2. What is Becca James Music? Becca James Music is a sole trader business providing voice training, performance, freelance events support and event production services. It is not a limited company.
3. Explaining the legal bases we rely on The law on data protection, based on the General Data Protection Regulation and formerly the Data Protection Act, sets out a number of different reasons for which a company may collect and process your personal data, including:
Consent In specific situations, I can collect and process your data with your consent. This may be when you have ticked a box to receive regular communications from us in a paper or electronic document or on my website. When collecting your personal data, I will always make clear to you, which data is necessary in connection with a particular service.
Contractual obligations In certain circumstances, I need your personal data to comply with my contractual obligations. If you have booked me to provide a workshop, performance or entertainment service then I will need your contact details for example.
Legitimate interest In specific situations, I require your data to pursue our legitimate interests in a way which might reasonably be expected as part of running our business and which does not materially impact your rights, freedom or interests. For example, if I have worked for you before we may use your email address details to send you direct marketing information telling you about services that I think my interest you.
4. When do I collect personal data? • When you visit my website, if you sign up to receiving updates. • When you make a booking. • When you engage with me on social media. • When you contact me by any means to make enquiries. • When you comment on or review products and services.
5. What sort of personal data do I collect? • For a booking or enquiry: your name and address and the name of other guests at the eventas necessary, event address and on-site contact name, email, telephone and mobile numbers. • Details of your interactions with me such as with my website, email and social media. • Copies of documents you provide or signed contracts. • Payment information. • Your comments and reviews. • Your social media username, if you interact with me through those channels, to help me respond to your comments, questions or feedback.
6. How and why do I use your personal data? If you wish to change how we use your data, you’ll find details in the ‘What are my rights?’ section below. Remember, if you choose not to share your personal data with me, or refuse certain contact permissions, I might not be able to provide some services you’ve asked for.
Here’s how I’ll use your personal data and why: • To perform any contract which I’ve agreed with you. If I don’t collect your personal data during this process, we won’t be able to provide the required services and comply with legal obligations. • To respond to your queries or complaints. Handling information you have sent enables me to respond. I may also keep a record of these to inform any future communication with us and to demonstrate how we communicated with you throughout. I do this on the basis ofcontractual obligations to you, our legal obligations and our legitimate interests in providing you with the best service and understanding how I can improve our service based on your experience. • To protect my business from fraud and other illegal activities. I’ll do all of this as part of a legitimate interest. • With your consent, I will use your personal data to keep you informed by email, web, text, telephone about lessons, relevant products and services including tailored special offers, discounts, promotions, events, competitions and so on.
Of course, you are free to opt out of hearing from me by any of these channels at any time. To send you relevant, personalised communications by post in relation to updates, offers, services and products. I’ll do this on the basis of my legitimate business interest. You are free to opt out of hearing from me by post at any time.
7. How I protect your personal data I know how much data security matters to all clients. With this in mind I will treat your data with the utmost care and take all appropriate steps to protect it. My computers and mobile devices are all password protected. I regularly monitor our systems for possible vulnerabilities and constantly review our security.
8. How long will I keep your personal data? Whenever I collect or process your personal data, I will only keep it for as long as is necessary for the purpose for which it was collected. At the end of that retention period, your data will either be deleted completely or anonymised, for example by aggregation with other data so that it can be used in a non-identifiable way for statistical analysis and business planning her Majesty's Revenue and Customs (HMRC) requires us to keep records of contracts, payments and invoices for 7 years. I will therefore normally hold information of any contracts for this long. 9. Who do I share your personal data with? I sometimes share your personal data with trusted third parties. Circumstances may be as follows: To have items delivered to site before an event If there are other entertainers or performers booked by us as part of an event Should that be necessary: • I provide only the information they need to perform their specific services. • They may only use your data for the exact purposes I specify in our contract with them. • I work closely with them to ensure that your privacy is respected and protected at all times.
10. Where your personal data may be processed If you take 1:1 lessons with me your data and contact details will be processed on a password protected website called Dropbox. Unless I inform you otherwise your data will otherwise not be processed outside the UK.
11. What are your rights over personal data An overview of your rights You have the right to request: • Access to the personal data I hold about you, free of charge in most cases. • The correction of your personal data when incorrect, out of date or incomplete. • The right to deletion, for example when you withdraw consent, or object and we have no legitimate overriding interest, or once the purpose for which I hold the data has come to an end (such as the end of a warranty). • That I stop using your personal data for direct marketing (either through specific channels, or all channels). • That I stop any consent-based processing of your personal data after you withdraw that consent. You have the right to request a copy of any information about you that I hold at any time, and also to have that information corrected if it is inaccurate. To ask for your information, please contact me on firstname.lastname@example.org. If I decide not to action your request I will explain to you the reasons for our refusal. Your right to withdraw consent Whenever you have given your consent to use your personal data, you have the right to change your mind at any time and withdraw that consent. Where I rely on legitimate interest In cases where I am processing your personal data on the basis of a legitimate interest, you can ask me to stop for reasons connected to your individual situation. I must then do so unless I believe I have a legitimate overriding reason to continue processing your personal data.
Direct marketing You have the right to stop the use of your personal data for direct marketing activity through all channels, or selected channels. I must always comply with your request.
12. How can you stop the use of your data for direct marketing You can stop direct marketing communications from me by contacting us by telephone, email, post or via social media.
13. Contacting the Regulator • If you feel that your data has not been handled correctly, or you are unhappy with my response to any requests you have made to me regarding the use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO). • You can contact them by calling 0303 123 1113. Or go online to (opens in a new window; please note I can't be responsible for the content of external websites) • If you are based outside the UK, you have the right to lodge your complaint with the relevant data protection regulator in your country of residence. Details can be found in Section 16.
14. If you live outside the UK By using my services or providing your personal data for services provided by Becca James Music, you expressly consent to the processing of your personal data by me or on my behalf. Of course, you still have the right to ask me not to process your data in certain ways, and if you do so, I will respect your wishes. Sometimes I'll need to transfer your personal data between countries to enable the supply of goods or services you’ve requested. In the ordinary course of business, I may transfer your personal data from your country of residence to ourselves and to third parties located in the UK. By dealing with me, you are giving your consent to this overseas use, transfer and disclosure of your personal data outside your country of residence for our ordinary business purposes. This may occur because my information technology storage facilities and servers are located outside your country of residence, and could include storage of your personal data on servers in the UK. I will ensure that reasonable steps are taken to prevent third parties outside your country of residence using your personal data in any way that’s not set out in this Privacy Notice. I will also make sure we adequately protect the confidentiality and privacy of your personal data.