Privacy Policy We are committed to ensuring that we manage your personal information professionally and in compliance with all applicable data protection laws. Last updated: 18 June 2024 This privacy policy sets out: The types of personal information we process Equality Diversity & Inclusion (EDI) privacy notice How we obtain personal information What we use your personal information for Why we are able to process it Whether we will share it with anyone else Whether we intend to transfer it outside of the European Economic Area (‘EEA’) How long we will store it for Your rights in relation to our processing of it Cookies we use We hope that you find this privacy policy helpful. If you have any questions, please don’t hesitate to contact us. Our contact details Name: Musicians’ Union Address: 30 Snowsfields, London SE1 3SU Phone Number: 0207 840 5570 E-mail: membership@themu.org Web: musiciansunion.org.uk The types of personal information we process We currently collect and process the following types of personal information: Name and address Contact details (including telephone number and email address) Payment details (in order to take payments from and/or make payments to you) Other information reasonably required to verify your identity (such as date of birth, instrument(s) played, MU membership number and membership numbers of other organisations) Equality, diversity and inclusion information (gender, ethnicity, disability, sexual orientation, religion) Other information required for regulatory purposes such as tax-related information (primarily for individuals to whom we make payments) Other information contained in any application to join and/or any correspondence with us Equality, Diversity & Inclusion (EDI) privacy notice The Musicians’ Union are committed to ensuring equal opportunities across all our activities and a diverse workforce and membership. To ensure that we hold ourselves accountable to these principles, we gather and analyse comprehensive EDI data on our workforce and membership to assess the extent to which we are achieving our EDI aims. It is not a requirement to submit these details. This privacy notice explains what information we collect, and why and how we use your information. It applies to members, former members, current, prospective and former employees. EDI monitoring data is provided to us directly by you where you choose to provide it. It is not a requirement to submit these details. Members and staff can update their EDI data at any time. Why do we collect diversity data? We use EDI monitoring data to: Compare representation and assess the impact our EDI work is having Ensure that our membership is diverse Ensure that our workforce is diverse Report on pay gaps Track the decisions we make to ensure that they are fair and transparent, and do not have an adverse impact on any group or individual Help us identify any biases Assess the services we provide to members. The information you provide is stored as part of membership and staff records with restricted access. Use of EDI data may include publishing anonymised research. No information that could identify you will be published. How we obtain your personal information Most of the personal information we process is provided to us directly by you for one of the following reasons: You are a current member, are in the process of applying to become a member or used to be a member of the MU You are a recipient of, or are due, further or secondary use fees or royalties collected by the MU on your behalf You have been appointed by a member, or recipient of royalties, either directly or via a legal process (e.g. as the legal beneficiary of an estate) to conduct MU-related business on their behalf You have provided us with information relating to one or more of your recorded performances (e.g. in the form of a BPI/MU Session Agreement) You have registered as an MU Supporter You are, or work for, an MU Approved Contractor or another organisation which employs or engages MU members You are, or work for, a music user wishing to license further or secondary use rights in recordings made under MU agreements You are, or work for, a supplier of goods or services to us You work for a music industry body, trade union or other organisation in regular contact with us You have submitted an application to work for us. We also receive personal information indirectly, from the following sources in the following scenarios: A contractor, orchestra manager, label, producer or collecting society provides us with information relating to one or more of your recorded performances (e.g. in the form of a BPI/MU Session Agreement) A representative (manager, accountant, legal representative) whom you have appointed, contacts us to conduct MU-related business (applying for membership, updating contact or payment details) on your behalf. What we use your personal information for We use your personal information differently depending upon your relationship with us. If you are a current member, are in the process of applying to become a member, or have been appointed by a member to conduct MU-related business on their behalf, we may use your personal information to: Process a membership application Correctly identify you before accepting an instruction to change any of your membership details Provide appropriate information, benefits and services Deal appropriately with any queries from you Consult you, where appropriate, on union policy or decisions pertaining to your work as a musician Take payments from and/or make payments to you, and to provide you with information about such payments Register your contributions to audio or audio-visual recordings and retain copies of your completed consent forms or other written evidence in order to facilitate claims to third party organisations (music users, collecting societies etc) that will potentially be of financial benefit to you Fulfil any statutory or tax-related responsibilities that may be required of us. If you used to be a member, we may use your personal information to: Deal appropriately with any queries from you Correctly associate your previous membership record with you should you re-join Fulfil any statutory or tax-related responsibilities that may be required of us. If you have made any contributions to audio or audio-visual recordings under MU agreements, we may use your personal information to: Deal appropriately with any queries from you Register your contributions to audio or audio-visual recordings and retain copies of your completed consent forms or other written evidence in order to facilitate claims to third party organisations (music users, collecting societies etc) that will potentially be of financial benefit to you Make royalty payments to you, and to provide you with information about such payments Correctly identify you before accepting any instruction to change your payment and/or contact details Fulfil any statutory or tax-related responsibilities that may be required of us. If you have registered as an MU Supporter, we may use your personal information to: Correctly identify you before accepting any instruction to change contact details Provide appropriate information to you. If you are, or work for, an MU Approved Contractor or another organisation which employs or engages MU members, we may use your personal information to: Contact you in relation to your employment or engagement of MU members Deal appropriately with any queries from you Correctly identify you before accepting any instruction to change contact details Provide appropriate information to you. If you are, or work for, a music user wishing to license further or secondary use rights in recordings made under MU agreements, we may use your personal information to: Contact you in relation to your use of recordings Deal appropriately with any queries from you Correctly identify you before accepting any instruction to change contact details Provide appropriate information to you Provide invoices and take payment of such invoices from you. If you are, or work for, a supplier of goods or services to us, we may use your personal information to: Deal appropriately with any queries or invoices from you Provide appropriate information to you Contact you in relation to the services you supply to us Make payments to you, and to provide you with information about such payments. If you work for a music industry body, trade union or other organisation in regular contact with us, we may use your personal information to: Deal appropriately with any queries or correspondence from you Provide appropriate information to you Take payments from and/or make payments to you, and to provide you with information about such payments. If you have submitted an application to work for us, we may use your personal information to: Deal appropriately with any queries or correspondence from you Provide appropriate information to you Assess your suitability to work for us. Why we are able to process your personal information The lawful bases for processing, as set out in Article 6 of the UK GDPR, are: (a) Consent: the individual has given clear consent for you to process their personal data for a specific purpose. (b) Contract: the processing is necessary for a contract you have with the individual, or because they have asked you to take specific steps before entering into a contract. (c) Legal obligation: the processing is necessary for you to comply with the law (not including contractual obligations). (d) Vital interests: the processing is necessary to protect someone’s life. (e) Public task: the processing is necessary for you to perform a task in the public interest or for your official functions, and the task or function has a clear basis in law. (f) Legitimate interests: the processing is necessary for your legitimate interests or the legitimate interests of a third party. We will usually only process your personal information when it is in both your and our legitimate interest to do so. Sharing your personal information with others There are some instances where we may share your data with others: We use a small number of third parties to assist us with everyday business tasks (for example: making or taking of payments, sending bulk communications by email or post, conducting ballots of members) in these instances only the minimum amount of personal information necessary to complete the task will be shared with the third party. Some of our benefits and services are provided by third parties (for example: our insurance schemes or legal advice and assistance). If you make use of these benefits and services, only the minimum amount of personal information necessary to provide the benefit or service will be shared with the third party. We may be required to share your data with HM Revenue & Customs or other authorities for legal or regulatory purposes. Our legal advice and assistance criteria prevent us from being able to represent one member in legal action against another unless expressly authorised by the Legal Panel on behalf of the EC. In most cases we will usually attempt mediation between the two members instead. It will be necessary to inform both members of the other member’s MU membership in order to explain why legal assistance is not being provided. Members can choose to create a public profile on our website, in which case the personal information they choose to share publicly will be available to users of the internet, worldwide. Members can also choose just to share their profile with other members via our website, in which case the personal information they choose to share will only be available to other MU members via our website. Members can also choose not to share their profile at all, in which case none of their personal information will be available to others. If you have made any contributions to audio or audio-visual recordings under MU agreements, we may provide third party organisations with copies of completed consent forms or other written evidence containing your personal information if we feel doing so may benefit you financially. Transfer of your personal information outside of the European Economic Area (‘EEA’) We do not transfer any personal data outside of the EEA, however, as above, if you choose to create a public profile on our website the personal information you select to be “public” will be available to all users of the internet, worldwide, including in countries which have lower levels of data protection legislation than the UK. How long will we store your personal information for After your association with us has ended, we will delete your personal information after 7 years unless it is still required for our legitimate business interests, or if there is any other legal or regulatory obligation to keep it for a longer period. Your rights in relation to our processing of your personal information Under data protection law, you have rights including: Your right of access - you have the right to ask us for copies of your personal information. Your right to rectification - you have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. Your right to erasure - you have the right to ask us to erase your personal information in certain circumstances. Your right to restriction of processing - you have the right to ask us to restrict the processing of your personal information in certain circumstances. Your right to object to processing - you have the the right to object to the processing of your personal information in certain circumstances. Your right to data portability - you have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances. You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you. Please contact us at membership@themu.org if you wish to make a request. Cookies we use Like most websites, we use cookies to enhance your browsing experience, provide analytic data on how the website is being used, and enable required features and security settings. For an explanation of cookies see the All About Cookies website. Strictly necessary cookies help make our website usable by enabling basic functions like page navigation and access to secure areas of the website. The website cannot function properly without these cookies and therefore we will not request your consent. Cookie name Cookie purpose Expiration ASP.NET_SessionId Keeps the user session ID for security reasons. Session CMSCookieLevel Specifies which cookies are allowed by the visitor. 1 year CMSPreferredCulture Stores the visitor's preferred content culture. 1 year CMSPreferredUICulture Stores the preferred UI culture of the user. 1 year CMSLandingPageLoaded Indicates that the landing page has already been visited and the Landing page activity is not logged again for the current visitor. Expires after 20 minutes and the expiration period of the key is renewed every time the website is accessed again. 20 mins CMSUserPage Stores the IDs (DocumentID, NodeID) of the last visited page. Used for logging landing and exit page web analytics and activities. 20 mins CMSViewMode Stores the user's current view mode (Edit, Preview, Design, etc.). 1 day Performance/analytics cookies help us to understand how visitors interact with website by collecting and reporting information anonymously. Cookie name Cookie purpose Expiration CurrentContact Stores the GUID of the contact related to the current site visitor. Used to track activities on the website. 50 years VisitorStatus Indicates if the visitor is new or returning. Used for tracking the visitors statistic in Web analytics. 20 years _ga Registers a unique ID that is used to generate statistical data on how the visitor uses the website 2 years _ga_# Used by Google Analytics to collect data on the number of times a user has visited the website as well as dates for the first and most recent visit 2 years _gid Used by Google Analytics to identify a user 1 day Google Analytics We use Google Analytics (GA4) to collect information about how visitors use our site. We use the information to compile reports and to help us improve the site for you. The cookies collect information in an anonymous form, including the number of visitors to the site, where visitors have come to the site from and the pages they visited. HotJar We use Hotjar in order to better understand our users’ needs and to optimize this service and experience. Hotjar is a technology service that helps us better understand our users’ experience (e.g. how much time they spend on which pages, which links they choose to click, what users do and don’t like, etc.) and this enables us to build and maintain our service with user feedback. Hotjar uses cookies and other technologies to collect data on our users’ behavior and their devices. This includes a device's IP address (processed during your session and stored in a de-identified form), device screen size, device type (unique device identifiers), browser information, geographic location (country only), and the preferred language used to display our website. Hotjar stores this information on our behalf in a pseudonymized user profile. Hotjar is contractually forbidden to sell any of the data collected on our behalf. For further details, please see the ‘about Hotjar’ section of Hotjar’s support site. Third parties We use third party companies as suppliers for some of our functions, such as Facebook, Twitter, TikTok, SoundCloud, Spotify, Apple Music, Vimeo, Bandcamp, Crowdcast, Audioboom, and Instagram. Their use of the Data is controlled by our contract with them and they are only allowed to use the Data strictly for the purpose we have stated e.g. the Data is not used in connection with Data from other companies and we are not tracking user behavior outside our own sites. How to complain If you have any concerns about our use of your personal information, you can make a complaint to us at membership@themu.org. You can also complain to the ICO if you are unhappy with how we have used your data. The ICO’s address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF Helpline number: 0303 123 1113 ICO website: ico.org.uk