We aim to be clear and transparent and not do anything you wouldn’t reasonably expect. We do this by ensuring you are provided with an explanation about how AYM collects and processes the information you provide us with, or that we collect about you, whether online, via phone, email, in letters or in any other correspondence or from third parties.
Changes to this Privacy Notice
1. Who we are
In this policy references to Awards for Young Musicians, or “AYM”, ‘we’ or ‘us’ are Awards for Young Musicians which is a registered with the Charity Commission in England and Wales as a Charitable Incorporated Organisation – Registered No. 36028511070994. is a UK registered charity (no 1070994.) Our postal address is PO Box 2754, Bristol, BS4 9DA
AYM helps young people who need financial and other forms of support to progress their musical talent. Each of our programmes is built around two key aims: removing the financial and access barriers that prevent young people getting into music, and helping realise their potential once they’re on their way. We’re here to give the best help and support possible, inspiring them to not only succeed, but excel.
2. What personal information we collect and how we use it
What we need
AYM is what’s known as the ‘Data Controller’ of the personal information you provide to us. We will usually collect basic personal information about you like your name, postal address, telephone number and email address depending on your relationship with us. Sometimes we will collect other information about you such as your date of birth, gender, and other details. We will be very clear with you that we wish to collect such information, our reason for collecting such information, and we would only do so with your consent.
Why we need it
We collect your personal information in connection with specific activities, such as:
Annual Awards Programme application – We collect personal information if you apply for an Award via our open application process so that we can process your application. This includes sensitive information regarding the financial circumstances of the household in which the young musician lives. We also collect basic information if you provide a recommendation in support of an application being made by a young musician.
- Annual Award Programme activities – We collect personal information about you if you take part in activities whilst on our annual Awards programmes, so that we can run our activities safely and effectively.
- Furthering Talent Scheme – We collect personal information if you are nominated for our Furthering Talent programme, in order to administer the programme and run activities safely and effectively.
- Teacher Training Programmes – We collect personal information if you sign up to or attend training we run, in order to administer the activities.
- Marketing – We collect personal information from our partners or stakeholders to share information about our activities and raise our profile – including but not limited to: social media, website, email newsletters, listings, posters, fliers and word of mouth.
- Networking – we make and develop relationships with key stakeholders and other arts or charity organisations to further the reach of AYM’s charitable activity and collect personal information to make and sustain these relationships.
- Fundraising – We collect personal information in the process of gathering voluntary contributions of money or other resources when requesting donations from individuals, businesses, crowdfunding, charitable foundations, or government agencies.
- Human Resources – We collect personal information during the recruitment process from applicants, volunteers, trustees, casual staff and employees.
We also record sensitive information that may include:
- Medical information or additional needs
- Employment tribunal applications, complaints, accidents, and incident details
Sometimes, with your consent, we will use your personal information to provide you with information about our work or our activities that you have requested or are expecting.
On other occasions, we may use personal information to fulfil a contract or where we are required to do this by law or other regulations.
If you would like to change the way you hear from us or no longer wish to receive direct marketing communications then please contact us directly or unsubscribe. We have established a retention policy and are in the process of ensuring that keep your details in accordance with this policy.
AYM also processes your information when it is in our legitimate interests to do this and when these interests do not override your rights. Please see the section on ‘Legitimate Interest’ for more information.
How we obtain your details
We collect your personal information in several ways:
- When you provide it to us directly.
- When you provide permission to other organisations to share it with us (including Facebook or Twitter).
- When we collect it as you use our website.
- When you have given it to a third party and you have provided permission to pass your information on to us.
- We combine the information from these sources with the information you provide to us directly.
If you are under 18 please ensure you obtain your parent/guardian’s consent before sending any personal information to our website or to Awards for Young Musicians. As a parent or guardian, we encourage you to be aware of the activities in which your children are participating, both offline and online. If your children voluntarily disclose information, this may encourage unsolicited messages. We suggest that you discourage your child from providing any information without your consent.
AYM does not directly request personal information from those under the age of 18. Applications made to our Awards Programme are done so by the parent/guardian of the young musician or by a representative of a school/youth organisation with whom the young person is involved, with the permission of the young person’s parent/guardian.
Where is your information held?
All the personal information we hold is processed within the European Economic Area (EEA). However for the purposes of IT hosting and maintenance your information may be situated outside the EEA. This is done in accordance with guidance issued by the Information Commissioner’s Office. AYM uses various cloud-based platforms, some of which have operations outside the European Economic Area (EEA). AYM has undertaken a review of each platform’s approach to data protection and privacy and are satisfied that they have adequate protections in place protect personal data.
- Salesforce: for securely storing and managing data on all aspects of the charity’s operation. You can read more about Salesforce’s commitment to data protection here.
- FluidReview by Survey Monkey: for the management of applications made to our annual Awards programme. You can download Survey Monkey’s publication ‘Survey Monkey and GDPR’ here.
- Wufoo forms: for event bookings and data collection related to events and activities. You can read about Wufoo’s commitment to GDPR here
- Google Drive (Google Cloud): for secure cloud storage of documents. You can read about Google’s commitment to GDPR here.
3. Legitimate interests
We have several lawful reasons that mean we can use your personal information. A key one is called ‘legitimate interests’. Broadly speaking this term means we can process your personal information if:
We have a genuine and legitimate reason and we are not harming any of your rights and interests.
4. Sharing your information
We do not share your information with any other organisations or individuals unless we are obliged to by law, for purposes of national security, taxation and criminal investigations and in the following instances:
- If you have agreed that we may do so.
- If we run project or an event in partnership with other named organisations your details may need to be shared. We will be very clear what will happen to your data when you register.
- We may disclose aggregate statistics about our programmes, supporters and beneficiaries to describe our services and operations to partners, funding bodies and other reputable third parties and for other lawful purposes, but these statistics won’t include any personally identifying information.
We will never sell or rent your personal information to other organisations.
5. Retaining your information
We hold your information only as long as necessary for each reason that we use it. We have provided some examples of the time we intend to keep your information in this paragraph but you can contact us for more information. The process of implementing this policy is underway.
If you are a donor and decide not to support AYM any more or request that we have no further contact with you, we will keep some basic information to avoid sending you unwanted materials in the future and to ensure that we don’t accidentally duplicate information.
If you are a beneficiary of AYM’s Awards or Furthering Talent programmes, we will keep any information relating to the grants and projects you receive and participate in for a period of seven years past the point you leave the programme.
If you make an unsuccessful application to our annual Awards Programme we will hold basic data for up to three years. We will securely delete any sensitive identifying information 12 months after the Awards adjudication process has been completed.
Personal data from unsuccessful nominations to our Furthering Talent programme will be held for three years.
References/recommendations provided in support of applications made to our annual Award programme will be held for 12 months from the completion of the adjudication process.
Audition videos submitted with applications to our annual Awards programme will be held for 12 months from the completion of the adjudication process.
This policy explains what cookies are, how we use them on our website and what you can do to manage how they are used.
Cookies and how they benefit you
- Make our website work as you’d expect.
- Remember your settings during and between visits.
- Improve the speed/security of the site.
- Allow you to share pages with social networks like Facebook.
- Continuously improve our website for you.
- Make our marketing more efficient.
How long do cookies last?
When a web server sends a cookie, it asks your browser to keep that particular cookie until a certain date and time. These dates can be:
- Some date in the future – which might be a few minutes or a few hours from now (to track something like your shopping cart in an online store). The cookie might expire many years in the future, to keep track of your browser for a long time.
- When you close your browser – this is called a session cookie, the next time you start your browser these will have vanished.
- Some date in the past – this is how the server asks a browser to remove a previously-stored cookie.
Anonymous visitor statistics cookies
Our site, like most websites, includes functionality provided by third parties. A common example is an embedded YouTube video.
Turning cookies off
You can usually switch cookies off by adjusting your browser settings to stop it from accepting cookies. Doing so, however, will likely limit the functionality of ours and a large proportion of the world’s websites as cookies are a standard part of most modern websites.
7. What are your rights?
You have a number of rights about how the personal information you provide can be used. These are:
- Transparency over how we use your personal information (right to be informed).
- The ability to request a copy of the information we hold about you, which will be provided to you within one month (right of access).
- Update or amend the information we hold about you if it is wrong (right of rectification).
- Ask us to stop using your information (right to restrict processing).
- Ask us to remove your personal information from our records (right to be ‘forgotten’).
- Object to the processing of your information for marketing purposes (right to object).
- Obtain and reuse your personal information for your own purposes (right to data portability).
- Not be subject to a decision when it is based on automated processing (automated decision making and profiling).
If you would like to know more about your rights under the data protection law, you can find out more at the Information Commissioner’s Office website.
Remember, you can change the way you hear from us or withdraw your permission for us to process your personal information at any time by contacting us or updating your preferences via our e-newsletters.
8. How to contact us
If you wish to raise a complaint on how we have handled your personal information, you can contact the Operations and Communications Director who will investigate the matter. If you are not satisfied with our response or believe we are not processing your personal information in accordance with the law you can complain to the Fundraising Regulator or the Information Commissioner’s Office (ICO).
Our Operations and Communication Director can be contacted by writing to:
Operations and Communication Director
Awards for Young Musicians, PO Box 2754, Bristol, BS4 9DA
Tel: 0300 302 0023
Operations and communication Director: Hannah Turner