Privacy Policy
Index Music Limited (15966015) – Privacy Notice
Contact Information: Email: hello@indexmusic.co.uk
Correspondence Address: Summerhill Bowling Club, Winchester Terrace, Newcastle Upon Tyne, Tyne and Wear, United Kingdom, NE4 6EH
Effective Date: 08/11/2024
1. Introduction
Welcome to Index Music Ltd. We are committed to protecting and respecting your privacy. This privacy notice explains how we collect, use, and protect personal information about Index users, members, clients, and employees. Please read it carefully to understand how we handle your data.
2. Who We Are
Index Music Ltd is a North East UK online platform the goal of which is to provide the North East music community with contacts, resources and opportunities, through a North East Music Directory and areas of the website that provide resources and information about opportunities.
3. What Information We Collect
We collect and process various types of personal information, including:
Personal Information of service providers: Name, contact details, biography and any other information service providers wish to share for their directory profile. Our lawful basis for processing this data is: Contract
Employee Information: Personal details required for employment purposes, such as name, contact information, and payroll information. Our lawful basis for collecting this information is Legal Obligation
Data collected through Google Forms: Anonymous submissions to a research survey to explore relationships and collaboration within the music community in the North East. Voluntary disclosures of personal data include roles in the music industry, earnings related to music work, years of experience, general work location, gender, age group, and ethnicity. This information is anonymised and aggregated for statistical insights to benefit the music community in the region. Our lawful basis for collecting this data is Consent
Other Google tools i.e. Google Analytics (e.g., IP addresses, submission timestamps, and browser type) for website interactions.
User of Google Analytics: Use of Google Analytics
We use Google Analytics to help us understand how visitors engage with our website and to improve our services. Google Analytics collects information such as your IP address (anonymised by default), device type, browser type, pages visited, and interactions with our content. This data helps us analyse trends and optimise the user experience. Google Analytics uses cookies to gather this information, and we ensure all data collected is anonymised and aggregated where possible.
For more details on how Google handles your data, please refer to Google’s Privacy Policy at https://policies.google.com/privacy You can also manage your cookie preferences through our cookie consent tool.
Our lawful basis for processing this data is Consent. We obtain your consent via a cookie consent banner on our website, allowing users to opt-in or opt-out of Google Analytics tracking as required by UK GDPR. As with any data processed under the lawful basis of Consent, you may withdraw your consent at any time.
Information to deliver marketing messages and member information via our email marketing and CRM platform, Brevo.
Our lawful basis for email marketing is Consent
Our lawful basis for member information is Contract
We also ensure that we comply with the UK PECR 2003 regulations as well as the UK GDPR/DPA 2018
4. How We Collect Information
We collect information through:
Google Forms: Submissions from the North East music community and data collection including earnings and wider research relating to relationships and collaboration among the North East music community
Direct Communication: Information collected through direct communication with the North East music community, clients, and employees.
CRM and Email Marketing Platform (Brevo): Client and potential client relationship management and email marketing.
5. How We Use Your Information
We use your information for the following purposes:
Directory Services: To create and manage profiles of members of our directory for clients and collaborators.
Statistical Insights: To provide anonymised, aggregated data about the North East Music Community to support analysis and tailor index services accordingly
Improvement of Services: To enhance our services and improve user experience based on anonymised technical and usage data.
Employment Management: To manage employee records and fulfil our contractual and legal obligations as an employer.
Marketing: To promote our directory through multi-channel marketing including email and our website.
6. Sharing Your Data
We respect the privacy of your data and only share it where necessary in the following circumstances:
Internal Use: For managing the directory, insights, and administrative purposes.
Statistical Insights: We may share anonymised, aggregated data from research and directory submissions with stakeholders, the North East Music Community and clients to inform decisions about support for the region and contribute to wider research.
Third-Party Service Providers: We use Google Workspace tools (including Google Forms) for data collection and storage. Google operates under its own privacy terms and agreements. See more details on how Google processes person data at: https://policies.google.com/privacy
Where data is shared or transferred outside the UK/EA/EEA, additional technical and organisational controls are in place to comply with any and all relevant data protection laws such as encryption and standard contractual clauses.
7. Data Retention
We retain personal data only for as long as necessary for our business purposes and in line with our data retention policies:
North East Music Directory: Information is retained while members of the Directory are listed or as required for service provision.
Statistical Insights: Anonymised aggregated data is kept indefinitely for longitudinal insights, while personally identifiable information is removed after one year.
Employee Data: Retained as per legal obligations and employment records guidelines.
8. Security of Your Data
We take data security seriously. Your data is stored securely in Google Workspace, which complies with UK and any and all applicable international security standards. We have measures in place to prevent unauthorised access, loss, or misuse of data.
9. Your Data Rights
Under UK data protection law, you have the following rights:
- Right of Access: Request access to the personal data we hold about you.
- Right to Rectification: Request correction of incomplete or inaccurate data.
- Right to Erasure: Request deletion of your data in specific circumstances.
- Right to Object: Object to processing based on legitimate interests.
- Right to Data Portability: Request transfer of your data to a third party.
For more information on the above rights, visit https://ico.org.uk/for-the-public/ To exercise these rights, please contact us at hello@indexmusic.co.uk
10. Changes to this Privacy Notice
We may update this privacy notice to reflect changes in our practices, legal obligations, or services. We encourage you to review it periodically.
11. Contact Us
For any questions or concerns about this privacy notice or how we handle your data, please contact us:
Email: hello@indexmusic.co.uk
Correspondence Address: Summerhill Bowling Club, Winchester Terrace, Newcastle Upon
Tyne, Tyne and Wear, United Kingdom, NE4 6EH
12. 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
Glossary of Key Terms
To ensure clarity, specific terms used in this document are defined as follows:
- North East: Refers to anyone whose work in music takes places predominantly in any of the following areas – County Durham, Darlington, Gateshead, Hartlepool, Middlesbrough, Newcastle, North Tyneside, Northumberland, Redcar & Cleveland, South Tyneside, Stockton-on-Tees and Sunderland.
- Music Community: Refers to individuals and businesses who are actively involved in the music industry; including but not restrictive to music-related spaces, rehearsal spaces, studios, venues, retailers, organisations, community music projects, educators, freelancers, promoters, event teams, management, artists, performers and producers.
- Services: Refers to any active business, institution or organisation with a key focus on music, based in the North East.
- Service Provider: Refers to music professionals, hobbyists, individuals or organisations looking to provide a service.
- Service User: Refers to music professionals, hobbyists, individuals or organisations looking for services & contacts.
- Directory: Refers to the North East Music Directory, an online collection of listings of the North East Music Community.
- Submissions: Refers to the submission of information to be included in the North East Music Directory, such as contact information, business description, and services offered.
