This notice explains how and why The EMI Archive Trust (‘we’, ‘us’, ‘our’) collect, store, use and share your personal data. It also explains your rights in relation to your personal data and how to contact us or supervisory authorities in the event you have a complaint.

We collect, use and are responsible for certain personal data about you. When we do so we are subject to the UK General Data Protection Regulation (UK GDPR). 

We are EMI Archive Trust, a charity registered in England and Wales (number 1056254) and limited company (number 03197688) and our registered address is 4 Pancras Square, London, United Kingdom, N1C 4AG.

PERSONAL DATA WE COLLECT ABOUT YOU

The personal data we collect will depend on the nature of the data processing requirement. For example, if you sign up to our newsletter we will collect your name and email address. If we work with you in a collaborative endeavour, we may need to collect more information such as your phone number, postal address, telephone number and details of your professional interests.  

We may collect and use the following personal data about you:

• your name and contact information, including email address and telephone number
• your company or organisation details 
• information you share with us through social media, e.g. if you connect with us on Facebook and Instagram
• financial information you provide where you make a donation, such as bank details and/or credit/debit card details (although we do not store this information), and information as to whether you are a taxpayer so that we can claim Gift Aid
• your professional interests, experience, and qualifications, if you are involved in projects relating to our work

HOW YOUR PERSONAL DATA IS COLLECTED

We collect most of this personal data directly from you when you interact with us, for example when you sign up to our newsletter, send us an email or make a donation. However, we may also collect information: 

• from publicly accessible sources, e.g. Companies House or publicly available posts on social media;
• directly from a third party, e.g. from other charities; or
• from a third party with your consent, e.g. your employer, institution or professional body.

HOW AND WHY WE USE YOUR PERSONAL DATA

Under data protection law, we can only use your personal data if we have a proper reason, e.g.:

• where you have given consent;
• to comply with our legal and regulatory obligations; or
• for our legitimate interests or those of a third party, so long as they are not overridden by your own rights and interests.

Depending on your relationship with us, we will use your personal data for the following purposes:

What we use your personal data for	Our reasons
To send you news and information promoting our charitable work, if you have asked to receive it. For example, we use your email address to send you our newsletter if you have signed up for it.	You have given your consent.
To administer any collaborative projects which you undertake with us.	For our legitimate interest in undertaking collaborations which promote our charitable aims.
To communicate with you through social media, if you interact with our social media posts.	For our legitimate interest in promoting our work.
Furthering and administering our charitable activities, including fundraising.	For our legitimate interests or those of a third party, i.e. to promote our charitable aims and objectives.
To receive and administer any donations that you give to us, including any Gift Aid from your donation.	For our legitimate interests i.e. to receive your donation in support of our charitable work. For compliance with our legal obligations relating to your donation.

COMMUNICATIONS FOR MARKETING/FUNDRAISING

We may use your personal data to send you updates promoting our charitable work and events which we consider may be of interest to you, if you sign up to receive our newsletter or similar content which we publish. We may include fundraising information in our newsletter or other content that we publish.

You have the right to opt out of receiving promotional communications at any time by contacting us at info@emiarchivetrust.org.

We may ask you to confirm or update your preferences regarding our promotional material if there are changes in the law, regulation, or the structure of our charity.

We will always treat your personal data with the utmost respect and will never sell it to any third party nor will we share your details with other entities for marketing purposes.

WHO WE SHARE YOUR PERSONAL DATA WITH

We do sometimes need to share your personal information with other third parties for the purposes outlined above. We will only share information with other organisations where we have your permission to do so in accordance with this privacy notice or where it is necessary for a legitimate reason connected with the services we offer, or where it is required by law or regulation.

Third parties we may share data with include:

• organisations which provide the IT and similar support services that we rely on, including Mailchimp and Universal Music Group;
• other heritage organisations involved in our projects which you participate in;  
• regulatory authorities, such as tax authorities;
• Payroll Giving providers; 
• third parties approved by you, e.g. social media sites you choose to link your account to or third party payment providers; and
• third parties who we are utilising to add additional functionalities on our site, such as Spotify.

Where we use third parties, we require them to adhere to appropriate controls to protect personal data in line with their privacy policie(s). 

If you would like more information about who we share our data with and why, please contact us (see ‘How to contact us’ below).

WHERE YOUR PERSONAL DATA IS HELD

Personal data may be held at our offices and those of the Universal Music Group, third party agencies, service providers, representatives and agents as described above (see above: ‘Who we share your personal data with’).

Some of these third parties may be based outside the UK. For more information, including on how we safeguard your personal data when this happens, see below: ‘Transferring your personal data out of the UK’.

HOW LONG YOUR PERSONAL DATA WILL BE KEPT

We will keep your personal data for as long as it is required in connection with the purpose(s) for which it was collected and/or processed. 

When it is no longer necessary to keep your personal data, we will delete or anonymise it.

TRANSFERRING YOUR PERSONAL DATA OUT OF THE UK

From time to time, we may need to transfer personal data outside of the UK for the purposes described in this notice. 

Countries outside the UK do not have the same data protection laws as the United Kingdom. We will, however, ensure the transfer complies with data protection law and we will put in place appropriate safeguards for your personal data. For example, where appropriate, we may use standard data protection contract clauses which have been approved under UK data protection law.

If you would like further information about data transferred outside the UK, please contact us (see ‘How to contact us’ below).

YOUR RIGHTS

You have the following rights, which you can exercise free of charge:

Access	The right to be provided with a copy of your personal data
Rectification	The right to require us to correct any mistakes in your personal data
Erasure (also known as the right to be forgotten)	The right to require us to delete your personal data—in certain situations
Restriction of processing	The right to require us to restrict processing of your personal data in certain circumstances, e.g. if you contest the accuracy of the data
Data portability	The right to receive the personal data 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
To object	The right to object: —at any time to your personal data being processed for direct marketing (including profiling); —in certain other situations to our continued processing of your personal data, e.g. processing carried out for the purpose of our legitimate interests.
Not to be subject to automated individual decision making	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

KEEPING YOUR PERSONAL DATA SECURE

We have appropriate security measures to prevent personal data from being accidentally lost, or used or accessed unlawfully. We limit access to your personal data to those who have a genuine business need to access it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality. 

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.

HOW TO COMPLAIN

Please contact us if you have any query or concern about our use of your information (see below ‘How to contact us’). We hope we will be able to resolve any issues you may have.

You also have the right to lodge a complaint with the Information Commissioner. The Information Commissioner may be contacted at https://ico.org.uk/make-a-complaint or telephone: 0303 123 1113.

CHANGES TO THIS PRIVACY NOTICE

This privacy notice was published on 1 June 2023 and last updated on 1 June 2023.

We may change this privacy notice from time to time—when we do this we will update the notice on our website.

HOW TO CONTACT US

You can contact us by post, email or telephone if you have any questions about this privacy notice or the information we hold about you, to exercise a right under data protection law or to make a complaint.

Our contact details are shown below:

EMI Archive Trust
Email: info@emiarchivetrust.org

Registered Address: 4 Pancras Square, London N1C 4AG
Tel: 020 3932 7600