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Privacy Notice

Overview

Music in Hospitals & Care has a legal duty to protect the privacy of all personal and business data obtained from you while you are using this website. This Privacy Notice explains what information we may collect from you and the purposes for which it will be used. By using this website you give your agreement to the data practices described in this Privacy Notice.

Topics
Changes to this Privacy Notice
Registrations
Website management
How do we collect information from you?
What information do we collect and how do we use it?
Who has access to your information?
Linking to other websites
Your access to your information
How to contact us

Changes to this Privacy Notice
We may make changes to this Privacy Notice at any time. Changes will be posted here and are effective immediately. Regularly reviewing this page ensures that you are always aware of what information we collect, how we use it and under what circumstances if any, we will share it with other parties.

Registrations
Data controller registration
Music in Hospitals & Care has a requirement to register as a data controller with the ICO. Here is our registration detail – https://ico.org.uk/ESDWebPages/Entry/Z5746869.

Fundraising Preference Service (FPS)
The FPS is a service that enables members of the public control the communications they receive from charities. By entering your details on the FPS website you can choose to stop email, telephone calls, addressed post and/or text messages directed to you personally from a selected charity or charities.

Website management
The content of this website is edited by the owner (Music in Hospitals & Care) and it is hosted by our website developers Infinite Eye.

How do we collect information from you?
We obtain information about you when you use our website, register or fill in a form. No personal data is collected from you without your knowledge. Technical data is collected to help us improve your experience of using the Music in Hospitals & Care website and this is explained in more detail below.

What information do we collect and how do we use it?
This Privacy Notice tells you what to expect when Music in Hospitals & Care collects personal information. We may use your information to:

  • Process a donation that you have made
  • Process an order you have made in our online shop
  • Process a registration for an event or membership you have requested
  • Carry out obligations arising from any contracts entered into by you and us
  • Seek your feedback on the live music services we provide
  • Seek your views and comments on the services we provide
  • Notify you of changes to our services
  • Send you communications which you have requested and that may be of interest to you. These may include information about campaigns, appeals, other fundraising activities, interest news from across our areas offices.

It applies to information we collect about:

  1. Visitors to our website
  2. People who use our services
    1. Legitimate interest groups
    2. Newsletter subscribers
    3. Friends and event registration and feedback
    4. Referrers
    5. Supporters
    6. People who email us
    7. Job applicants and musicians applying to audition
  3. Social media users
  1. Visitors to our website
    When someone visits our website we use a third-party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out how visitors are interacting with our website and if we can produce more relevant and more engaging content. If we do want to collect personally identifiable information through our website, we will be upfront about this. We will make it clear when we collect personal information and will explain what we intend to do with it.Like many other websites, the MiHC website uses cookies. Cookies are small pieces of information sent by an organisation to your computer and stored on your hard drive to allow that website to recognise you when you visit. They collect statistical data about your browsing actions and patterns and do not identify you as an individual. For example, we use cookies to improve our website and deliver a better experience.It is possible to switch off cookies by setting your browser preferences. For more information on how to switch off cookies on your computer, visit our cookies policy. Turning cookies off may result in a loss of functionality when using our website.If you fill in a form on our website the details you enter will be sent by email to MiHC and will be stored in WordPress, our content management system, as a backup. This will be accessible to our website editor and website developers Infinite Eye.
  2. People who use our services
    1. Legitimate interest groups
      Our legitimate interest groups include Musicians, Volunteers (Local Ambassadors/Trustees), Friends and Healthcare settings in receipt of Music in Hospitals & Care services.
    2. Newsletter subscribers
      There is an option on our website for you to keep up to date with our news and updates. Submitting your name, email address and location enables us to keep you in touch with you and share relevant information. Our newsletters are managed using MailChimp and data is accessed by Music in Hospitals & Care our website developers Infinite Eye.
    3. Friends and event registration and feedback
      If you are interested in becoming a Friend of Music in Hospitals & Care there is an option to complete your registration online and we ask you to complete basic personal information to enable us to set up your membership. You may also wish to register for one of our events online using online forms. As someone who has received services from Music in Hospitals & Care through our live music provision, you may also wish to provide feedback to us online. We collate this information in order to improve our services for future and to help us involve musicians to meet the needs of our beneficiaries.
    4. Referrers
      You may wish to contact us regarding a request for live music in your healthcare setting or for a loved one. We may contact you via telephone following an enquiry and you may request to be added to our mailing list.
    5. Supporters
      You may wish to fundraise in your community for Music in Hospitals & Care. If you request a fundraising pack from us we may request details in order to provide this information after which time we will ask you to opt into any future communication. We host our Make a Donation option on our website via GiveWP who has advice on their Privacy Notice for secure processing of your donations to our charity – https://givewp.com/privacy-policy.
    6. People who email us
      We use Transport Layer Security (TLS) to encrypt and protect email traffic and to provide a secure means of correspondence. If your email does not support TLS, you should be aware that any emails we send or receive may not be protected in transit. We will also monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send is lawful. Given the sensitivity of some personal data, we share within the organisation in transit we use a third party secure email service in order to support secure delivery. We use Egress – https://www.egress.com/privacy-policy.
    7. Job applicants and musicians applying to audition
      All of the information provided during the recruitment process for job applicants or musicians will only be used for the purpose of progressing your application or to fulfil legal or regulatory requirements if necessary. We will not share any of the information you provide during the recruitment process with any third parties for marketing purposes or store any of your information outside of the European Economic Area. The information you provide will be held securely by us whether the information is in electronic or physical format. We will use the contact details you provide to us to contact you to progress your application. We will use the other information you provide to assess your suitability for the role you have applied for.
  3. Social media users
    If you have given us permission to use your email address, we may match it with your social media accounts so we can share relevant information with you such as fundraising events linked to your interests. We also do this to exclude some of our supporters from social media advertising to make sure we’re not wasting charity funds on communications that aren’t relevant to you. For example, if you’re already a Friend of Music in Hospitals & Care, we don’t want to send you adverts inviting you to sign up for this.

Who has access to your information?
We will not disclose your information to any third parties, other than those set out in this Privacy Notice, without your consent. We do not transfer your personal information outside of the European Economic Area.

Linking to other websites
This Privacy Notice applies only to this website. We are not responsible for privacy practices within any other websites. You should always be aware of this when you leave this website and we encourage you to read the Privacy Notice on any other website that you visit.

Your access to your information
You have a right to request a copy of any personal information that we hold about you. You will be asked for appropriate identification when you request copies of personal information.

How to contact us
Any questions regarding our Privacy Notice and approach to protecting your rights as a website user should be sent by email to hello@mihc.org.uk or in writing to our registered office address:

Music in Hospitals & Care,
Unit 40 Enterprise House,
44-46 Terrace Road,
Walton-on-Thames,
KT12 2SD

Alternatively, you can telephone 01932 260810.

Review of this Privacy Notice
We keep this Privacy Notice under regular review and it was last updated on 06/10/2022.

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