ICCM is committed to protecting the privacy of our visitors and patrons. We utilize up-to-date technologies to safeguard the information you give us secure and confidential, and to prevent unauthorised access to it.

We respect and are committed to privacy policy stated in General Data Protection Regulation of 2018 and the Privacy and Electronic Communications Regulations of 2003. Consequently, the date we collect, process and use about our patrons is managed in the most up-to-date and secure manner.

The date of this policy is 30 July, 2021.

Our Identity

The ICCM is an international organization based in London and a registered charity. We were created and developed by three organizations: The Oregon Music Festival (OMF, USA) as the primary driver of the project, and assisted by Fidelio International (Rome) and arts agency Only Stage (London). Currently, some 80% of our funding comes from OMF (from public and private sources) and the rest from concerts, ticket sales, commercial projects, corporate sponsorship, individual donations and trusts and foundations.

This privacy policy is provided on behalf of the International Centre for Contemporary Music, a registered charity (charity number 1192356).

Our privacy and data principles

We are committed:

• To provide clear, honest and openinformation about how we use your data
• To give you the choiceabout how we use your data
• To use your data appropriatelyand in a way that would be reasonably expected by you
• To treat our supporters and donors with respect, as outlined in our Commitment to Our Supporters
• To only share your data with other organisations where you have given your consentfor us to do so, or where we need to do so in order to fulfil our contract with you
• To be accountable and responsible: to take active steps to protect your data from harm, and to have separate and enhanced procedures for the use of sensitive data (such as data relating to under-18s or disability)
• To ensure our staffand partners (including suppliers and artists) understand these principles and their responsibilities in delivering them

The Information We Collect

Purchase of tickets and donations:

We store securely the information you give us when you buy a ticket or a membership, sign up for one of our events, make a donation or gift aid declaration, or communicate with us.

This may include:

• Name
• Postal address
• Telephone number(s)
• Email address
• Ticketing history
• Billing/payment information (we do not store your credit card details, except to process direct debits where applicable)
• Donation history
• Communications preferences
• Access requirements
• Information acquired via Cookies
• Qualitative opinions or attitudes about our services and programme through surveys
• Other feedback (i.e.. complaints or compliments) you choose to send us

Email, Web Activity and Social Media:

We keep a record of the emails we send you, and we may track whether you receive or open them so we can make sure we are sending you the most relevant information. We may then track any subsequent actions online, such as buying a ticket.

Consistent with the music industry practice, we receive and store certain details whenever you use the ICCM website. We use “cookies” to help us make our site – and the way you might use it – better. Cookies mean that a website will remember you and enable online transactions. It also helps us understand how you use our website, where we can make improvements and how best to tell our audiences about events they might be interested in, through recommendations on our own site, or adverts elsewhere on the internet.

From Third Parties:

Your name, email address, postal address and booking details may be shared with us by other organisations and websites, such as Southbank Centre and Student Pulse, but only when you have indicated that you give your consent to be contacted by us. You should check their Privacy Policy when you provide your information to understand fully how they will process your data.

Information available Publicly:

This may include information regarding directorships or positions held on Trustee/governing boards found in places such as Companies House, the Charity Commission for England and Wales, your biography on your work website or LinkedIn, or as well as on other charity and arts organisations’ websites.

Sensitive data:

Any data regarding under 18s, disability or medical need, religion, political affiliation, sexuality or ethnicity is regarded as sensitive, and we take steps to ensure that any such information is only collected where necessary, is subject to enhanced security measures, used only for the purposes agreed, and erased when no longer necessary.

Details of payment card numbers and expiry dates etc. go through a secure server operated by World Pay, our payment service provider, and to which the ICCM does not have direct access. We do not keep your payment information for any purpose, except in order to process direct debits, the data for which are securely held.

Use of your personal information

We are transparent when we collect your personal data and we will not do anything you would not reasonably expect.

We will use your personal information to:

• Provide information you have asked us for.
• Make offers and complete orders of goods and services.
• Process donations that you make to us and keep you informed of how your donations are used to help ICCM.
• Notify you of any changes to events or services, including our concerts and memberships, which may be relevant to you.
• Keep a record of your relationship with us.
• Analyse your personal information to create a profile of your interests and preferences so that we can contact you with information most relevant to you.
• Ask you to participate in surveys and market research.
• Improve our understanding of our audience through basic profiling, tracking of your activity on our website and your response to emails (or other communications) that we send you.
• Combine information you provide to us with information available from external sources, in order to gain a better understanding of our audiences, visitors and supporters. This helps us to make appropriate requests to customers and supporters who may be able and willing to give more than they already do. Importantly, it enables us to raise more funds, sooner, and more cost-effectively, than we otherwise would.
• Personalise adverts on social media that are tailored to your interests (depending on your settings or the privacy policies on social media and messaging services like Facebook, Twitter and Instagram, you might give third parties like the ICCM permission to access information from those accounts or services).

For further information see the end of this policy which provides the legal basis for processing the above information .

Sharing your information

We do not share any personal details with any other third parties without your express agreement –  unless required in order to fulfil our contract with you, or allowed by law.

In general, the third-party providers used by us to fulfil our contract with you will only collect, use and disclose your information to the extent necessary to allow them to perform the services they provide to us. These providers include our Ticketing Systems providers, Payment services, Email and Mail distribution services. We have agreements in place with each provider to ensure that your data is secure at all times, and cannot be accessed or used for any other purpose.

We may share personal information with other organisations, particularly The Audience Agency, which uses it to analyse ticket sales for national and regional research into patterns of arts attendance in England. This assists with reporting to funders and strategic planning, helping us to make better business decisions. Your personal data is never used by them to contact you, nor passed or sold on to any other agencies or companies, and we have agreements in place to ensure this.

When booking a ticket, you may be given the choice to hear from the respective concert halls about their own programmes. If you agree, we will pass your data securely to the relevant venue and they will be in touch with you to communicate their own Privacy and Data Policy. Should you then wish not to hear from them, you will need to get in touch with them directly.

Keep your personal details

The personal data collected by the ICCM is evaluated periodically. The data is held by us for as long as is legally or practically necessary for our business. Once that period has passed, we have a regular programme of data suppression and deletion in order to ensures that your data is not held indefinitely.

Subject to any legal retention requirements (e.g. VAT regulations require appropriate financial records to be retained for six years, Gift Aid regulations require appropriate records to be retained for seven years), you may notify ICCM if you do not wish your data to be held.

Keeping your details safe and secure

When you book a ticket or tickets through this website or our box office, or give the ICCM information for any other purposes such as subscribing to a mailing list, your personal information is entered into our secure database.

If we collect your data on a paper form (for example: during an audience development project), your personal data will be uploaded securely to our digital data system and the hard copy will be destroyed.

Your data is always held securely. Access to customer information is strictly controlled, and can only be accessed by people who need it to do their job. We may need to disclose your details if required to the police, regulatory bodies or legal advisors. Otherwise, we will only share your data in other circumstances if we have your explicit consent as detailed above.

All information received by us is retrieved using secure technology. In order to provide a safe and secure environment for your personal information we use up to date technology with a view to protecting that information against loss, misuse or unauthorised alteration.

Receiving fundraising communications

ICCM is a registered charity and as such we rely on donations from our supporters. We are committed to treating our donors with respect, as outlined in our Commitment to Our Supporters document.

We encourage you to opt-in to receive information about ways to show your support to the ICCM. Log in to your Profile and update your preferences to receive information by email about our fundraising appeals, events and higher-level memberships.

You may receive information from us about our fundraising efforts, events and special memberships by post. To identify whether or not these might be suitable, we may look at your ticket history, if you have made a donation in the past, if your name has been suggested by a current supporter, or a volunteer member of one of our Committees. We will only send these when we feel they would be relevant and of interest to you. If you would prefer not to receive any information about our fundraising activities, please be in touch using the contact details at the end of this policy.

Giving you control

If you would like to opt out from receiving postal communications from us about relevant events and opportunities to support our work, you can follow the directions at the bottom of this policy. You can unsubscribe at any point, using the link on each email, or by contacting us. When you opt out of marketing communications, you may still be contacted regarding your booking. Similarly, we may still get in touch with you to service any active memberships of updates regarding existing event bookings even if you have opted out of fundraising communications.

If you do not respond to communications from ICCM for up to 10 years, we will not contact you again unless you re-activate your engagement with us.

Your rights

You have certain rights related to your personal data. These include:

• The right to request a copy of personal information held about you
• The right to request that inaccuracies be corrected
• The right to request us to stop processing your personal data
• The right to lodge a complaint with the Information Commissioner’s Office or Fundraising Regulator

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Contact us

Please contact us if you have any questions about how your data is used, wish to be removed from any communications or data processing activities, or employ any of the rights listed above.

Email us info@iccmlondon.org

Call us at +44 7950 427-967

Or write to us at: PatronsData, ICCM, 67 Grosvenor St., Mayfair, London W1K 3JN, UK

For the purpose of the Data Protection Act 1998, the data controller is the Finance Director and Company Secretary, ICCM, 67 Grosvenor St., Mayfair, London W1K 3JN, UK

© ICCM 2021