Privacy notice for media contributors

Your privacy is very important to us. In this Privacy Policy we explain how we use your information when you take part in a film, photography session, or audio recording for Playlist for Life or when you agree to share your story for us to use publicly. Throughout this document we will use the word ‘story’ to refer to all the above activities. 

Our contact details

Playlist for Life is the controller for the personal information we process. If you have any queries relating to our use of your personal information or any other related data protection questions, you can contact us in the following ways:

• By email at DataProtection@playlistforlife.org.uk
• Through the contact form on our website: https://www.playlistforlife.org.uk/forms/contact-us
• By calling us on 0141 404 0683
• By writing to us at the following address: Playlist for Life, Suite 419, The Pentagon Centre, 36 Washington Street, Glasgow G3 8AZ.

What personal information we collect

Contact Details: We collect you your personal information (your name and contact details) when you complete the Playlist for Life Media Agreement Form.

Filming Contribution: When you agree to make a contribution to a Playlist for Life film, we collect personal information that is provided to us directly by you when you talk to us on camera. To tell your story we collect information about your experience of dementia and your experience of using music. Depending on what you choose to share with us, this may include a wide range of information about your life, your memories, your feelings and your opinions. Some personal information that we collect will be what is called special category personal information; this may for example be your health information, your religious or philosophical beliefs, or your racial or ethnic origin. With your agreement, we may also record you talking to family members, friends or carers, or simply going about your daily life.

How we collect and use your personal information

Contact Details: We will collect this from you on our media agreement form. We use these so that we can keep in contact with you in relation to the agreement and update you in relation to the film.

Filming Contribution: Most of your personal information will collected by us during your filming contribution. Some of the information we process may be provided to us by one of your family members or by someone who cares for you. The main reason we use the information you provide is to create one or more films that will be used for teaching people about how to use music in dementia care, to raise awareness of the power of music in dementia care, or otherwise raise awareness of or promote the work of Playlist for Life. The answers you provide and the film images we record will be included in the film. After we have filmed your contribution we will edit your contribution to make one or more finished films.

When we have finished making the film we will make it available publicly. We may do this in a variety of ways. For example:

• By publishing it on our website or social media channels.
• By sharing it with other organisations and allowing them to broadcast it or publish it. For example, we may give it to the BBC and allow them to broadcast it.
• By putting it on a DVD or CD or other form of media and sharing it with individuals and organisations.
• By using it in public talks that we or our volunteers give about Playlist for Life.

We also use your contact details in order to arrange our filming with you and so that we can keep in contact with you afterwards in relation to the film.

The lawful basis for processing your personal data

Contact Details: When we collect your contact details on the Playlist for Life Media Agreement form the lawful basis we rely on to process that information is that it is necessary for the performance of the media agreement (Article 6 (1)(b) of the General Data Protection Regulation).

Filming Contribution: When we are collecting your personal information by making a film with you the lawful basis we rely on is your express consent, as defined by Articles 6(1)(a) and 9(2)(a) of the General Data Protection Regulation.

Your rights

Under data protection law, you have the following important rights.

• Your right of access
• Your right to rectification
• Your right to erasure
• Your right to restriction of processing
• Your right to data portability

We will use all reasonable efforts consistent with our legal duty to provide you with your rights in accordance with data protection legislation. To make enquiries, exercise any of your rights set out in this Privacy Policy, and/or make a complaint please contact us by any of the means listed in the contact details above.

If you decide in future that you no longer wish us to use your personal information in the Filming Contribution please tell us and we will stop using it. This will mean we will have to stop using your film ourselves. However, please be aware that if your film has already been made public we may not be able to remove it completely from the public domain. For example, if your filmed contribution was broadcast on television we have no power to stop people recording that or downloading it from the internet.

Sharing your information

We will never sell or give away your information to any third parties to allow them to contact you for the purposes of direct marketing. 

We will publicly share the finished stories we make. That means anyone in the world may view them. 

Other information that you provide us with, such as your contact details and information we record but do not use in our finished stories are stored by various data processors on our behalf.

We use Office 365, provided by Microsoft to provide our email system and some cloud storage services (such as storing letters we send). We use Salesforce as our Constituent Management Database. This is where we store your contact details. We use Amazon Web Service, Form Assembly and Yusho Ltd to host and manage our website. We use Adobe Creative Suite to store and edit films.

Some of our data processors may store information outside the EU but where they do we have policies and contracts in place to ensure they are fully compliant with the GDPR’s strict rules on when data can be transferred outside the EU.

In very rare circumstances we may be legally obliged to share your information – for example, where we are required to cooperate with the police or where a court has ordered us to do so. In any situation like this, we will always make sure that we have a lawful basis on which to share the information and we will document our decision making.

How we protect your information

We have in place administrative, technical and physical measures designed to protect and guard against and minimise the risk of loss, misuse or unauthorised processing or disclosure of your personal information.

How long we keep your information

We will keep the information you share with us indefinitely or until you withdraw your consent for us to process any special category data you have provided.