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Privacy Policy

1. General intro

1.1. We are committed to ensuring that we manage your personal data professionally and in compliance with all applicable data protection laws. Part of this commitment is to ensure that there is transparency about how we process personal data. This policy includes an explanation of:

1.1.1. what data we are processing;

1.1.2. why we are processing it and what we do with it;

1.1.3. whether we will share it with anyone else;

1.1.4. whether we will transfer it outside of the European Economic Area (‘EEA’);

1.1.5. how we keep your data safe; and

1.1.6. your rights.

1.2. We hope that you find this Privacy Policy helpful. If you have any questions, please don’t hesitate to contact us.

2. Who we are and our contact details

 

2.1. The Musicians' Union is located 60—62 Clapham Road London SW9 0JJ. In this policy we have referred to the Musicians' Union as: we, us, our or the MU.

2.2. For any queries concerning your data please contact the Assistant General Secretary, Finance & Administration at the above address or by email at info@theMU.org.

3. Your personal data

3.1. The personal data that we hold and how we manage it varies depending on why we are holding it. The reasons that we hold personal data fall broadly into 4 categories – which we have noted as section headings in sections 3.2 to 3.5 below. Under each section heading, we have detailed how we manage and process the personal data. For information that applies to all of the categories or for matters that we believe should have more clarification we have added some additional details in sections 3.6 to 3.8.

3.2. When we understand you are interested in joining the MU:

What data do we hold about you?

Name & Contact details (e-mail, telephone and your home address).

How do we obtain this data?

By you contacting us and providing your information or when a third party has informed us that you may be interested in joining the MU.

What do we do with this data?

We will contact you to discuss your interest in joining the MU.

What’s our lawful basis for the processing of this data?

To respond your enquiry or to respond to information that we believe is genuine and legitimate concerning your interest in becoming a member of the MU.

Will we share your data with any third parties?

Occasionally, we may share your personal data with third parties without seeking additional consent from you. We have provided more information about this below.

1. We use third parties to work on our behalf e.g. for marketing activity and your data may be shared with such parties.

2. We may share your data with third parties for legal or regulatory purposes.

How long do we keep this data?

If you choose not to become a member of the MU, we will delete your data within a year of the last contact we have had with you. If, however, you have asked that we do not contact you again, we will retain the minimum amount of data necessary – to ensure that we comply with your request.

3.3. When you have become a member of the MU:

What data do we hold about you?

1. Name & Contact details (e-mail, telephone and your home address);

2. Date of birth;

3. Membership number;

4. Username and password;

5. Payment details;

6. Other information that you voluntarily provide.

How do we obtain this data?

By you providing your information to us.

What do we do with this data?

1. For general membership administration;

2. To authenticate you access to the Members’ Zone;

3. To provide you with news, products and services that we think will interest you from us and selected third parties (by telephone, post, fax or other electronic messaging service);

4. For inclusion in the Musicians' Union National Directory;

5. For distribution of royalty payments;

6. To assist us with quality control and training, we may monitor and record your communications.

What’s our lawful basis for the processing of this data?

1. We will process your data to fulfil our contractual commitments and for our other legitimate business purposes.

2. For (i) any marketing information that we provide by electronic means; (ii) any transfer of your data to a third party for their own marketing purposes and (iii) for your inclusion in the Musicians' Union National Directory - we will only do so with your consent.

Will we share your data with any third parties?

Sometimes we may share your personal data with third parties without seeking additional consent from you to provide you with services on our behalf. This may include accountancy, legal, publishers and marketing services.

In addition, data that you submit on the MU website may be accessed by others. We have explained more about this in section 3.7

Membership payments are directed through third party sites. We currently use the following third-party payment provider: Sagepay (view policy)

How long do we keep this data?

1. Payment records and relevant financial information – 7 years beyond the term of your membership or association with us;

2. Basic contact information – and date of birth - indefinitely for the purpose of distribution of royalty payments;

3. Other information – a reasonable period of no more than two years from the date that you cease to be a member.

3.4. When you have applied to work for the MU:

What data do we hold about you?

1. Information that you supply to us including: name; contact details (e-mail, telephone and your home address); date of birth.

2. Information that we obtain about you including personal references, credit checks and criminal record checks (for some roles).

3. Publicly available information e.g. information on social networking sites.

How do we obtain this data?

The information has been provided to us by you, by your references or from publicly available sources.

What do we do with this data?

We will use your data to assess your suitability to work with the MU.

What’s our lawful basis for the processing of this data?

We will process your data for our legitimate business interests. For obtaining references we will only do this with your consent, however we are unlikely to be able to proceed with you job application if your consent is not provided.

Will we share your data with any third parties?

Occasionally, we may share your personal data with third parties without seeking additional consent from you. We have provided more information about this below.

We use third parties to work on our behalf e.g. for reference checking and your data may be shared with such parties.

We may share your data with third parties for legal or regulatory purposes.

How long do we keep this data?

If you do not join the MU, we will keep your data for a reasonable period, not exceeding 2 years.

3.5. When you are employed by the MU:

What data do we hold about you?

1. Information contained in section 3.4 under the heading: ‘What data do we hold about you?’

2. Records relating to your employment with us including assessment and disciplinary information.

3. Information we obtain by any monitoring activity that we undertake (see section 3.8)

How do we obtain this data?

1. The information has been provided to us by you, by your references or from publicly available sources.

2. The information has been created by us for managing our employment relationship with you e.g. assessments.

3. Monitoring information – see section 3.8 for more information.

What do we do with this data?

We will use this data to manage our employment relationship with you and to provide you with your employment benefits e.g. pension.

What’s our lawful basis for the processing of this data?

We will process your data for our legitimate business interests to manage our employment relationship with you e.g. for appraisals and payment.

Will we share your data with any third parties?

Occasionally, we may share your personal data with third parties without seeking additional consent from you. We have provided more information about this below.

We use third parties to work on our behalf e.g. for payment processing.

We may share your data with third parties for legal or regulatory purposes including HM Revenue & Customs or other authorities.

We may share your information with pension and other benefit providers that we have notified you about.

If the MU ever has a change of ownership or if the services that you provide are out-sourced, we may provide your information to relevant third parties, subject to suitable confidentiality assurances.

How long do we keep this data?

After your engagement with us has ended, we will delete the personal information after 7 years unless it is needed for making continued pension payment or if there is any other legal obligation to keep it for a longer period.

3.6. Transferring your data outside of the European Economic Area (‘EEA’)

3.6.1. We do not currently transfer any personal data outside of the EEA. If this changes in the future, any such transfer will comply with all applicable data protection laws and with our obligation to adequately protect and secure your personal information. We will take measures to ensure that personal information handled in other countries will receive at least the same level of protection as it is given in the EEA.

3.7. Creating a public profile on our website www.musiciansunion.org.uk (‘Site’), posting comments on it and member to member communications.

3.7.1. If you decide to create a public profile on our Site or submit other communications to our Site (for example via the Pinboard or Member to Member Forum), we will store your profile information for up to two years following the deletion of your profile or for two years in the case of other communications, unless we are required, for legal reasons or under exceptional circumstances, to retain it for an extended period. Please note that other users of the internet will be able to view the information you choose to make 'public' in your public profile, regardless of whether they are a member of the Musicians' Union. Information listed as 'members only' will be accessible to other members who are registered to use the Site. If you provide us with information about another person, you confirm that they have appointed you to act for them, to consent to the processing of their personal data including sensitive personal data and that you have informed them of our identity and the purposes (as set out above) for which their personal data will be processed.

For quality control and training purposes, we may monitor or record the information you post to your profile or any other communications that you submit to the Site. Any information which you wish to remain private should be checked as 'private' when creating your public profile or amending your privacy settings. For more information, see our Disclosure of Personal Data FAQs. If you correspond with another user via our Site, including through the Pinboard or Member to Member Forum, this may lead to private communications between you and the other user(s). We shall have no responsibility in respect of any personal data which you choose to share directly with another user nor, for the avoidance of doubt, in respect of any financial or other transactions which you may enter into with other users having communicated using the Pinboard or Member to Member Forums, which are entered into solely at your own risk.

3.7.2. If you choose to create and populate a public profile, participate in the Pinboard or Member to Member forums or use any of the other interactive features of our Site, we ask that you do so in accordance with the spirit of the following standards and our User Guidelines:

3.7.2.1. Please be accurate and/or genuine in your comments and statement;

3.7.2.2. Please stay within the applicable law of your country – don't use our Site to post defamatory, obscene, offensive, hateful or inflammatory content;

3.7.2.3. Don't infringe the intellectual property rights (for example copyright or database rights) of others;

3.7.2.4. Each member and/or participant's opinion is his or her own and should not be considered as reflecting the opinion of the MU.

3.8. Monitoring when working with us

3.8.1. We may undertake monitoring of you including monitoring of telephone, email, voicemail, internet and other communications (including personal use) as reasonably necessary in the interests of our business, including for these purposes (the list is not exhaustive):

3.8.1.1. achieving performance targets;

3.8.1.2. monitoring and record keeping to establish facts;

3.8.1.3. to establish compliance with regulatory or self-regulatory procedures;

3.8.1.4. to prevent, detect or investigate alleged crime or wrongdoing;

3.8.1.5. to investigate or detect the unauthorised use of our systems or to ascertain compliance with our policies, practices or procedures (including this policy);

3.8.1.6. to locate and retrieve lost messages or files;

3.8.1.7. to check whether communications are relevant to the business (for example when an individual is absent due to sickness or holiday); and/or

3.8.1.8. to comply with any legal obligation.

4. Cookies

4.1. We use Cookies on our website. A cookie is a small text file which is placed onto your computer (or other electronic device) when you visit our website. This enables us to monitor how many times you visit the website, which pages you go to, traffic data, location data and the originating domain name of your internet service provider.

4.2. You can find out more about the Cookies we use in our Cookie Policy available on the home page of our website.

4.3. You can set your browser not to accept cookies, however some of our website features may not function as a result.

4.4. For more information about cookies generally and how to disable them you can visit: www.allaboutcookies.org.

5. Data security

5.1. We have adopted the technical and organisational measures necessary to ensure the security of the personal data we collect, use and maintain, and prevent their alteration, loss, unauthorised processing or access, having regard to the state of the art, the nature of the data stored and the risks to which they are exposed by human action or physical or natural environment. However, as effective as our security measures are, no security system is impenetrable. We cannot guarantee the security of our database.

5.2. Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our Site; any transmission is at your own risk. Once we have received your information, we will use procedures and security features to try to prevent unauthorised access.

5.3. Where we have given you (or where you have chosen) a password which enables you to access certain parts of our Site, you are responsible for keeping this password confidential. We ask you not to share a password with anyone

6. Linking and framing

6.1. We and our users link to and embed content from a variety of other websites and we may from time to time display advertisements from third parties on our Site. A link or frame does not represent any endorsement or recommendation by us and does not mean that we have any association with the linked web site. We are not responsible for the content or privacy policies of these sites and third-party advertisers, nor for the way in which information about their users is treated. Unless expressly stated, we are not agents for these sites or advertisers nor are we authorised to make representations on their behalf

6.2. These third-party websites and advertisers, or internet advertising companies working on their behalf, sometimes use technology to send (or "serve") the advertisements that appear on our Site directly to your browser. They automatically receive your IP address when this happens. They may also use cookies, JavaScript, web beacons (also known as action tags or single-pixel gifs), and other technologies to measure the effectiveness of their ads and to personalise advertising content. We do not have access to or control over cookies or other features that they may use, and the information practices of these advertisers and third-party websites are not covered by this Privacy Policy. Please contact them directly for more information about their privacy practices. In addition, the Network Advertising Initiative offers useful information about Internet advertising companies (also called "ad networks" or "network advertisers"), including information about how to opt-out of their information collect.

6.3. For more information, see our Cookies Policy.

7. Your rights

7.1. Your right to access data

7.1.1. We always aim to be as open as we can and allow people access to their personal information. Where we hold your personal data, you can make a ‘subject access request’ to us and we will provide you with:

7.1.1.1. a description of it;

7.1.1.2. an explanation of why we are holding it;

7.1.1.3. information about who it could be disclosed to; and

7.1.1.4. a copy of the information in an intelligible form – unless an exception to the disclosure requirements is applicable.

7.1.2. If you would like to make a ‘subject access request’ please make it in writing to our contact email address noted in section 2 and mark it clearly as ‘Subject Access Request’.

7.1.3. If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone.

7.1.4. Unless you agree a different time, we will complete your subject access request within one month.

7.2. Right to be forgotten

7.2.1. If we hold personal data about you, but it is no longer necessary for the purposes that it was collected and cannot otherwise be justified – you have the right to request that we delete the data.

7.3. Right to restrict data

7.3.1. If we hold personal data about you and you believe it is inaccurate you have the right to request us to restrict the data until it is verified. You also have the right to request that the data is restricted where you have a right to it being deleted but would prefer that it is restricted.

7.4. Right to complain

7.4.1. You always have the right to complain to the personal data regulator, the ICO. You may also be entitled to seek compensation if there has been a breach of data protection laws.

8. Policy updates

8.1. This policy was last updated on 30th March 2018.