personal data to allow us to process the funding application we are apply for and to meet any funding conditions or sponsorship agreements that are imposed on us.
We will process your personal data to meet any pre-contractual obligations we have with you in relation to our funding application and any contractual obligations we have when the funding is in place.
We may require certain information from you to enable us to fulfil our pre-contractual and contractual obligations. If you are not able to provide all the necessary information we need we may not be able to consider or appoint you as one of our sponsors.
We retain information relating to funding and sponsorship for 6 years from when the funding or sponsorship expires.
Microsoft Office 365 – to store and process our information
PART 9 – IF YOU JUST WANT TO RECEIVE OUR EVENT INFORMATION & NEWSLETTERS
For us to send you information about our events, festivals, and general updates on the work we do, we need the following personal data about you:
We obtain your personal data directly from you when you instruct us to add you to our mailing list, this can be done in person at our box office; by phone; by email; or by clicking the subscribe button on our website.
We also obtain personal data indirectly, from publicly available sources, of music teachers/professors, professional composers, heads of schools, etc.
We need your personal data to be able to send you details of our events and updates that you have subscribed to receive.
We need the contact details of music teachers/professors, professional composers, heads of schools, etc. so that we can contact you to promote to your students our Young Composers Award and International Young Artists Competition.
We rely on legitimate interests to collect the contact details of music teachers/professors, professional composers, heads of schools and conservatoires, etc. to be able to send you information about our Young Composers Award and International Young Artists Competition so that you can promote these to your students.
Additionally, we have undertaken a legitimate interest assessment, which balances our business purpose to undertake this type of direct marketing against your right to privacy. The outcome of the balancing test justifies our use of legitimate interests for this purpose as we do not believe it would be an unreasonable expectation for music professionals to receive information about our Young Composers Award and International Young Artists Competition. There is a clear benefit for you and your students to be aware of these prestigious events, for individuals and music ensembles to showcase their compositions and musical talents. A potential risk of us not contacting you is you may never become aware of the events.
We retain your contact details for as long as you want to receive information about our events and the work we do.
Box Office System – to store your contact details and marketing preference
Mailchimp - used to store your contact details and to send you newsletters or information about future events
PART 10 – IF YOU APPLY FOR A JOB WITH US
Equal opportunities information (which includes age, disability, gender, religion, sexual orientation, ethnic group, relationship status, caring responsibility) – voluntary
PART 11 – IF YOU ARE ONE OF OUR VOLUNTEERS
If you would like to volunteer and help us with the work we do we will need to collect the following personal data from you before you become a volunteer:
Contact details (such as telephone, mobile, email address)
Health issues we may need to be aware of
Personal evacuation emergency plan details
Any other personal data you give to us that you feel is relevant for us to know
We gather your personal data directly from you when you complete our volunteer record form.
We need your personal data so that we can assign volunteer duties to you so you can contribute to the activities of NCEM.
Our legal basis for the processing is:
By volunteering with us you are consenting to us processing your personal data for this purpose.
You always have the right to withdraw your consent to being a volunteer and can decide at any time that you no longer wish to be a volunteer for our charity. Should you wish to stop being a volunteer please notify our Operations and Events Manager.
We keep volunteer records for 6 years from when our relationship with you ends.
Artifax Event – to store contact details
PART 12 – IF YOU ARE ONE OF OUR SUPPLIERS OR CONTRACTORS
For us to pay you for the service or goods you have provided to us we need to collect and use a small amount of information about you and your business, this is also likely to include some information about the individuals who work at your business. The information we are likely to need is:
Names, address and dates of birth of contract staff and artists/musicians who deliver education projects on our behalf; and
We also need to undertake DBS checks for contract staff and artists/musicians who we use for education projects. We will use your name, address and date of birth to check your status on the DBS system. We only retain the DBS number and date of checking.
Invoices may be shared with our grant funders as evidence of expenditure.