PERSONAL DATA & PRIVACY STATEMENT

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Summary:  Data is processed relating to clients / customers / bookers / students / agents, and to those who are interested in the services offered / provided. This statement is a commitment to complying with legal obligations in respect of data protection and privacy. This statement sets out the principles applied when processing your personal data. It also describes i) the types of personal data that may be collected about you, and also ii) what is done with any data collected / held iii) how it is kept secure and iv) the legal bases which apply for processing your data. This statement also informs you of your rights and how you can make contact.

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1.   About this Business / Service:

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Sole trader often working under different business names because Agencies and Wedding / Event Services ‘portals’ usually require acts / service providers etc to use a different / unique name to that used for advertising elsewhere.

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For the purposes of email and website, the business name of MelodySong is used. Services provided / offered can come under entertainment, health / care / wellbeing and education / personal development:

i)     live solo / duo / group performance for weddings / events etc

ii)    music / creative arts based group or individual sessions for care / residential homes, individuals with life threatening / life limiting illnesses etc

iii)   music lessons focusing primarily on instrumental tuition but including aural (ear) training and music theory

 

This Sole Trader is a Data Controller for the purposes of current data protection legislation. The business is mobile so there is no registered company postal address. Contact details are:

www.melodysong.live/contact-faqs

info@melodysong.live

+44(0)7491881930

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2.   What personal data is collected?

 

Personal data is any information relating to an identifiable living individual. Personal data collected is necessary to be able to provide you with the services you have enquired about / requested. This is data provided by yourself in relation to enquiry and/or booking process

 

• Personal/contact information: this can include name, contact address, email address(es), telephone numbers (and date of birth – under 18’s only.)

• Payment information: your bank details for billing purposes and that which appears in bank statements in relation to deposit and / or balance payments made

• Digital information: IP addresses, and details of your interaction with the website and social media, should you engage through these channels. Web Hosting is through GoDaddy and if you make contact via the website, certain digital information will pass through GoDaddy servers. 

• Correspondence: information relevant to your specific enquiries.

• Other: any other information you choose to provide / or that which is requested from you e.g. information necessary to making an assessment and / or service provision plan.

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3.    When is personal data collected?    Information is collected about you when:

 

• you make enquiries about services offered / provided

• you visit the website and / or engage on social media

• we enter into a contract

• information is required for an examination entry application

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4.    What is the lawful basis for processing your data?

 

Processing of personal data is only done where there is a lawful basis to do so. Therefore, processing and collection of your personal data happens when:

 

• it is necessary for the provision of quotations, the issuing of receipts and the performance of contracts with you;

• it is necessary for the purposes of legitimate interests as a business. In these cases, data will be processed in a way which might reasonably be expected from the business relationship with you, and which does not impact materially on your fundamental rights, freedom and interests. Your personal data will not processed on this basis if it appears your rights override that of the business. Instead, your specific consent may be sought, and/or another legal basis;

• it is necessary for compliance with legal obligations  e.g tax compliance;

• you have provided your consent to do so, for example in relation to marketing by electronic means.

 

Please see below for more detailed information about how your data may be used and on what basis.

If you have any concerns about the processing of your data, please feel free to get in touch (see Contact). Please also see Your Rights, below.

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5.   How your personal data be used?

 

The information collected about you may be used:

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• to perform any contract agreed with you, or to respond to any enquiries you make in this connection before a contract is entered into. The lawful basis for this processing is performance of a contract with you, or because you have requested specific steps be taken before entering into a contract, in respect of these activities and services;

• to respond to any other enquiries or complaints, the information you supply is necessary for a response.

• to protect the business from fraud and other illegal activities. This processing is necessary under legitimate interests, ensuring the proper management of the business and financial risks.

• to provide you / those who have previously made an enquiry / enquiries with information by post (or by email, with consent), about other products and services offered. Information that may be processed for this purpose includes your name, address and email address. This processing is necessary for marketing / promoting services, which is a legitimate business interest.

• marketing / promotion information will only be sent to you by email with your consent. You have the right to withdraw your consent at any time. Please email or telephone: see Contact below.

• to send you communications required by law or which are necessary to inform you about changes to the services provided / offered, for example, updates to this Privacy Statement, and any information legally required which relates to any Contracts between us. These service messages will not include any promotional content and do not require prior consent when sent by email or text message. This processing is necessary for compliance with legal obligations.

• for website administration, and to send you review / feedback / survey requests to help improve quality, content, scope of services etc. These messages will not include any promotional content and do not require prior consent when sent by email or text message. This processing is necessary for the development of services, which is a legitimate business interest. There is a legitimate interest to do so as this helps make available services more relevant to you. You are free to opt out of receiving these requests at any time, just get in touch.

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6.    ​Who is your data shared with?

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In some circumstances it may be necessary to share your data with the following:

• Tax Auditors

• Examination Boards

 

Third Parties:  Data is saved / backed up using Tresorit, a secure cloud-based back-up service.

 

At the time of writing (May 2018) your data is not shared with any other third parties, such as Accountant(s), Accounting Software company, I.T consultants, outsourced IT network administrators, mailing house / email marketing company etc. which would be valid in order to support the efficient running of the business. If this changes, this statement will be amended accordingly. If this is necessary, the only information provided will be that needed for them to perform the services required. They will only use the data for the purposes specified in relation to that service request. Any Third Parties will be required to maintain appropriate security to protect information from unauthorised access or processing.

 

In some circumstances, it may be necessary to share your personal data with third parties (including legal or other advisers, regulatory authorities, courts and government agencies) to enable enforcement of the legal rights of the business, or where such disclosure may be permitted or required by law.

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7.    How long will your data be kept?

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Personal data is only kept for as long as is necessary to provide services, or for as long as is reasonable for lawful business purposes and / or to comply with statutory or other legal requirements.

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8.   Data security

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Appropriate technical and other measures are taken to protect the personal data that is held / stored, transmitted, or otherwise processed against accidental or unlawful destruction, loss, alteration or unauthorised disclosure or access. Computers and mobile devices are password protected.

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9.   Your rights

 

You may exercise your rights by making contact using the details in Contact, below.  Any requests are handled within a reasonable period and, in any event, within one calendar month of the original request (one month limit may not be possible in all cases e.g. subject to unforeseen circumstances such as serious personal accident / serious illness / hospitalisation, extended annual holiday).

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• Right to information and access

You have the right to be informed about what personal data is held about you, why, on what lawful basis and what your rights are. This Privacy Statement is the key document used, intended to inform you about this. You also have a right to request access to the information held about you, and to receive a copy of this information, along with other information that is generally contained in this Privacy Statement.

• Right to rectification

You have the right to request that inaccurate personal data be rectified, or completed if it is incomplete.

• Right to erasure and restriction

You have the right to request a limit on or cessation of processing, or, erasure of information held about you - in certain circumstances. When responding to such requests, you will be informed how such restrictions or deletions may affect the ability to fulfil enquiries / quotations / contracts / service agreements with you or otherwise affect your interests.

• Right to object

You have the right to object to the use of your information for direct marketing. You can also ask that your information is not used, where it is being processed on the basis of legitimate interest. It will then not be used unless there is believed to be a legitimate overriding justification to continue processing your personal data.

• Right to withdraw consent

If you have provided consent to use your personal data, you have the right to withdraw it any time. If you wish to either consent or withdraw your consent, please send an email to  info@melodysong.live

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10.   Complaints

 

If you are unhappy with the way your personal data is / will be processed, please get in touch using the information provided below. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO):

Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Tel: 0303 123 1113 or 01625 545 745

https://ico.org.uk/global/contact-us/

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11.   Contact

 

If you have any questions about this policy, or you wish to exercise any of your rights, please email or phone.     

email  : info@melodysong.live     phone : 07491 881930     website : www.melodysong.live/contact-faqs 

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12.   Updates to this statement

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This Privacy Statement may be changed from time to time. Any updates to this privacy statement will be posted on the website www.melodysong.live, and where appropriate, you may be notified by post or email. Please check the website to stay up to date.

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Last updated May 2018