SoulMoFunk Band are fully compliant with GDPR regulation 2018.
SoulMoFunk Band understands that your privacy is important to you and that you care about how your personal data is used and shared online. We respect and value the privacy of everyone who visits this website, www.SoulMoFunk.com (“Our Site”) and will only collect and use personal data in ways that are described here, and in a manner that is consistent with Our obligations and your rights under the law.
1.Definitions and Interpretation
In this Policy, the following terms shall have the following meanings:
“personal data”means any and all data that relates to an identifiable person who can be directly or indirectly identified from that data. In this case, it means personal data that you give to Us via Our Site. This definition shall, where applicable, incorporate the definitions provided in the EU Regulation 2016/679 – the General Data Protection Regulation (“GDPR”) and
2.Information About Us
3.What Does This Policy Cover?
4.1As a data subject, you have the following rights under the GDPR, which this Policy and Our use of personal data have been designed to uphold:
4.1.1The right to be informed about Our collection and use of personal data;
4.1.2The right of access to the personal data We hold about you (see section 12);
4.1.3The right to rectification if any personal data We hold about you is inaccurate or incomplete (please contact Us using the details in section 13);
4.1.4The right to be forgotten – i.e. the right to ask Us to delete any personal data We hold about you (We only hold your personal data for a limited time, as explained in section 6 but if you would like Us to delete it sooner, please contact Us using the details in section 13);
4.1.5The right to restrict (i.e. prevent) the processing of your personal data;
4.1.6The right to data portability (obtaining a copy of your personal data to re-use with another service or organisation);
4.1.7The right to object to Us using your personal data for particular purposes; and
4.1.8Rights with respect to automated decision making and profiling.
4.2If you have any cause for complaint about Our use of your personal data, please contact Us using the details provided in section 13 and We will do Our best to solve the problem for you. If We are unable to help, you also have the right to lodge a complaint with the UK’s supervisory authority, the Information Commissioner’s Office.
4.3For further information about your rights, please contact the Information Commissioner’s Office or your local Citizens Advice Bureau.]
5.What Data Do We Collect?
Depending upon your use of Our Site, We may collect some or all of the following personal and non-personal data:
5.2date of birth;
5.7contact information such as email addresses and telephone numbers;
5.8demographic information such as post code, preferences, and interests;
5.9financial information such as credit / debit card numbers;
5.11web browser type and version;
5.13a list of URLs starting with a referring site, your activity on Our Site, and the site you exit to.
6.How Do We Use Your Data?
6.1All personal data is processed and stored securely, for no longer than is necessary in light of the reason(s) for which it was first collected. We will comply with Our obligations and safeguard your rights under the GDPR at all times. For more details on security see section 7, below.
6.2Our use of your personal data will always have a lawful basis, either because it is necessary for Our performance of a contract with you, because you have consented to Our use of your personal data (e.g. by subscribing to emails), or because it is in Our legitimate interests. Specifically, We may use your data for the following purposes:
6.2.1Supplying Our products services to you (please note that We require your personal data in order to enter into a contract with you);
6.2.2Personalising and tailoring Our products and services for you;
6.2.3Replying to emails from you;
6.3[With your permission and/or where permitted by law, We may also use your data for marketing purposes which may include contacting you by email, telephone, text message, post with information, news, and offers on Our products and services. We will not, however, send you any unsolicited marketing or spam and will take all reasonable steps to ensure that We fully protect your rights and comply with Our obligations under the GDPR and the Privacy and Electronic Communications (EC Directive) Regulations 2003.
6.4You have the right to withdraw your consent to Us using your personal data at any time, and to request that We delete it.
6.5We do not keep your personal data for any longer than is necessary in light of the reason(s) for which it was first collected. Data will therefore be retained for the following periods (or its retention will be determined on the following bases):
7.How and Where Do We Store Your Data?
7.1We only keep your personal data for as long as We need to in order to use it as described above in section 6, and/or for as long as We have your permission to keep it.
7.2Some or all of your data may be stored outside of the European Economic Area (“the EEA”) (The EEA consists of all EU member states, plus Norway, Iceland, and Liechtenstein). You are deemed to accept and agree to this by using Our Site and submitting information to Us. If We do store data outside the EEA, We will take all reasonable steps to ensure that your data is treated as safely and securely as it would be within the UK and under the GDPR including:
7.3Data security is very important to Us, and to protect your data We have taken suitable measures to safeguard and secure data collected through Our Site.
7.4Steps We take to secure and protect your data include:
7.4.1only using highly reputable International cloud storage organisations which have a high level of security and data protection systems in place, supported by a robust encrypted password generation system.
8.Do We Share Your Data?
8.2In certain circumstances, We may be legally required to share certain data held by Us, which may include your personal data, for example, where We are involved in legal proceedings, where We are complying with legal obligations, a court order, or a governmental authority.
8.3We may sometimes contract with third parties to supply products and services to you on Our behalf. These may include payment processing, delivery of goods, search engine facilities, advertising, and marketing. In some cases, the third parties may require access to some or all of your data. Where any of your data is required for such a purpose, We will take all reasonable steps to ensure that your data will be handled safely, securely, and in accordance with your rights, Our obligations, and the obligations of the third party under the law.
8.4We may compile statistics about the use of Our Site including data on traffic, usage patterns, user numbers, sales, and other information. All such data will be anonymised and will not include any personally identifying data, or any anonymised data that can be combined with other data and used to identify you. We may from time to time share such data with third parties such as prospective investors, affiliates, partners, and advertisers. Data will only be shared and used within the bounds of the law.
8.5We may sometimes use third party data processors that are located outside of the European Economic Area (“the EEA”) (The EEA consists of all EU member states, plus Norway, Iceland, and Liechtenstein). Where We transfer any personal data outside the EEA, We will take all reasonable steps to ensure that your data is treated as safely and securely as it would be within the UK and under the GDPR including:
8.6In certain circumstances, We may be legally required to share certain data held by Us, which may include your personal data, for example, where We are involved in legal proceedings, where We are complying with legal requirements, a court order, or a governmental authority.
9.What Happens If Our Business Changes Hands?
9.2In the event that any of your data is to be transferred in such a manner, you will be contacted in advance and informed of the changes. When contacted you will however, be given the choice to have your data deleted or withheld from the new owner or controller.
10.How Can You Control Your Data?
10.1In addition to your rights under the GDPR, set out in section 4, When you submit personal data via Our Site, you may be given options to restrict Our use of your data. In particular, We aim to give you strong controls on Our use of your data for direct marketing purposes (including the ability to opt-out of receiving emails from Us which you may do by unsubscribing using the links provided in Our emails and at the point of providing your details).
10.2You may also wish to sign up to one or more of the preference services operating in the UK: The Telephone Preference Service (“the TPS”), the Corporate Telephone Preference Service (“the CTPS”), and the Mailing Preference Service (“the MPS”). These may help to prevent you receiving unsolicited marketing. Please note, however, that these services will not prevent you from receiving marketing communications that you have consented to receiving.
11.Your Right to Withhold Information
You may access to certain areas of Our Site without providing any data at all. However, to use all features and functions available on Our Site you may be required to submit or allow for the collection of certain data.
12.How Can You Access Your Data?
You have the right to ask for a copy of any of your personal data held by Us (where such data is held). Under the GDPR, no fee is payable and We will provide any and all information in response to your request free of charge. Please contact Us for more details at info@SoulMoFunk.com, or using the contact details below in section 13. Alternatively, please refer to Our Data Protection Policy http://www.soulmofunk.com/gdpr.]
Data Protection Policy
This Policy sets out the obligations of SoulMoFunk Band, an organisation based in United Kingdom who’s office is at 22 Low Farm Place, Moulton Park, Northampton, NN3 6HY, United Kingdom (“the Organisation”) regarding data protection and the rights of Clients, Venues, Promoters and Audience Members (“data subjects”) in respect of their personal data under EU Regulation 2016/679 General Data Protection Regulation (“GDPR”).
The GDPR defines “personal data” as any information relating to an identified or identifiable natural person (a “data subject”); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier, or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural, or social identity of that natural person.
This Policy sets the Organisation’s obligations regarding the collection, processing, transfer, storage, and disposal of personal data. The procedures and principles set out herein must be followed at all times by the Organisation, its employees, agents, contractors, or other parties working on behalf of the Organisation.
The Organisation is committed not only to the letter of the law, but also to the spirit of the law and places high importance on the correct, lawful, and fair handling of all personal data, respecting the legal rights, privacy, and trust of all individuals with whom it deals.
2.The Data Protection Principles
This Policy aims to ensure compliance with the GDPR. The GDPR sets out the following principles with which any party handling personal data must comply. All personal data must be:
2.1Processed lawfully, fairly, and in a transparent manner in relation to the data subject.
2.2Collected for specified, explicit, and legitimate purposes and not further processed in a manner that is incompatible with those purposes. Further processing for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes shall not be considered to be incompatible with the initial purposes.
2.3Adequate, relevant, and limited to what is necessary in relation to the purposes for which it is processed.
2.4Accurate and, where necessary, kept up to date. Every reasonable step must be taken to ensure that personal data that is inaccurate, having regard to the purposes for which it is processed, is erased, or rectified without delay.
2.5Kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data is processed. Personal data may be stored for longer periods insofar as the personal data will be processed solely for archiving purposes in the public interest, scientific or historical research purposes, or statistical purposes, subject to implementation of the appropriate technical and organisational measures required by the GDPR in order to safeguard the rights and freedoms of the data subject.
2.6Processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction, or damage, using appropriate technical or organisational measures.
3.The Rights of Data Subjects
The GDPR sets out the following rights applicable to data subjects (please refer to the parts of this policy indicated for further details):
3.1The right to be informed (Part 12).
3.2The right of access (Part 13);
3.3The right to rectification (Part 14);
3.4The right to erasure (also known as the ‘right to be forgotten’) (Part 15);
3.5The right to restrict processing (Part 16);
3.6The right to data portability (Part 17);
3.7The right to object (Part 18); and
3.8Rights with respect to automated decision-making and profiling (Parts 19 and 20).
4.Lawful, Fair, and Transparent Data Processing
4.1The GDPR seeks to ensure that personal data is processed lawfully, fairly, and transparently, without adversely affecting the rights of the data subject. The GDPR states that processing of personal data shall be lawful if at least one of the following applies:
4.1.1The data subject has given consent to the processing of their personal data for one or more specific purposes;
4.1.2The processing is necessary for the performance of a contract to which the data subject is a party, or in order to take steps at the request of the data subject prior to entering into a contract with them;
4.1.3The processing is necessary for compliance with a legal obligation to which the data controller is subject;
4.1.4The processing is necessary to protect the vital interests of the data subject or of another natural person;
4.1.5The processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the data controller; or
4.1.6The processing is necessary for the purposes of the legitimate interests pursued by the data controller or by a third party, except where such interests are overridden by the fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child.
4.2[If the personal data in question is “special category data” (also known as “sensitive personal data”) (for example, data concerning the data subject’s race, ethnicity, politics, religion, trade union membership, genetics, biometrics (if used for ID purposes), health, sex life, or sexual orientation), at least one of the following conditions must be met:
4.2.1The data subject has given their explicit consent to the processing of such data for one or more specified purposes (unless EU or EU Member State law prohibits them from doing so);
4.2.2The processing is necessary for the purpose of carrying out the obligations and exercising specific rights of the data controller or of the data subject in the field of employment, social security, and social protection law (insofar as it is authorised by EU or EU Member State law or a collective agreement pursuant to EU Member State law which provides for appropriate safeguards for the fundamental rights and interests of the data subject);
4.2.3The processing is necessary to protect the vital interests of the data subject or of another natural person where the data subject is physically or legally incapable of giving consent;
4.2.4The data controller is a foundation, association, or other non-profit body with a political, philosophical, religious, or trade union aim, and the processing is carried out in the course of its legitimate activities, provided that the processing relates solely to the members or former members of that body or to persons who have regular contact with it in connection with its purposes and that the personal data is not disclosed outside the body without the consent of the data subjects;
4.2.5The processing relates to personal data which is clearly made public by the data subject;
4.2.6The processing is necessary for the conduct of legal claims or whenever courts are acting in their judicial capacity;
4.2.7The processing is necessary for substantial public interest reasons, on the basis of EU or EU Member State law which shall be proportionate to the aim pursued, shall respect the essence of the right to data protection, and shall provide for suitable and specific measures to safeguard the fundamental rights and interests of the data subject;
4.2.8The processing is necessary for the purposes of preventative or occupational medicine, for the assessment of the working capacity of an employee, for medical diagnosis, for the provision of health or social care or treatment, or the management of health or social care systems or services on the basis of EU or EU Member State law or pursuant to a contract with a health professional, subject to the conditions and safeguards referred to in Article 9(3) of the GDPR;
4.2.9The processing is necessary for public interest reasons in the area of public health, for example, protecting against serious cross-border threats to health or ensuring high standards of quality and safety of health care and of medicinal products or medical devices, on the basis of EU or EU Member State law which provides for suitable and specific measures to safeguard the rights and freedoms of the data subject (in particular, professional secrecy); or
4.2.10The processing is necessary for archiving purposes in the public interest, scientific or historical research purposes, or statistical purposes in accordance with Article 89(1) of the GDPR based on EU or EU Member State law which shall be proportionate to the aim pursued, respect the essence of the right to data protection, and provide for suitable and specific measures to safeguard the fundamental rights and the interests of the data subject.
5.Specified, Explicit, and Legitimate Purposes
5.1The Organisation collects and processes the personal data set out in Part 21 of this Policy. This includes:
5.1.1Personal data collected directly from data subjects.
5.1.2Personal data obtained from third parties.
5.2The Organisation only collects, processes, and holds personal data for the specific purposes set out in Part 21 of this Policy (or for other purposes expressly permitted by the GDPR).
5.3Data subjects are kept informed at all times of the purpose or purposes for which the Organisation uses their personal data. Please refer to Part 12 for more information on keeping data subjects informed.
6.Adequate, Relevant, and Limited Data Processing
The Organisation will only collect and process personal data for and to the extent necessary for the specific purpose or purposes of which data subjects have been informed (or will be informed) as under Part 5, above, and as set out in Part 21, below.
7.Accuracy of Data and Keeping Data Up-to-Date
7.1The Organisation shall ensure that all personal data collected, processed, and held by it is kept accurate and up-to-date. This includes, but is not limited to, the rectification of personal data at the request of a data subject, as set out in Part 14, below.
7.2The accuracy of personal data shall be checked when it is collected and at regular 12 monthly intervals thereafter. If any personal data is found to be inaccurate or out-of-date, all reasonable steps will be taken without delay to amend or erase that data, as appropriate.
8.1The Organisation shall not keep personal data for any longer than is necessary in light of the purpose or purposes for which that personal data was originally collected, held, and processed.
8.2When personal data is no longer required, all reasonable steps will be taken to erase or otherwise dispose of it without delay.
8.3For full details of the Organisation’s approach to data retention, including retention periods for specific personal data types held by the Organisation, please refer to our Data Retention Policy.
The Organisation shall ensure that all personal data collected, held, and processed is kept secure and protected against unauthorised or unlawful processing and against accidental loss, destruction, or damage. Further details of the technical and organisational measures which shall be taken are provided in Parts 22 to 27 of this Policy.
10.Accountability and Record-Keeping
10.2The Data Protection Officer shall be responsible for overseeing the implementation of this Policy and for monitoring compliance with this Policy, the Organisation’s other data protection-related policies, and with the GDPR and other applicable data protection legislation.
10.3The Organisation shall keep written internal records of all personal data collection, holding, and processing, which shall incorporate the following information:
10.3.1The name and details of the Organisation, its Data Protection Officer, and any applicable third-party data processors;
10.3.2The purposes for which the Organisation collects, holds, and processes personal data;
10.3.3Details of the categories of personal data collected, held, and processed by the Organisation, and the categories of data subject to which that personal data relates;
10.3.4Details of any transfers of personal data to non-EEA countries including all mechanisms and security safeguards;
10.3.5Details of how long personal data will be retained by the Organisation (please refer to the Organisation’s Data Retention Policy); and
10.3.6Detailed descriptions of all technical and organisational measures taken by the Organisation to ensure the security of personal data.
11.Data Protection Impact Assessments
11.1The Organisation shall carry out Data Protection Impact Assessments for any and all new projects and/or new uses of personal data which involve the use of new technologies and the processing involved is likely to result in a high risk to the rights and freedoms of data subjects under the GDPR.
11.2Data Protection Impact Assessments shall be overseen by the Data Protection Officer and shall address the following:
11.2.1The type(s) of personal data that will be collected, held, and processed;
11.2.2The purpose(s) for which personal data is to be used;
11.2.3The Organisation’s objectives;
11.2.4How personal data is to be used;
11.2.5The parties (internal and/or external) who are to be consulted;
11.2.6The necessity and proportionality of the data processing with respect to the purpose(s) for which it is being processed;
11.2.7Risks posed to data subjects;
11.2.8Risks posed both within and to the Organisation; and
11.2.9Proposed measures to minimise and handle identified risks.
12.Keeping Data Subjects Informed
12.1The Organisation shall provide the information set out in Part 12.2 to every data subject:
12.1.1Where personal data is collected directly from data subjects, those data subjects will be informed of its purpose at the time of collection; and
12.1.2Where personal data is obtained from a third party, the relevant data subjects will be informed of its purpose:
a)if the personal data is used to communicate with the data subject, when the first communication is made; or
b)if the personal data is to be transferred to another party, before that transfer is made; or
c)as soon as reasonably possible and in any event not more than one month after the personal data is obtained.
12.2The following information shall be provided:
12.2.1Details of the Organisation including, but not limited to, the identity of its Data Protection Officer;
12.2.2The purpose(s) for which the personal data is being collected and will be processed (as detailed in Part 21 of this Policy) and the legal basis justifying that collection and processing;
12.2.3Where applicable, the legitimate interests upon which the Organisation is justifying its collection and processing of the personal data;
12.2.4Where the personal data is not obtained directly from the data subject, the categories of personal data collected and processed;
12.2.5Where the personal data is to be transferred to one or more third parties, details of those parties;
12.2.6Where the personal data is to be transferred to a third party that is located outside of the European Economic Area (the “EEA”), details of that transfer, including but not limited to the safeguards in place (see Part 28 of this Policy for further details);
12.2.7Details of data retention;
12.2.8Details of the data subject’s rights under the GDPR;
12.2.9Details of the data subject’s right to withdraw their consent to the Organisation’s processing of their personal data at any time;
12.2.10 Details of the data subject’s right to complain to the Information Commissioner’s Office (the “supervisory authority” under the GDPR);
12.2.11 Where applicable, details of any legal or contractual requirement or obligation necessitating the collection and processing of the personal data and details of any consequences of failing to provide it; and
12.2.12 Details of any automated decision-making or profiling that will take place using the personal data, including information on how decisions will be made, the significance of those decisions, and any consequences.
13.Data Subject Access
13.1Data subjects may make subject access requests (“SARs”) at any time to find out more about the personal data which the Organisation holds about them, what it is doing with that personal data, and why.
13.3Responses to SARs shall normally be made within one month of receipt, however this may be extended by up to two months if the SAR is complex and/or numerous requests are made. If such additional time is required, the data subject shall be informed.
13.4All SARs received shall be handled by the Organisation’s Data Protection Officer.
13.5The Organisation does not charge a fee for the handling of normal SARs. The Organisation reserves the right to charge reasonable fees for additional copies of information that has already been supplied to a data subject, and for requests that are manifestly unfounded or excessive, particularly where such requests are repetitive.
14.Rectification of Personal Data
14.1Data subjects have the right to require the Organisation to rectify any of their personal data that is inaccurate or incomplete.
14.2The Organisation shall rectify the personal data in question, and inform the data subject of that rectification, within one month of the data subject informing the Organisation of the issue. The period can be extended by up to two months in the case of complex requests. If such additional time is required, the data subject shall be informed.
14.3In the event that any affected personal data has been disclosed to third parties, those parties shall be informed of any rectification that must be made to that personal data.
15.Erasure of Personal Data
15.1Data subjects have the right to request that the Organisation erases the personal data it holds about them in the following circumstances:
15.1.1It is no longer necessary for the Organisation to hold that personal data with respect to the purpose(s) for which it was originally collected or processed;
15.1.2The data subject wishes to withdraw their consent to the Organisation holding and processing their personal data;
15.1.3The data subject objects to the Organisation holding and processing their personal data (and there is no overriding legitimate interest to allow the Organisation to continue doing so) (see Part 18 of this Policy for further details concerning the right to object);
15.1.4The personal data has been processed unlawfully;
15.1.5The personal data needs to be erased in order for the Organisation to comply with a particular legal obligation.
15.2Unless the Organisation has reasonable grounds to refuse to erase personal data, all requests for erasure shall be complied with, and the data subject informed of the erasure, within one month of receipt of the data subject’s request. The period can be extended by up to two months in the case of complex requests. If such additional time is required, the data subject shall be informed.
15.3In the event that any personal data that is to be erased in response to a data subject’s request has been disclosed to third parties, those parties shall be informed of the erasure (unless it is impossible or would require disproportionate effort to do so).
16.Restriction of Personal Data Processing
16.1Data subjects may request that the Organisation ceases processing the personal data it holds about them. If a data subject makes such a request, the Organisation shall retain only the amount of personal data concerning that data subject (if any) that is necessary to ensure that the personal data in question is not processed further.
16.2In the event that any affected personal data has been disclosed to third parties, those parties shall be informed of the applicable restrictions on processing it (unless it is impossible or would require disproportionate effort to do so).
17.1The Organisation processes personal data using automated means. Website Contact form captures data and stores it to Zoho CRM, a secure online encrypted, password secure cloud database business system..
17.2Where data subjects have given their consent to the Organisation to process their personal data in such a manner, or the processing is otherwise required for the performance of a contract between the Organisation and the data subject, data subjects have the right, under the GDPR, to receive a copy of their personal data and to use it for other purposes (namely transmitting it to other data controllers).
17.3To facilitate the right of data portability, the Organisation shall make available all applicable personal data to data subjects in the following format[s]:
17.4Where technically feasible, if requested by a data subject, personal data shall be sent directly to the required data controller.
17.5All requests for copies of personal data shall be complied with within one month of the data subject’s request. The period can be extended by up to two months in the case of complex or numerous requests. If such additional time is required, the data subject shall be informed.
18.Objections to Personal Data Processing
18.1Data subjects have the right to object to the Organisation processing their personal data based on legitimate interests, direct marketing (including profiling), and processing for scientific and/or historical research and statistics purposes.
18.2Where a data subject objects to the Organisation processing their personal data based on its legitimate interests, the Organisation shall cease such processing immediately, unless it can be demonstrated that the Organisation’s legitimate grounds for such processing override the data subject’s interests, rights, and freedoms, or that the processing is necessary for the conduct of legal claims.
18.3Where a data subject objects to the Organisation processing their personal data for direct marketing purposes, the Organisation shall cease such processing immediately.
18.4Where a data subject objects to the Organisation processing their personal data for scientific and/or historical research and statistics purposes, the data subject must, under the GDPR, “demonstrate grounds relating to his or her particular situation”. The Organisation is not required to comply if the research is necessary for the performance of a task carried out for reasons of public interest.
19.2Where such decisions have a legal (or similarly significant effect) on data subjects, those data subjects have the right to challenge to such decisions under the GDPR, requesting human intervention, expressing their own point of view, and obtaining an explanation of the decision from the Organisation.
19.3The right described in Part 19.2 does not apply in the following circumstances:
19.3.1The decision is necessary for the entry into, or performance of, a contract between the Organisation and the data subject;
19.3.2The decision is authorised by law; or
19.3.3The data subject has given their explicit consent.]
20.2When personal data is used for profiling purposes, the following shall apply:
20.2.1Clear information explaining the profiling shall be provided to data subjects, including the significance and likely consequences of the profiling;
20.2.2Appropriate mathematical or statistical procedures shall be used;
20.2.3Technical and organisational measures shall be implemented to minimise the risk of errors. If errors occur, such measures must enable them to be easily corrected; and
20.2.4All personal data processed for profiling purposes shall be secured in order to prevent discriminatory effects arising out of profiling (see Parts 22 to 26 of this Policy for more details on data security).]
21.Personal Data Collected, Held, and Processed
The following personal data is collected, held, and processed by the Organisation (for details of data retention, please refer to the Organisation’s Data Retention Policy):
Type of Data
Purpose of Data
Name, Address, Email, Telephone
Marketing, To Services Agreements and Contracts
Name, Address, Email, Telephone
Marketing, To Services Agreements and Contracts
Name, Address, Email, Telephone
Marketing, To Services Agreements and Contracts
Memebers of an Audience
Name, Address, Email, Telephone
22.Data Security - Transferring Personal Data and Communications
The Organisation shall ensure that the following measures are taken with respect to all communications and other transfers involving personal data:
22.1All emails containing personal data must be encrypted using Advanced Encryption Standard
22.2All emails containing personal data must be marked “confidential”;
22.3Personal data may be transmitted over secure networks only; transmission over unsecured networks is not permitted in any circumstances;
22.4Personal data may not be transmitted over a wireless network if there is a wired alternative that is reasonably practicable;
22.5Personal data contained in the body of an email, whether sent or received, should be copied from the body of that email and stored securely. The email itself should be deleted. All temporary files associated therewith should also be deleted [using Manual Deletion];
22.6Where personal data is to be sent by facsimile transmission the recipient should be informed in advance of the transmission and should be waiting by the fax machine to receive the data;
22.7Where personal data is to be transferred in hardcopy form it should be passed directly to the recipient or sent using a Dropbox link.
22.8All personal data to be transferred physically, whether in hardcopy form or on removable electronic media shall be transferred in a suitable container marked “confidential”.
23.Data Security - Storage
The Organisation shall ensure that the following measures are taken with respect to the storage of personal data:
23.1All electronic copies of personal data should be stored securely using passwords and [Advanced Encryption Standard] data encryption;
23.2All hardcopies of personal data, along with any electronic copies stored on physical, removable media should be stored securely in a locked box, drawer, cabinet, or similar;
23.3All personal data stored electronically should be backed up 12 monthly with backups stored onsite and offsite. All backups should be encrypted using Advanced Encryption Standard
23.4No personal data should be stored on any mobile device (including, but not limited to, laptops, tablets, and smartphones), whether such device belongs to the Organisation or otherwise [without the formal written approval of Martin Kellett, Data Protection Officer via email to: info@SoulMoFunk.com and, in the event of such approval, strictly in accordance with all instructions and limitations described at the time the approval is given, and for no longer than is absolutely necessary and
23.5No personal data should be transferred to any device personally belonging to an employee and personal data may only be transferred to devices belonging to agents, contractors, or other parties working on behalf of the Organisation where the party in question has agreed to comply fully with the letter and spirit of this Policy and of the GDPR (which may include demonstrating to the Organisation that all suitable technical and organisational measures have been taken).
24.Data Security - Disposal
When any personal data is to be erased or otherwise disposed of for any reason (including where copies have been made and are no longer needed), it should be securely deleted and disposed of. For further information on the deletion and disposal of personal data, please refer to the Organisation’s Data Retention Policy.
25.Data Security - Use of Personal Data
The Organisation shall ensure that the following measures are taken with respect to the use of personal data:
25.1No personal data may be shared informally and if an employee, agent, sub-contractor, or other party working on behalf of the Organisation requires access to any personal data that they do not already have access to, such access should be formally requested from Martin Kellett, Data Protection Officer via email to: info@SoulMoFunk.com;
25.2No personal data may be transferred to any employees, agents, contractors, or other parties, whether such parties are working on behalf of the Organisation or not, without the authorisation of Martin Kellett, Data Protection Officer via email to: info@SoulMoFunk.com;
25.3Personal data must be handled with care at all times and should not be left unattended or on view to unauthorised employees, agents, sub-contractors, or other parties at any time;
25.4If personal data is being viewed on a computer screen and the computer in question is to be left unattended for any period of time, the user must lock the computer and screen before leaving it; and
25.5Where personal data held by the Organisation is used for marketing purposes, it shall be the responsibility of Data Protection Officer to ensure that the appropriate consent is obtained and that no data subjects have opted out, whether directly or via a third-party service such as the TPS.
26.Data Security - IT Security
The Organisation shall ensure that the following measures are taken with respect to IT and information security:
26.1All passwords used to protect personal data should be changed regularly and should not use words or phrases that can be easily guessed or otherwise compromised. All passwords must contain a combination of uppercase and lowercase letters, numbers, and symbols. All software used by the Organisation is designed to require such passwords.
26.2Under no circumstances should any passwords be written down or shared between any employees, agents, contractors, or other parties working on behalf of the Organisation, irrespective of seniority or department. If a password is forgotten, it must be reset using the applicable method. IT staff do not have access to passwords;
26.3All software (including, but not limited to, applications and operating systems) shall be kept up-to-date. The Organisation’s IT staff shall be responsible for installing any and all security-related updates not more than 28 days after the updates are made available by the publisher or manufacturer or as soon as reasonably and practically possible, unless there are valid technical reasons not to do so and
The Organisation shall ensure that the following measures are taken with respect to the collection, holding, and processing of personal data:
27.1All employees, agents, contractors, or other parties working on behalf of the Organisation shall be made fully aware of both their individual responsibilities and the Organisation’s responsibilities under the GDPR and under this Policy, and shall be provided with a copy of this Policy;
27.2Only employees, agents, sub-contractors, or other parties working on behalf of the Organisation that need access to, and use of, personal data in order to carry out their assigned duties correctly shall have access to personal data held by the Organisation;
27.3All employees, agents, contractors, or other parties working on behalf of the Organisation handling personal data will be appropriately trained to do so;
27.4All employees, agents, contractors, or other parties working on behalf of the Organisation handling personal data will be appropriately supervised;
27.5All employees, agents, contractors, or other parties working on behalf of the Organisation handling personal data shall be required and encouraged to exercise care, caution, and discretion when discussing work-related matters that relate to personal data, whether in the workplace or otherwise;
27.6Methods of collecting, holding, and processing personal data shall be regularly evaluated and reviewed;
27.7All personal data held by the Organisation shall be reviewed periodically, as set out in the Organisation’s Data Retention Policy;