Data Privacy Policy

 

This Privacy Policy applies to information that Kent and Medway Young Musicians Trust (KaMYM Trust) collects about individuals who interact with our Trust. It explains what personal information we collect and how we use it.

 

If you have any comments or questions about this notice, feel free to contact the Trust Secretary who is responsible for data protection within the Trust: secretary@kamymtrust.org

 

By contacting us in any of the following ways, you are confirming that you have read and agree to this data protection information. 

  • Applying for grant

  • Donate & become a Friend

  • Making an enquiry

 

1. Personal data that we process

The following list explains the types of data we collect and the legal basis, under current

data protection legislation, on which this data is processed.

Purpose: Applying for a grant

Data (key elements): Name, email contact number, address, date of birth, instruments studied, how long the instruments have been studied, name of teachers, where the young musician receives tuition, details of fees paid for music education, details about financial aid currently received, associated costs with other family members, gross monthly household income, net monthly household income after tax and NI contributions, other sources of income, total household income, mortgage/rent costs, house insurance/council tax costs, utility bill  costs, telephone/broadband/television costs, costs associated with running a car, other travel expenses, other fixed costs, total outgoings, purpose of the grant.

Basis: Legitimate interests - it is necessary to read and store your application so that we can review and respond to your application

Other uses: 

1. We may request information about the Grant-holders’ musical development in order to promote the work of the Trust, asking for written permission to share details of personal success or the benefits of courses and workshops attended with the help of its bursary scheme.

2. If a grant is made, the Trust may wish to contact you to ask if you would be willing to take part in a concert or recital in order to promote its aims and objectives and to aid the Trust’s publicity.  

 

Purpose: Donate & become a Friend

Data (key elements): Name, email, message

Basis: Legitimate interests - it is necessary to read and store your message so that we can respond in the way that you would expect

Purpose: Enquiring about our trust and its work

Data (key elements): Name, email, message

Basis: Legitimate interests - it is necessary to read and store your message so that we can respond in the way that you would expect

Purpose: Website functionality

Data (key elements): Website activity collected through cookies

Basis: Legitimate interests - it is necessary for us to store a small amount of information, usually through cookies, to deliver functionality

2. How we use your data

We will only use your data in a manner that is appropriate considering the basis on which

that data was collected, as set out in the table at the top of this policy. For example, we may use your personal information to reply to enquiries you send to us. In the case of grants, at least two Trustees will be required to approve each application but the names of the applicant and/or student are redacted. Up to three officers of the Trust know the applicants’ names and will not be involved in the decision-making process.

 

3. When we share your data

We will only pass your data to third parties in the following circumstances:

● we are using a third party purely for the purposes of processing data on our behalf

and we have in place a data processing agreement with that third party that fulfils our legal obligations in relation to the use of third party data processors; or

● we are required by law to share your data

● In the case of grants, at least two Trustees will be required to approve each application but the names of the applicant and/or student are redacted. Up to three officers of the Trust know the applicants’ names and will not be involved in the decision making process.

 

4. How long we keep your data

We take the principles of data minimisation and removal seriously and have internal

policies in place to ensure that we only ever ask for the minimum amount of data for the

associated purpose and delete that data promptly once it is no longer required. The information you give us as an enquirer, donor, Friend, Life Friend or grant applicant will be stored for no longer than 5 years, to enable us to contact you in the future. This length of time will be maintained unless you request otherwise. If you would like your data removed, please email secretary@kamymtrust.org.

 

5. Rights you have over your data

You have a range of rights over your data, which include the following:

● You have the right to ask for rectification and/or deletion of your information.

● You have the right of access to your information.

● You have the right to lodge a complaint with the Information Commissioner if you

feel your rights have been infringed.

 

A full summary of your legal rights over your data can be found on the Information

Commissioner’s website here: https://ico.org.uk/ 

 

If you would like to access the rights listed above, or any other legal rights you have over

your data under current legislation, please get in touch with us: secretary@kamymtrust.org

 

Please note that relying on some of these rights, such as the right to deleting your data, will

make it impossible for us to continue to deliver some services to you. However, where

possible we will always try to allow the maximum access to your rights while continuing to

deliver as many services to you as possible.

 

6. Cookies & usage tracking

A cookie is a small file of letters and numbers that is downloaded on to your computer

when you visit a website. Cookies are used by many websites and can do a number of

things, eg remembering your preferences, recording what you have put in your shopping

basket, and counting the number of people looking at a website.

Where cookies are used to collect personal data, we list these purposes in section 1 above,

along with other personal data that we collect. However, we also use some cookies that do

not collect personal information but that do help us collect anonymous information about

how people use our website. We use Google Analytics for this purpose. Google Analytics

generates statistical and other information about website usage by means of cookies,

which are stored on users’ computers. The information collected by Google Analytics about

usage of our website is not personally identifiable. The data is collected anonymously,

stored by Google and used by us to create reports about website usage. Google’s privacy

policy is available at http://www.google.com/privacypolicy.html 

 

7. Modifications

We may modify this Privacy Policy from time to time and will publish the most current

version on our website. If a modification meaningfully reduces your rights, we’ll notify

people whose personal data we hold is affected.

 

With thanks to White Fuse for their helpful templates:

https://whitefuse.com/blog/privacy-policy-notice-template