Open Strings Music Personal Data and Privacy Policy


1. Introduction to Open Strings Music (OSM):

OSM is a Brighton-based, not-for-profit Community Interest Company providing participatory music opportunities for people of all abilities and backgrounds to connect and create through making music together. This is done by running music workshop projects for people to access, learn and play stringed instruments in groups, as well as play together using other sound sources including voice. The main aim of OSM’s activities is to promote wellbeing and social inclusion by sharing and enabling the transformative experience of group music-making.

OSM is committed to maintaining the appropriate confidentiality, integrity and security of the personal data that it collects by complying with both the legal and ethical obligations in respect of data protection and privacy (as required by the General Data Protection Regulations, May 2018). This policy sets out the principles OSM adheres to when collecting personal data.

2. Personal data and privacy:

Personal data is any information relating to an identifiable individual.

Information collected by OSM relates to the participants that take part in its activities/projects, individuals who enquire about those activities/projects, and other contacts. This information is collected to help the organisation deliver its activities/projects, understand the needs of participants and potential participants, to monitor the organisation’s policy on equal opportunities and diversity, and to meet the needs of funders.

Information is also collected on the workers (both paid and unpaid, i.e. sessional workers and volunteers) that help OSM deliver it activities/projects.

3. What personal data is collected by OSM:

Participants

We collect the following information about participants:

  • Personal/contact information: names (including pseudonyms), gender, contact and address details, self-disclosed medical history
  • Photo, audio and video
  • Correspondence: information relevant to specific enquiries
  • Other: any other information that is provided to the organisation

In all cases, individuals’ consent is sought (and, if agreed, a signature obtained) and information is provided as to why this information is collected, how it is to be used, how it will be held and that it will not be shared with a third party.

Other contacts

In addition, OSM collects information provided by individuals from related organisations and other stakeholders and contacts (including name, address and contact details).

Sessional workers and volunteers

We collect the following information about sessional workers and volunteers:

  • Personal/contact information: names, contact and address details
  • Photo, audio and video
  • DBS (sessional workers) / previous convictions form (volunteers)
  • References
  • Bank details (sessional workers only)
  • Other: any other information that is provided to the organisation

OSM is committed to fair and transparent data collection processes and any individual requiring information as to where their personal data (including any public sources) originated may contact OSM using the details provided below.

4. What do we do with personal data:

OSM will use the contact details of participants to provide them with information regarding the project/activity on which they are enrolled.

From time to time, the anonymised personal details of participants on OSM’s activities/projects will be reported to funders as part of OSM’s contract of delivery, and for OSM’s own internal governance purposes.

Contact details of participants, and individuals from related organisations and other stakeholders and contacts will also be used to provide news and information about OSM and its activities. Individuals can opt-out of receiving these notifications at any time by contacting OSM using the details provided below.

5. Individuals’ rights in relation to personal data:

Individuals whose personal data is collected by OSM have certain rights in respect of that data, including:

  • Right to information and access

Individuals have the right to request access to the information that OSM holds about them.

  • Rectification, erasure, and restriction

OSM takes reasonable steps to ensure that the personal data it holds about individuals is accurate and up-to-date and the organisation will comply with any requests to rectify any inaccurate data that it may hold about an individual. Individuals have the right to ask OSM to limit, cease or erase the information that is held about them.

6. Sharing of personal data:

OSM does not share personal data with third parties. It will, however, use anonymised personal data for the purposes of reporting to funders as part of OSM’s contract of delivery.

7. Data security:

OSM will take appropriate technical and organisational measures to protect the personal data that is collected and stored against accidental or unlawful destruction, loss, alteration or unauthorised disclosure or access.

All personal data that is stored in electronic format on desktop computers/laptops will be password and firewall protected. All personal data that is paper-based will be stored securely in locked filing cabinets along with any electronic information that is stored on external hard drives.

8. Retaining personal data:

OSM will only retain personal data for as long as is necessary to provide its services, or for as long as it is reasonably required to retain the information for its lawful business purposes, or comply with a statutory or other legal requirement.

9. Data breaches:

In the event of any breach of OSM’s systems impacting on the security of individuals’ personal data, OSM will inform the affected individuals at the earliest opportunity describing the nature of the breach, the possible consequences and the measures being taken to remedy the situation in accordance with its procedures and applicable law.

10. Contacting OSM:

Comments relating to this policy to should be directed to: Open Strings Music CIC, Community Base, 113 Queens Road, Brighton, BN1 3XG.


Date: 1st August ‘19
Date of review: August ‘20