Transformance Music Privacy Policy

This document was last updated on 15th June 2018

In accordance with the new EU General Protection Data Regulation (GDPR) coming into effect on Friday 25th May 2018 Transformance Music has made sure that the way we have stored your data and will continue to do so complies with the GDPR.

Transformance Music only keeps a person’s data if they have consented for us to do so. This includes our partners, people who signed up to our mailing lists via our website, and people who we work with through training and workshops (collectively known in this document as lads and lasses).

This data is only accessible by nominated staff. Be assured that we will always endeavour to be clear, honest and transparent with you about the information we collect, and wherever practical will ask your specific consent.

Our Privacy Policy sets out how we obtain, process and store personal data that you have provided to us.

The following will be explained about how we use and store your data:

1. How we collect your personal data
2. Anonymous data
3. How we use your data
4. Our databases
5. Data protection
6. Your rights
7. How long we keep your data for
8. Sharing information with third parties
9. Updates and acceptance of these terms

How we collect your personal data

We collect data from lads and lasses in the following ways:

• Email mailing list sign-up forms through our website
• Online surveys through our website
• Contact forms through our website
• Purchases of products and services through our online shop
• Comment/Reviews of products through our online shop
• Paper based surveys/feedback at our workshops and events

Lads and lasses may be asked for, as appropriate: name, email address, phone number and other personal information relevant to our organisational activities. Lads and lasses may, however, visit our Site, www.transformancemusic.org anonymously. We will collect personal identification information from lads and lasses only if they voluntarily submit such information to us. Lads and lasses can always refuse to supply personal information, except that it may prevent them from engaging in certain Site related activities.

Anonymous data

Apart from personal information given to us voluntarily, we also collect anonymous data based on user behaviour on the internet. We use this to improve the user experience and deliver more relevant information. You can control how much data we gather through your own web browser settings.

Cookies

Our analytics or service providers use cookies or similar tracking technologies. These technologies are used in analyzing trends, administering the site, tracking lads and lasses’ movements around the site and to gather demographic information about our user base as a whole. We may receive reports based on the use of these technologies by these companies on an individual as well as aggregated basis.

We use cookies to remember lads and lasses’ settings (e.g. language preference) and testing. They are also used for example to remember your information if you enter it in one of our contact/comment/review forms. When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

Lads and lasses can control the use of cookies at the individual browser level. If you reject cookies, you may still use our site, but your ability to use some features or areas of our site may be limited.

Log Files

As is true of most web sites, we gather certain information automatically and store it in log files. This information may include internet protocol (IP) addresses, browser type, internet service provider (ISP), referring/exit pages, operating system, date/time stamp, and/or clickstream data. We may combine this automatically collected log information with other information we collect about you. We do this to for purposes of analytics and to improve site functionality.

We use Google Analytics to track anonymous user activity. You can read their privacy policy here.

How we use your data

We use your data in the following ways:

• To send you emails via Mailchimp
• To analyse aggregated anonymous user behaviour on our website
• To keep track of online purchases via our online webshop
• To publicise positive feedback about our workshops and events through testimonials eg. testimonials attached to a name

We do this with these goals in mind:

To improve our site, product and services
To understand how our Lads and lasses as a group use the services and resources provided on our site. These findings help us improve our business.

To personalise the user experience
To send Lads and lasses information they agreed to receive about topics we think will be of interest to them.

To run a promotion, contest, survey or other Site feature
To contact you via email about a marketing campaign we are ing.

To improve customer service
Information you provide helps us respond to your customer service requests and support needs more efficiently. We may use a provided email address to respond to inquiries, questions, and/or other requests.

Our databases

When you give us your personal information it is stored in 4 places:

1. Basic email and marketing related information is stored with our email mailing list provider – Mailchimp (third party). You can read their privacy policy here.
2. Payment information you give when making product and services purchases is stored with our payment gateway – Paypal (third party). You can find their privacy policy here.
3. Basic personal information for processing purchases, saving comments/reviews of our products and processing messages via our online contact forms in our own database hosted by Hostgator. Information about their security measures can be found here.
4. Paper based survey/feedback information (anonymous) is also stored on Google Drive and accessed only by nominated members of staff. Read their privacy policy here.

The information we generally collect includes name, email address, physical address, date of registration. Other information is optional and voluntary.

Data Protection

We endeavour to ensure that there are appropriate and proportionate technical and organisational measures to prevent the loss, destruction, misuse, alteration, unauthorised disclosure of or access to your personal information. Your information is only accessible by nominated staff and directors, who agree to abide by this policy.

Your rights

Where we rely on your consent to use your personal information, you have the right to withdraw that consent at any time. This includes the right to be unsubscribed from our email list at any time. You also have the following rights:

• Right to be informed
  You have the right to be told how your personal information will be used.
• Right of access
  You can ask what information we hold on you and to request a copy.
• Right of erasure
  You can request that all your personal information is deleted from our records immediately. You can unsubscribe from our email mailing list at any time via a link at the bottom of all emails.
• Right of rectification
  If you believe our records of your personal information are inaccurate, you have the right to ask for those records to be updated. You can also update email marketing preferences and information via the Mailchimp preferences page or general information via our ‘My Account’ page.
• Right to restrict processing
  You have the right to ask for processing of your personal data to be restricted if there is disagreement about its accuracy or legitimate usage.

To exercise these rights, please send a description of the information via our contact page.

How long we keep your data for

Where you give us consent to process your data (i.e by signing up to our mailing list or purchasing our products and services) we always keep a clear record of how and when this consent was obtained. We will retain your information for as long as your account is active or as needed to provide you services. If you wish to cancel your account or request that we no longer use your information to provide you services contact us. We will retain and use your information to the extent necessary and permissible under applicable law to comply with our legal obligations, resolve disputes, and enforce our agreements.

If you ask us to stop sending you emails or other forms of communication, we will keep your name
on our internal suppression list (a ‘do not contact’ list) to ensure that you are not contacted again.

If you exercise your ‘right of erasure’, we will remove your personal information completely and immediately.

Sharing information with third parties

Transformance Music will not, under any circumstance and for any reason whatsoever, sell or share your personal data with a third party for marketing purposes.

We will only share data with third party companies who provide services for us. This will only be specific and necessary data that is needed to provide a specific service on our behalf, including sending newsletters and processing card payments. We only provide these organisations with the information they need to deliver the required service. The third parties that we currently use are:

Mailchimp
To send out newsletters on a regular basis (see Mailchimp’s Privacy Policy here). You can always unsubscribe from these newsletters via a link at the bottom of the email and you can request for us to permanently delete your information by contacting us.

Paypal
To deliver online payments for products and services (see Paypal’s Privacy Policy here)

WordPress/Gravatar
When lads and lasses create an account or comment on/review a product on the our website (which is a wordpress website), the data is stored in our own databases hosted by Hostgator. However an anonymised string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here. After approval of your comment, your profile picture is visible to the public in the context of your account.

Third Party Content
Lads and lasses may find advertising or other content on our Site that link to the sites and services of our partners, suppliers, advertisers, sponsors, licensors and other third parties. We do not control the content or links that appear on these sites and are not responsible for the practices employed by websites linked to or from our Site. In addition, these sites or services, including their content and links, may be constantly changing. These sites and services may have their own privacy policies and customer service policies. Browsing and interaction on any other website, including websites which have a link to our Site, is subject to that website’s own terms and policies.

We may disclose your personal information as required by law such as to comply with a subpoena, or similar legal process when we believe in good faith that disclosure is necessary to protect our rights, protect your safety or the safety of others, investigate fraud, or respond to a government request. You will be notified via email and/or a prominent notice on our Web site of any change in ownership or uses of your personal information, as well as any choices you may have regarding your personal information.

Does this policy cover third party websites? No, this Policy does not cover external websites and services that we link to and we are not responsible for the privacy practices or content of those sites or services.

Updates and acceptance of these terms

Transformance Music has the discretion to update this privacy policy at any time. If we make any change in how we use your personal information we will notify you by email (sent to the e-mail address specified in your account) or by means of a notice on this Site prior to the change becoming effective. We encourage you to periodically review this page for the latest information on our privacy practices.

By using this Site, you signify your acceptance of this policy. If you do not agree to this policy, please do not use our Site. Your continued use of the Site following the posting of changes to this policy will be deemed your acceptance of those changes.