Privacy Policy

Updated January 2024

Please take a moment to read our Privacy Policy so that you know what data we may collect on you, and what purposes the data is used for. We aim to respect your privacy and keep your data safe in accordance with relevant legislation, including the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and applicable Privacy and Electronic Communications Regulations (PECR).


1   How we respect privacy when we deal with personal information collected by our organisation

Sound Sense is committed to safeguarding your personal information. From time to time, you will be asked to submit personal information about yourself (such as name, email, postal address, etc) to enable Sound Sense to provide you with the membership services we offer. Whenever you provide such information, we are legally obliged to use your information in line with all laws concerning the protection of personal information, including the UK General Data Protection Regulation (UK GDPR).

This Privacy Policy applies to information Sound Sense collects about individuals and organisations who interact with our organisation. It explains what personal information we collect and how we use it. If you have any comments or questions about this policy, please contact us on info@soundsense.org.

We may modify this privacy policy from time to time and will publish the most current version on our website. This version was updated and approved by Sound Sense board and staff in January 2024.


2    Personal data that we process

By signing up for Sound Sense membership, you consent to the use of your information so that Sound Sense can provide you with member benefits included in the package you have signed up for. The following table explains the types of data we collect and the legal basis, under data protection legislation, on which this data is processed.

Data (key elements)   Basis
Enquiring about our organisation and its workName, email, messageLegitimate interests - it is necessary for us to read and store your message so that we can respond in the way that you would expect.
Subscribing to email updates about our workName, emailConsent - you have given your active consent.
Making a donationName, email, address, payment informationLegitimate interests - this information is necessary for us to fulfill your intention of donating money and your expectation of receiving a confirmation message.
Signing up as a memberName, email, payment information such as bank detailsContract - by paying your membership fees you have entered into a contractual relationship with us as set out in our membership terms and conditions.
 Attending an eventName, email, access needs, dietary requirementsLegitimate interests - this information is necessary for us to serve the needs of attendees to an event, and ensure a smooth and safe experience for the duration of the event.
 Website functionalityWebsite activity collected through cookiesLegitimate interests - it is necessary for us to store a small amount of information, usually through cookies, to deliver functionality that you would expect, such as remembering the contents of your order before you have fully completed the process.


3   How we use your data

We will only use your information for the purposes for which you have given it. We will hold your personal information on our systemsfor as long as you use the service you have requested and remove it in the event that the purposes have been met.

By signing up for Sound Sense membership, you consent to the use of your information so that we can provide you with the member benefits included in the package you have signed up for.

For example, we may use your personal information to:

  • reply to enquiries you send to us
  • handle donations or other transactions that you initiate
  • to deliver the membership services you signed up for when joining Sound Sense (this includes our monthly newsletter, Bulletin Board, and quarterly journal of community music, Sounding Board)

From time to time, we may also contact you with marketing communications by email relating to our work which we think may be of interest to you.


4   When we share your data

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

  • you have provided explicit consent for us to pass data to a named third party
  • 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 a third party data processor: or
  • we are required by law to change your data

In addition, we will only pass data on to third parties outside the EU where appropriate safeguards are in place as defined by Article 46 of the UK GDPR.


5   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 one it is no longer required.


6   Rights you have over your data

You have a range of rights over your data, which include the following:
  • where data processing is based on consent, you may revoke this consent at any time
  • 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 might change

A full summary of your legal rights over your data can be found on the Information Commissioner's website: 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 on info@soundsense.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.


7   Cookies and usage tracking

Where cookies are used to collect personal data, we list these purposes in section 2 above. 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 data is collected anonymously, stored by Google, and used by us to create reports about website usage. Google’s privacy policy is available at policies.google.com/privacy.html.

The Sound Sense website contains hyperlinks to website owned and operated by third parties. These third-party websites have their own privacy policies, including cookies. We do not accept any responsibility for the practices of such third-party websites. Your use of such websites is at your own risk.


8   Linking to our site & the use of Sound Sense logo

You do not need to ask permission to link directly to the home page of our site at www.soundsense.org.

Copying the Sound Sense logo for use on another website or in print is not permitted unless you have been given specific permission to do so in advance. If you want to use the logo, please contact us on info@soundsense.org explaining what you want to use the logo for. We will respond to your request as soon as possible.

All individual, student and organisation members of Sound Sense may use the Digital Member Badge on their communications and marketing materials (such as emails, flyers, websites and social media). Please ensure you have downloaded the version for the current year from www.soundsense.org/member-services/members-area.


9   Virus protection

We make every effort to check and test materials held on the Sound Sense website at all stages of production. It is always wise for you to run an antivirus program on all material downloaded from the internet. Sound Sense cannot accept responsibility for any loss, disruption, or damage to your data or computer which may occur whilst using material derived from this website.
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