Privacy Policy

Music at Oxford is committed to protecting your privacy. Our data collection practices are compliant with the Privacy and Electronic Communications Regulations 2003, the Data Protection Act 1998 (DPA) and any replacement laws, and, since May 2018, the General Data Protection Regulations (GDPR). If you have any queries about this policy or how we use your personal information, please contact us.

WHO WE ARE

Music at Oxford is a national arts organisation, a registered charity (No. 289324) and a private company limited by guarantee (No. 01806898).

HOW DO WE COLLECT YOUR INFORMATION?

We obtain personal information from you when you do any of the following activities:

• enquire about our activities
• sign up to receive our email newsletters
• create an account or update an existing account
• buy tickets from us
• become a supporter
• apply for a job

We keep a record of the emails, letters, and printed materials we send you, and in relation to emails, we may track whether you receive or open them so we can make sure we are sending you the most relevant information. We may then track any subsequent actions online, such as buying a ticket. We may also combine information we collect from various sources e.g. email and social media to better provide you with content.

Like most websites, we receive and store certain details whenever you use the Music at Oxford website. We use “cookies” to help us make our site – and the way you might use it – better. Cookies mean that a website will remember you and enable online transactions. It also helps us understand how you use our website, where we can make improvements and how best to tell our audiences about events they might be interested in. You can view our full cookies policy here.

We may also receive information from external sources which enables us to gain a better understanding of our audiences and supporters and to improve our fundraising and marketing methods. These sources include:

Social media – we use social media to broadcast messages and updates about events and news. On occasion we may reply to comments or questions you make to us on social media platforms. You may also see adverts from us on social media that are tailored to your interests. Depending on your settings and the privacy policies used by social media and messaging services like Facebook, LinkedIn or Twitter, we may receive non-personally identifying demographic or analytical information from these services that enables us to better understand the reach and effectiveness of our advertising.

Information available publicly – this may include information found in places such as Companies House, your biography on your work website or information that has been published in articles/ newspapers.

WHAT INFORMATION DO WE COLLECT?

We collect personal data as defined by the EU General Data Protection Regulation (GDPR). This may include:

• your name, title, date of birth and gender
• contact details such as postal address, email address, phone numbers and links to social media accounts
• transaction history (we will never store your whole card number, although we may keep a note of the last four digits to help us identify transactions)
• access requirements (for example, if you require wheelchair access) and whether you have a disability defined by the Equality Act 2010
• details of visits to our website including traffic data, location data, operating system, browser usage, and the resources that you access
• other background personal data that you provide to us (for example, when you apply for a job, tell us your story, provide a reason for making a donation or correspond with us).

HOW DO WE USE THIS INFORMATION?

We aim to be clear when we collect your data and not to do anything you wouldn’t reasonably expect.  We may process your personal data because it is necessary for the performance of a contract. For example, if you make a purchase, sign up for an event or give a donation.

The following purposes are examples of how we may use your data:

• to provide you with the services, products or information you have requested
• to administer the Music at Oxford Friends and Patrons scheme if you are a member of this
• to contact you about your membership
• to contact you to request feedback in the form of simple questions or a survey
• to process payment details
• to contact you with regards to a job vacancy or volunteering position
• to provide you with information about any future events we think may be of interest to you (we will only use your personal information for this purpose if we are allowed to do this by law or have your consent).

We may process personal data because it is in our legitimate interests to do so. For example we may use your personal information to understand your reasons for donating to us, to better understand your interests, to carry out screening on potential donors and to conduct due diligence on major donors, to tailor our communications to you and/or to give you an exceptional experience at our events. We may also collect information about how you use our services (including our website) to analyse our customer base and improve our processes.  Music at Oxford also records and uses film, photographs and audio for promotional purposes on its website, social media accounts and other formats under its legitimate interests basis for processing where it would not be necessary, appropriate or practicable to obtain your specific consent (for example, we may seek specific consent for prominent or impactful uses, but typically not for group shots, background inclusion or internal use).

We may also process your personal data (including sensitive personal data) where:

• it is necessary for medical purposes (for example, in a medical emergency)
• it is necessary to protect your or another person’s vital interests
• we have your consent to do so (for example to monitor the diversity of visitors to events by Music at Oxford).

YOUR CONSENT

By providing us with your personal information, you consent to our processing such information in accordance with the purposes and provisions of this privacy policy, in particular:

• If you have provided us with a postal address, email address or telephone number, you consent to us using this to contact you.
• Where you make a payment online, you agree to a possible transfer of data outside the European Economic Area in a secure fashion for the purpose of processing your payment.

DO WE SHARE YOUR INFORMATION WITH ANYONE ELSE?

We do not and will not share your information with third parties for marketing purposes. We may need to provide your information to our agents or contractors who perform services for us. This would only be to the extent necessary to enable us to receive those services that they are conducting for us. They are required by us to keep the information confidential and may not use it for any purpose other than to carry out the services for Music at Oxford. Music at Oxford may sometimes share aggregate information about its customers, for example website traffic patterns, but no personal data will be shared with third parties.

Examples of where we might need to share information with third parties include:

• if we run an event in partnership with another named organisation so that they can help us run the event
• in order to comply with any legal obligation to do so. This includes the police and other crime protection and detection agencies or regulatory bodies
• as requested by our legal advisors
• for the purposes of regulatory or inspection compliance, for example to the Charity Commission
• to funding bodies who may use anonymised personal information to analyse our audience development programmes, ticket sales and self-generated funding to understand the impact of investment made in Music at Oxford
• Data processing services acting in an accordance with our instructions, and subject to confidentiality obligations

HOW DO WE PROTECT PERSONAL INFORMATION?

Your personal data will be held and processed on Music at Oxford’s systems or systems managed by suppliers on behalf of Music at Oxford.

We always seek to hold your data securely. Access to customer information is strictly controlled. The CRM and box office (Ticketsolve) systems can only be accessed by people who need it to do their job. Certain data, for example sensitive information, is additionally controlled and is only made visible to members of staff who have a reason to work with it.

In general, the third-party providers used by us to fulfil our contract with you will only collect, use and disclose your information to the extent necessary to allow them to perform the services they provide to us. These providers include our box office and CRM system SPEKTRIX (see https://www.spektrix.com/en-gb/privacy), payment service Zettle (see Zettle’s privacy policy), email and mail distribution services (see https://dotdigital.com/terms/privacy-policy/) and advertising and web traffic analysis services (see Cubiq’s privacy policy and Google Analytics privacy policy). We have agreements in place with each to ensure that your data is secure at all times and cannot be accessed or used for any other purpose.

The online payment system that we use is PCI DSS compliant. We will take all reasonable steps necessary to ensure that data transferred outside the EEA is treated securely and in accordance with this Privacy Policy. We also take regular appropriate measures to ensure that the information disclosed to us is kept secure, accurate and up-to-date, and kept only for so long as is necessary for the purposes for which it is used. However, you should be aware that the use of the internet is not entirely secure and for this reason we cannot guarantee the security or integrity of any personal information which is transferred from you or to you via the internet.

HOW LONG DO WE KEEP YOUR INFORMATION?

The personal data collected by Music at Oxford is evaluated periodically to determine whether it is current and still needs to be held.

Data is held by us for as long as is legally or practically necessary for our business. Once that period of necessity has passed, we have a regular programme of data suppression and deletion. This ensures that your data is not held indefinitely on our systems.

Subject to any legal retention requirements (e.g. VAT regulations require appropriate financial records to be retained for six years, Gift Aid regulations require appropriate records to be retained for seven years), you may notify Music at Oxford if you do not wish your data to be held.

GIVING YOU CONTROL

We may tell you about events, concerts, and priority booking. You can opt out from these marketing communications at any time – every email sent to you will tell you how to do this. Please email info@musicatoxford.com.

Music at Oxford relies on charitable support to maintain our world-class activities and to make this available to everyone. We will occasionally tell you about our current campaigns and invite you to consider ways that you could make a real difference to our work.

We invite some people who might be interested in joining one of our supporter groups to special events e.g. drinks receptions or to tell you about extra benefits including priority booking. Guests we invite might include current supporters, people who have given donations in the past and audiences who attend concerts and events regularly.

If you have opted out of marketing communications, we may still get in touch with you in order to fulfil a contract. For example, we may email you to give you important information about the events you’ve booked or to tell you about any changes.

Research, profiling and ‘wealth screening’

We want to ensure our communications to our supporters are personal, relevant and timely and we want to give you an enhanced experience when you attend events by introducing you to artists or members of staff that we think you might enjoy meeting. To ensure that our communications are relevant to you and your interests and to assess your likely ability to make, or interest in making, donations to Music at Oxford, we may use additional information such as geographical information and measures of affluence where available from external sources to assist us. This will be a combination of publicly-available information, for example drawn from company resources and news media, with information you have provided to us, such as past donations and career information. We may use the services of external screening/profiling companies, and publicly available data from social media sites like LinkedIn, Facebook and Twitter, depending on your privacy settings and/or interaction with us.

Music at Oxford may hold personal data that has been created by us from other personal data that we already hold about you, either from internal or external research/profiling. This may be carried out by automated or manual processes, and enables us to better understand you as our supporter and make appropriate requests for support.

If you do not wish Music at Oxford to undertake this activity, please email info@musicatoxford.com.

RIGHT OF ACCESS – IT’S YOUR DATA

Under the Data Protection Act 1998 (DPA) you have the following rights:

• to obtain access to, and copies of, the personal data that we hold about you
• to require that we cease processing your personal data if the processing is causing you damage or distress
• to require us not to send you marketing communications

You also have the following additional rights:

• to require us to correct the personal data we hold about you if it is incorrect
• to require us to erase your personal data
• to require us to restrict our data processing activities (and, where our processing is based on your consent, you may withdraw that consent, without affecting the lawfulness of our processing based on consent before its withdrawal)
• to receive from us the personal data we hold about you which you have provided to us, in a reasonable format specified by you, including for the purpose of you transmitting that personal data to another data controller
• to object, on grounds relating to your particular situation, to any of our particular processing activities where you feel this has a disproportionate impact on your rights

Please note that the above rights are not absolute, and we may be entitled to refuse requests where exceptions apply.

Contact us: please contact us if you have any questions about our privacy policy or information we hold about you; email us at info@musicatoxford.com.

MUSIC AT OXFORD ONLINE PURCHASES AND DONATIONS

Our online purchasing and donations facility requires that you set up an account our website. This allows you to view your purchasing history. To protect your privacy, we have designed the site to include certain steps to verify your identity before granting you access or enabling you to make amendments to your account information. You will always have access to this account information and can view it, update it or correct it at any time. To access your information, you will need to use a password. If you have forgotten your password, we can help you reset your password; email us at info@musicatoxford.com.

UNSUBSCRIBE

If you receive a newsletter or other form of mailing from us, you will always be able to unsubscribe to these at any time. If for any reason you no longer require our services or do not want us to contact you, please let us know by writing to us at the address at the bottom of the page or by emailing us at info@musicatoxford.com.

CHANGES TO THIS POLICY

We keep our privacy policy under regular review. If we change our privacy policy we will post the changes on this page. You will always have the opportunity to opt out of any revised use of your existing information. This privacy policy was last updated in August 2022.

Music at Oxford
Registered Office: One St Aldates, Oxford OX1 01DE
Email: info@musicatoxford.com
Registered Charity No. 289324
Company No. 1806898