skip to main content

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: 23 August 2021

This privacy policy sets out: 

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: 60-62 Clapham Road, London SW9 0JJ

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

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 contributions to audio or audio-visual recordings in order to claim payments from any further of secondary uses of such recordings
  • 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 are a recipient of, or are due, further or secondary use fees / royalties collected by the MU on your behalf, or you have been appointed by such a person to act on their behalf, we may use your personal information to:

  • Deal appropriately with any queries from you
  • Register contributions to audio or audio-visual recordings in order to claim payments from any further of secondary uses of such recordings
  • 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 a small number of 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.

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.

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