Privacy Policy
Contents:

1. About this document

2. What personal data is collected and how it is processed

3. Who has access to personal data and with whom we share it

4. Transferring your personal information out of the EEA

5. Marketing and promotional materials

6. How long your information is kept

7. Your rights

8. Data accuracy and security 

9. This notice

10. Contact and complaints

About this document

The Association for Music in International Schools (AMIS) is a charity whose registered office is at Church Farm House, Church Road, North Lopham, Diss, Norfolk, IP22 2LP. References in this Privacy Policy to “we” or “us or “our” are to AMIS.

We respect the privacy of every individual who visits the AMIS website or engages AMIS programs. This privacy notice demonstrates our commitment to your privacy and outlines the information AMIS may collect about you when you visit our website, register your interest for our events, submit auditions, or otherwise interact with us, and how this information will be handled. It also explains your rights in relation to your personal information and how to contact us or supervisory authorities in the event you have a complaint.

We collect, use and are responsible for certain personal information about you. When we do so we are subject to the General Data Protection Regulation, which applies across the European Union (including in the United Kingdom) and we are responsible as ‘controller’ of that personal information for the purposes of those laws.

This policy is intended to provide information on how AMIS will use (or "process") your personal data.

This privacy policy notice also applies alongside any other information AMIS may provide about particular uses of personal data, for example when collecting program registration data via an online or paper form.

What personal data is collected and how we use it
We may collect and use the following personal information about you:

• your name and contact information, including email address and telephone number and company details where relevant

• your gender

• your location

• your personal or professional interests

• your online presence and information from accounts you link to us

• information about how you use our website, IT, communication and other systems

• your responses to surveys, competitions and promotions

• information about medical conditions that may be necessary for us to know during the music event

Under data protection law, we can only use your personal information if we have a proper reason for doing so, eg:

• to comply with our legal and regulatory obligations;

• for the performance of our contract with you or to take steps at your request before entering into a contract;

• for our legitimate interests or those of a third party; or

• where you have given consent.

A legitimate interest is when we have a business or commercial reason to use your information, so long as this is not overridden by your own rights and interests.

This personal information is required to provide our events to you. If you do not provide the personal information we ask for, it may delay or prevent us from providing our events and services to you.

Generally, AMIS receives this directly from you when you register your interest in an event or confirm your attendance. This may be via an online form, paper form, telephone, video audition, or in the course of interaction and communication such as email or other correspondence.

We may sometimes receive personal information about you from your school if they are arranging the visit for you, in which case they will notify you before sharing the personal information with us.

Who has access to personal data and with whom we share it
In order to provide our events and comply with our legal obligations, AMIS needs to share your personal information with third parties, such as:

• host schools of AMIS programs

• professional advisors (e.g., lawyers, insurers, PR advisers and accountants)

• government authorities (e.g., police or the local authority)

The recipient of the information will be bound by confidentiality obligations.

We will not share your personal information with any other third party.

Transferring your personal information out of the EEA

In order to provide our events which take place across the world we will sometimes need to process personal information in, and transfer it to, jurisdictions outside the European Economic Area (the EEA).

These non-EEA countries do not have the same data protection laws as the United Kingdom and EEA. We will, however, ensure the transfer complies with data protection law and all personal information will be secure. Our standard practice is to use standard data protection contract clauses that have been approved by the European Commission. To obtain a copy of those clauses please click here.

Marketing and promotional materials

We may use your personal information to send you updates by email, text message or mail about upcoming events, fundraising, and AMIS news.

We have a legitimate interest in processing your personal information for promotional purposes (see above ‘What personal data is collected and how we use it). This means we do not usually need your consent to send you promotional communications. However, where consent is needed, we will ask for this consent separately and clearly.
 

You have the right to opt out of receiving promotional communications at any time by:

• contacting us at 

• using the ‘unsubscribe’ link in emails or ‘STOP’ number in texts

• updating your marketing preferences on our website
   

AMIS will not sell, rent, or market personal data about you to third parties.

How long your information is kept
AMIS will retain personal data securely and as long as it is necessary to keep it for a legitimate and lawful reason. Different retention periods apply for different types of personal information.

AMIS maintains a data retention schedule which dictates how long personal and special category data is kept and how it is to be archived and disposed of. In particular personal data collected on students for AMIS programs are routinely and permanently deleted by AMIS at the end of a yearly program cycle (July 1).  Only student names and schools are retained for program event archives.

If you have any specific queries about how our retention policy is applied, or wish to request that personal data you believe to be relevant is considered for erasure, please contact [email protected]. Please bear in mind that AMIS will often have lawful and necessary reasons to hold on to some personal data following such request.

Your rights
Individuals have various rights under Data Protection Law to access and understand personal data about them held by AMIS, and in some cases ask for it to be erased or amended or have it transferred to others, or for AMIS to stop processing it.  This however may be subject to certain exemptions and limitations. The rights in full are:

• The right to be provided with a copy of your personal information

• The right to require us to correct any mistakes in your personal information

• The right to require us to delete your personal information—in certain situations

• The right to require us to restrict processing of your personal information—in certain circumstances, eg if you contest the accuracy of the data

• The right to receive the personal information you provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third party—in certain situations

• The right to object:

  • —at any time to your personal information being processed for direct marketing (including profiling);

  • —in certain other situations to our continued processing of your personal information, eg processing carried out for the purpose of our legitimate interests

• The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you

If you would like to exercise any of those rights, please:

• complete a data subject request form—available on our website

• email, call or write to us or our Data Protection Officer—see below: ‘How to contact us’;

• let us have enough information to identify you eg your full name, address and customer or matter reference number;

• let us have proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill); and

• let us know what right you want to exercise and the information to which your request relates

AMIS will endeavour to respond to any such written requests as soon as is reasonably practicable and in accordance within statutory time-limits.

You should be aware that the right of access is limited to your own personal data, and certain data is exempt from the right of access. This will include information that identifies other individuals, or information that is subject to legal privilege (for example legal advice given to or sought by AMIS, or documents prepared in connection with a legal action).

Data accuracy and security
AMIS will endeavour to ensure that all personal data held in relation to an individual is as up to date and accurate as possible. Individuals must notify AMIS of any significant changes to important information, such as contact details, held about them.

Individuals have the right to request that any out-of-date, irrelevant or inaccurate information about them is erased or corrected (subject to certain exemptions and limitations under Data Protection Law).

AMIS will take appropriate technical and organizational steps to ensure the security of personal data about individuals, including policies around use of technology and devices, and access to AMIS systems. All staff will be made aware of this policy and their duties under Data Protection Law and receive relevant training.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

This notice
AMIS will update this privacy notice from time to time. When we do we will inform you by an update on our website.

Contact and complaints
Any comments or queries on this policy should be directed in writing to [email protected].

If an individual believes that AMIS has not complied with this policy or acted otherwise than in accordance with Data Protection Law, s/he should notify [email protected]. You can also make a referral to or lodge a complaint with the Information Commissioner’s Office (ICO) in the UK who may be contacted at  or telephone: 0303 123 1113, although the ICO recommends that steps are taken to resolve the matter with AMIS before involving the regulator.

Sept 2018