Musical Futures Privacy Policy: Understand what personal information our website collects and how it will be used.

Respecting Your Privacy

At Musical Futures, we respect your right to privacy online and understand that you want to keep control of your personal information. That’s why we are committed to protecting any information you share with us. We will never sell, distribute or intentionally make your personal information public and have implemented appropriate technical and organisational security measures to protect the data you share with us from loss and preserve its security and confidentiality. All your interactions with our website are protected by strong 256-bit encryption and we aim to collect the minimum of personal information needed to provide an effective service.

We also believe in being transparent about what data we are collecting and how it will be handled. The information below sets out our privacy policy in detail. In each case we’ll explain why a particular piece of data is being processed and how long it will be retained. We are also committed to providing relevant information and control at the point of collection so that you can make informed decisions about what personal data you choose to share with us.

Our Legal Bases for Processing

We collect and process information about you only where we have legal bases for doing so. This legal bases will depend on the individual services you use and how you use them. Additional information is provided below but in general terms we will only collect and use your information where:

  • It is necessary for us to provide you with a service, including for support or to protect the safety and security of the service itself.
  • It satisfies a legitimate interest which is not overridden by your data protection interests. Such as for research and development.
  • You have given us consent to do so for a specific purpose.
  • We need to process your data to comply with a legal obligation.

In cases where you have consented to our use of your personal information for a specific purpose you have the right to change your mind at any time. Where we are using your information because we have a legitimate interest to do so, you have the right to object to that use, but in some cases this may mean your are no longer able to access our services.

Your Data and Privacy

Websites automatically collect data about all requests for files (web pages, images, etc). Our website collects data including:

  • your IP address
  • details of the device and browser you use to access the site
  • details of the files accessed
  • date and time of access
  • for each file requested, the referring page, if any, from which you may have followed a hyperlink
  • search terms and search results
  • the domain from which your request originated

This information is also gathered by Google Analytics to provide web traffic reporting for Musical Futures.

In addition to data collected automatically by the website, some of our pages request additional information; in particular the registration form giving you access to any of our resources.

Questions & data access/removal requests

In accordance with the General Data Protection Regulation (2018) gives you the right to know what personal data we hold, to have it updated if it is inaccurate or removed entirely if you no longer consent to our use of it. We will endeavour to respond to any such requests within 14 days confirming receipt and outlining what follow-up actions will be taken and when.

We also welcome questions about our Privacy Policy and these or any access requests should be directed  by email, marking the subject line ‘Privacy’ to: info@musicalfutures.org

General browsing

Our website is hosted in the UK in a data centre managed by Heart Internet.

When you visit our website or access one of the files stored on our web server information about this request will be automatically stored in our log files to provide usage statistics, enable security features and aid technical troubleshooting. This is on the legal basis of legitimate commercial interests. In these cases your IP address at the time acts as a unique identifier and is stored along with information about your operating system, browser version and the pages/files you access. These logs are retained on the server for up to 30 days, after which they are automatically deleted. Heart Internet will also record a similar set of data for the purposes of data management and security. This data is retained by them for up to 3 months.

E-Commerce

When you place an order through our website we collect a number of pieces of information at checkout. Your name and email address are used to uniquely identify your order and provide us with a point of contact for any follow-up communication such as sending you an electronic receipt. We also collect your IP address and physical address to facilitate payment processing and meet our obligations to maintain appropriate financial records. For example we need to know the country of origin of all transactions for calculating VAT. This information is retained for up to 24 months after which is erased.

Contact Forms

When you submit one of our online contact forms – such as our Training Expression of Interest Form – the information you provide is sent to us by email. Your name, email address and a contact phone number are all collected as required fields and we will also record your IP address and a timestamp for the purposes of fulfilling our obligation under data protection regulations to appropriately log submissions of personal data.

Contact forms are only available to limited number of team members who are all bound by a strict confidentially agreement. We treat all information provided as confidential and won’t share it beyond the company without your explicit consent. Our default retention period is 24 months from the point of last contact. So we will delete your data after 24 months if there has been no further correspondence in that time after which, but if there is deletion will be up to 24 months from the latest time of contact.

Your Musical Futures Account

You have the option to create an account during checkout when purchase a resource or book a place at one of our events. A Musical Futures account streamlines your checkout process and gives you additional control over your personal data, including the ability to directly edit details such as your name, contact email address and physical billing address or request its removal.

When logged-in any orders placed will be attributed to your account. You can view your order history from the past 36 months, after which the data is removed from our records.

You can close your account at any time by using the option within. Please be aware that it may take up to 30 days for your account closure request to be processed and any associated data to be removed from our primary and backup systems. Will not remove information held by us for the legitimate purpose of financial record-keeping or to meet our obligations to log personal data processing activities.

Transactional Email

Any transactional emails generated by our website – such as password recovery messages or order receipts are sent using Google’s email services. On its way out your message will pass through anti-spam filters operated by Google to identify poor quality content or viruses. These are automated processes with no human involvement. Amazon will only access email content under very limited circumstances, such as investigating fraudulent or abusive activity. You can read the detail of Google’s data privacy policy here: https://policies.google.com/privacy

Contacting us by Email

When you send us an email, either to one of the addresses displayed on our website or an an individual member of staff, we will collect your email address and any other information you provide within your email.

Google is our email provider so any emails you send us will be stored on their servers, which are located in Denmark. You can learn more here: https://www.one.com/en/info/privacy-policy

The information you provide will only be processed in relation to the purpose of your correspondence with us. We have no fixed retention period for email correspondence, but we are committed to only storing your data for no longer than is necessary to serve our legitimate interests of record keeping or to perform a contract we have entered into with you.

Third party data processors

Like most businesses we rely on a number of third-party providers to support our day-to-day operations, for example in areas such as online file storage and email delivery. We may also hire third parties to operate, maintain or improve our website and other digital services. Some of these service providers will by necessity have access to or be directly involved in processing or storing a subset of the personal information you share with us.
All our third-party data processors have been carefully chosen as service suppliers who also practice responsible data handling. We believe that each has in place appropriate protections to ensure the security of the data we store or process with them and have clear policies for how they treat that data. But if in doubt you should review their individual Privacy Policies.

Before using or sharing your information with third parties in ways not described here or previously authorised by you, we will provide you with notice and an opportunity to control the further use or disclosure of your personal information.

Transfers outside of the European Economic Area

Under certain circumstances we will transfer your information outside of the European Economic Area. We will only do this with your informed consent, when it is necessary to perform a contract we have with you or where the receiving organisation has adequate safeguards in place – for example certification under the EU-US Privacy Shield framework.

Google Analytics

Like most businesses we use Google Analytics to help understand how our website is being discovered and interacted with and we use this information to help improve the experience for our visitors and make decisions about future development. Google Analytics presents us with aggregate information about the geographic location, device types and operating systems used by our website visitors, but not in a way that personally identifies you. Additionally, Google will record your computer’s IP address and set a number of temporary cookies in your browser to help distinguish you as an individual visitor as you move around our site. In the interests of limiting the amount of data Google collects via our site we are using Google’s standard Analytics implementation and have not enabled any additional advertising features, such as remarketing tags which would tie your usage of our site in with your broader browsing habits. Any user-level data that is associated with Analytics’ cookies are retained for 14 months from your last activity on our site, after which it is automatically deleted from Analytics’ servers.

MailChimp

We use MailChimp for our email marketing. When you sign up to use our services on our website you are automatically subscribed to our newsletter using the email address and name you submit. This will be held securely by them and the information also made accessible to us. As a respected email marketing provider MailChimp won’t share your information with any unauthorised third parties or contact you directly at any time – you can read their full privacy policy here: https://mailchimp.com/legal/privacy/

To help ensure that only those who really consent to receiving our emails are signed-up we now use a double opt-in process where a confirmation email will be sent to the email address supplied with a link to click. Only after clicking that link will you be opted-in to receive our emails. At this point MailChimp will also collect your IP address, which along with a timestamp helps provide our evidence of consent should we need to provide this to the regulator.

By default we will retain your data in MailChimp for as long as you choose to stayed subscribed or such time as we consider your account to be in-active (ie. you are no longer opening or engaging with our emails).

You can update your details or opt-out of our emails at any time using the ‘Unsubscribe’ or ‘Email Preferences’ links found at the bottom of every email we send via MailChimp. If you unsubscribe MailChimp will retain your email address for the purposes of a suppression list to ensure that no further marketing messages can be sent unless you actively choose to opt-in again.

In addition to the information you supply at sign-up MailChimp will also capture data about your interactions with our emails and website, such as which links you click within an email which pages you go on to visit on our website. It does this using a combination of tracking pixels and cookies. You can learn more about those in the Cookies section of this privacy policy. We use this information to help improve our product and provide more personalised messaging.

We may also combine the information you provide us at sign-up with data from other sources, such as our website, to help us improve the relevance of the emails we send you. For example if you are also a customer of ours purchasing resources from our website we will record that information in your MailChimp subscriber profile to ensure that the content of our emails reflects that.

PayPal

We use PayPal as an online payment processor, so when you make a purchase through our website some of the information you submit is sent to them to allow your payment to processed. PayPal is committed to handling your personal data securely and will not reveal your financial information to any third party except with your express permission or if required to do so by a court order or other legal process. You can read the full in their privacy statement here: https://www.paypal.com/uk/webapps/mpp/ua/privacy-full. Please be aware that PayPal may transfer information relating to your transaction outside the European Economic Area, but in such cases they are committed to protecting it with adequate safeguards.

All the information you submit at checkout is transmitted securely via an encrypted https connection and the information we receive from these transactions is just that needed to process or support your order. That includes your name, email address, billing address and contact phone number, but does not include any sensitive financial information such as credit card numbers or bank account details. We will retain this information, along with the details of your purchase, for 3 years as part of our financial records.

External Links

Our website and emails contain a number of links to third party sites. It is important to be aware that these external sites are governed by their own privacy policies and we do not accept any responsibility or liability for these policies. The inclusion of a link to an external source should not be understood to be an endorsement of that website, its owners or their products/services. Always check the individual privacy policies of these external sites before you submit any personal data through them.

Cookies

Cookies are temporary files stored in your web browser by a website to help track usage and enable services that rely on a persistent identity. You can control which cookies you accept and remove them at any time by adjusting your browser settings or using the cookie controls we provide, but it is important to be aware that some cookies are essential and our website may not function as expected without them.

Cookies on our website

The cookies in use on this site may change over time and while we will try to update the information below within a reasonable time frame it may not always be fully up-to-date

Essential cookies


These cookies are strictly necessary to provide you with services available through our websites and to use some of its features. But you can still block or delete them by changing your browser preferences.

  • wp_woocommerce_session (DigVentures) – Set by our website when you use our online shop Expires after 48 hours.
  • woocommerce_items_in_cart (DigVentures) – Used to temporarily store information about your cart when use our online shop. Expires at the end of your session.
  • woocommerce_cart_hash (DigVentures) – Used to temporarily store information about your cart when you use our online shop. Expires at the end of your session.
  • wordpress_[hash] (DigVentures) – used to temporarily store your authentication details when you log in to the website. Expires at the end of your session.
  • wordpress_logged_in_[hash] (DigVentures) – set to identify you to the website and tell it that you are logged in. Expires at the end of your session.

Functional cookies


These cookies are used to enhance the performance and functionality of our websites. They are non-essential but without them certain functionality may become unavailable.

  • YSC (YouTube) – used to support playback of embedded YouTube videos. Expires at the end of your session.

  • VISITOR_INFO1_LIVE (YouTube) – used to support playback of embedded YouTube videos. Expires after 8 months.

  • PREF (YouTube) – used to support playback of embedded YouTube videos. Expires after 8 months.

Analytics and customisation cookies

These cookies collect information to help us understand how our website is being used or customise it in order to enhance your experience.


  • _ga (Google Analytics) – used to distinguish between users. Expires after 2 years.
  • _gat (Google Analytics) – used to distinguish between users. Expires after 24 hours.
  • _gid – (Google Analytics) – used to throttle the request rate. Expires after 1 minute.

Advertising cookies

These cookies are used to make advertising messages more relevant to you and your interests.

  • None currently set

Third Party Services

We use a number of third party services which may set cookies on your computer when you use the facility. For each providers’ privacy policies please follow these links:

Refusing cookies

You can refuse to accept cookies through your browser settings.  Disabling cookies may cause some websites not to function correctly.

Children under 16

Our website and services are not for use by children under 16 years and we will not knowingly collect or use the personal data of children. If you are under the age of 16 please do not provide any personal data even if prompted to do so.

Personal data breaches

A breach is considered any loss, alteration, unauthorised disclosure of, or access to, personal data. We are committed to disclosing any personal data breaches that might adversely affect your rights and freedoms without undue delay so that you can take appropriate action. Any notifiable breaches will also be reported to the UK’s Information Commissioner’s Office within 72 hrs. This includes breaches affecting the third party services identified in this privacy policy, where personal data is being held on our behalf.

Policy changes

Any updates we may make to our Privacy Policy in the future will be published on this page and significant changes noted below.

  • 10 May 2018 – Retention time for Google Analytics cookie data reduced from 26 months to 14 months.
  • 12th May 2018 – Expanded Privacy Policy published in preparation for the new General Data Protection Regulation