Full Privacy Notice

This privacy notice tells you what to expect us to do with your personal information.

Contact details

Email: data@audioactive.org.uk

What information we collect, use, and why

We collect or use the following information to provide services:

Names and contact details
Addresses
Date of birth
Health information (including dietary requirements, allergies and health conditions)
Health and safety information

We also collect or use the following information to provide services:

Racial or ethnic origin
Religious or philosophical beliefs
Health information

We collect or use the following information to prevent crime or defend against legal action:

Video and CCTV recordings of public areas (including indoor and outdoor spaces)
Information relating to health and safety

We collect or use the following information for service updates or marketing purposes:

Names and contact details
Recorded images, such as photos or videos
Website and app user journey information
Records of consent, where appropriate

We collect or use the following information for research or archiving purposes:

Recorded images, such as photos or videos
Website and app user journey information
Personal information used for the purpose of research
Records of consent, where appropriate

We also collect or use the following information for research or archiving purposes:

Racial or ethnic origin
Health information

We collect or use the following information to comply with legal requirements:

Name
Contact information
Identification documents
Financial transaction information
Criminal offence data (including Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks)
Health and safety information

We collect or use the following information for recruitment purposes:

Contact details (eg name, address, telephone number or personal email address)
Date of birth
National Insurance number
Copies of passports or other photo ID
Employment history (eg job application, employment references or secondary employment)
Education history (eg qualifications)
Right to work information
Details of any criminal convictions (eg Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks)

We also collect or use the following information for recruitment purposes:

Racial or ethnic origin (optional)
Health information
Sexual orientation information (optional)

Lawful bases

Our lawful bases for collecting or using personal information to provide services and goods are:

Consent
Contract
Legal obligation
Vital interests

Our lawful bases for collecting or using personal information to prevent crime, prosecute offenders or defend against legal action are:

Legal obligation
Vital interests

Our lawful bases for collecting or using personal information for service updates or marketing purposes are:

Consent

Our lawful bases for collecting or using personal information for research or archiving purposes are:

Consent
Public interest

Our lawful bases for collecting or using personal information for legal requirements are:

Consent
Contract
Legal obligation
Vital interests

Our lawful bases for collecting or using personal information for recruitment purposes are:

Consent
Contract
Legal obligation
Vital interests

Where we get personal information from

People directly
CCTV footage, or other recorded images
Schools, colleges, universities or other education organisations
Councils and other public or voluntary sector organisations
Previous employers

How long we keep information

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To decide the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

In some circumstances you can ask us to delete your data: see Your data protection rights below for further information.

In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

Who we share information with

We carefully vet and regularly audit any third party data processors we use to ensure they meet the legal standards set out by UK GDPR.

Data processors

Salesforce This data processor does the following activities for us: Management of contact records, data monitoring and reporting
Google LLC This data processor does the following activities for us: Email provider, cloud storage
Jotform This data processor does the following activities for us: Online consent forms with digital signature
Hubspot This data processor does the following activities for us: Registration form for all open access sessions, marketing email
eventbrite This data processor does the following activities for us: Event registration
Mailchimp This data processor does the following activities for us: Marketing (newsletters)
Skedda (Evalian Ltd) This data processor does the following activities for us: studio and rehearsal space bookings
Xero This data processor does the following activities for us: Accounting and payroll processing
Disclosure Services Ltd This data processor does the following activities for us: Enhanced DBS checks for all staff members, trainees and volunteers

Others we share personal information with (where relevant)

Organisations we need to share information with for safeguarding reasons
Relevant regulatory authorities
Professional consultants
Organisations we’re legally obliged to share personal information with
Emergency services (where necessary)
Publicly on our website, social media or other marketing and information media (where appropriate – such as a video clip of a musical performance at an event, only with explicit consent)

Sharing information outside the UK

Where necessary, our data processors may share personal information outside of the UK. When doing so, they comply with the UK GDPR, making sure appropriate safeguards are in place. Please contact us for more information.

Your data protection rights

Under data protection law, you have rights including:

Your right of access – You have the right to ask us for copies of your personal data.
Your right to rectification – You have the right to ask us to rectify personal data you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure – You have the right to ask us to erase your personal data in certain circumstances.
Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal data in certain circumstances.
Your right to object to processing – You have the right to object to the processing of your personal data in certain circumstances.
Your right to data portability – You have the right to ask that we transfer the personal data you gave us to another organisation, or to you, in certain circumstances.
Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent.

You don’t usually need to pay a fee to exercise your rights. If you make a request, we have one calendar month to respond to you.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

Last updated

23rd July 2024