VoxSonix Statement of Privacy

Who we are: 

VoxSonix, part of K Penn Music Ltd.  

www.voxsonix.co.uk

Our commitment to your privacy: 

VoxSonix is committed to protecting your privacy. This Statement of Privacy applies to the VoxSonix website and any agreement entered into with VoxSonix and governs data collection and usage. By using the VoxSonix websites, you consent to the data practices described in this statement. 

Our Privacy Promise: 

• a. To keep your personal data safe 
• b. To not sell your personal data to any other party or group  

Collection of your Personal Information: 

If you choose to enter into an agreement with VoxSonix we will ask you to provide information about you for security, identification and verification purposes. This is personally identifiable information, such as your e-mail address, name, home address or telephone. VoxSonix will retain information collected about you for as long as required to meet any legal obligations. 

We use your personal information for the following reasons:

• a. To operate the VoxSonix members area of the website and deliver the services you have requested. 
• b. To manage our relationship with you.
• d. To inform you of VoxSonix news and opportunities.  
• f. To organise shows or events in specific areas or regions. 
• g. To understand how VoxSonix members are using our services. 
• h. To provide additional support or guidance about the use of our services. 
• i. To develop and manage our brand, merchandise and services. 
• j. To test new service offerings. 

l. To make and manage financial payments. 

• m. To collect and recover money that is due to us. 
• n. To obey laws and regulations that may apply to us. 
• o. To enable us to respond to complaints and seek to resolve them. 
• p. To run our business in an efficient and proper manner. 
• q. To enable us to exercise our rights as set out in agreements or contracts. 

We may collect information about you from some or all of these sources: 

a. Data that you provide to us when you register for a trial session – retained for 90 days if you don’t become a member. 

• First name 
• Last name 
• Email address
• Mobile phone number

b. Data that you provide to us if you undertake the activities of a volunteer – copies of originals retained only until DBS verified. 

• First name 
• Last name 
• Previous names 
• Addresses for 5 years 
• 2 forms of identification 
• Utility bill 

c. Data that you provide to us when you call us on the phone – only retained if required to meet VoxSonix obligations and as required by law.

• Information dependent on content of the call

d. Data that you provide to us when you email us or write us a letter – only retained if required to meet VoxSonix obligations and as required by law. 

• Information dependent on content of letter/email

e. Data that you provide to us when you speak with a vocal coach directly – only retained if required to meet VoxSonix obligations and as required by law. 

• Information dependent on conversation. 

f. Data that you provide to us when you use our website. 

• Cookies (see below in this document)
• Embedded content from other websites (see below in this document)

g. Data that you provide to us when you take part in a survey/google questionnaire – retained only until the data has been compiled and summary results collated. 

• Information dependent on survey 

h. Information provided to our vocal coach or staff – only retained if required to meet VoxSonix obligations and as required by law. 

• Information dependent on situation 

We may collect information about you when you are using the services we provide: 

a. Profile and usage data. This includes the profile you create on the website when you register for a trial session or when you join as a member. It also includes data we collect from our systems about how you are using the services we provide. This is collected from the devices you use to access these online services. 

• Login success/failure 
• Resource download statistics 

b. There is also information about your computer hardware and software that is automatically collected by VoxSonix. This information can include: 

• Your IP address 
• Browser type 
• Domain names 
• Access times and referring website addresses. 

This information is used by VoxSonix for the operation of the service, to maintain quality of the service, and to provide general statistics regarding use of the VoxSonix website. 

How do we use Cookies?

a. If you leave a comment on our site you may opt in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.

b. If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

c. When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

d. If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.

How do we use Embedded Content from other websites:

a. Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

b. These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.

We may collect data from third parties we may work with from time to time: 

a. Financial service providers who manage fee collection on our behalf. 

b. Sources of public information such as Companies House. 

c. Government and law enforcement agencies as applicable. 

d. Agents that may work on our behalf. 

e. Social networks – please keep in mind that if you directly disclose personally identifiable information or personally sensitive data through VoxSonix public message boards, this information may be collected and used by others. Note: VoxSonix does not read any of your private online communications. 

f. Market researchers. 

VoxSonix does not collect, use or disclose sensitive personal information, such as race, religion, or political affiliations, without your explicit consent. 

VoxSonix encourages you to review the privacy statements of websites you choose to link to from VoxSonix so that you can understand how these websites collect, use and share your information. VoxSonix is not responsible for the privacy statements or other content on websites outside of VoxSonix. 

We may share your personal information with the following organisations: 

a. Vocal coaches at rehearsals. 

b. Any organisation you ask us to share your personal data with. 

c. Any mailing or printing agents, contractors and advisors that provide a service to us or act as our agents on the understanding that they keep the information confidential. 

d. Anyone to whom we may transfer our rights and duties under any agreement we have with you i.e. for payment processing when your data may be shared with our payment merchant.

e. Our online Customer Record Management provider. 

We may also share your personal information if VoxSonix changes in the future: 

a. VoxSonix may choose to sell, transfer or merge any part of its business or its assets or we may seek to merge or acquire another business. 

b. During any such process we may share your data with other parties however this is only if the other party agrees to keep your data safe, private and secure. 

c. If such an event occurs then the other party may use your data in the same way as has been set out within this notice. 

We may need to send data outside of the European Economic Area (EEA): 

We do currently send your data outside of the EEA to follow your instructions, to comply with legal duty or to work with our agents, advisers and suppliers who VoxSonix uses to help run our business and membership services. If in future we do transfer information outside of the EEA we will ensure that the receiver agrees to only use your personal data in accordance with our instructions and that it is protected in the same manner as if it was being used within the EEA. To do this we will adopt the following safeguards: 

a. VoxSonix will put in place a contract with the recipient that obligates them to protect it to the same standards as the EEA requires. You can find more information on the European Commission Justice website. 

b. We will transfer it to a non-EEA country with privacy laws that provide the same protection as the EEA. You can find more information on the European Commission Justice website. 

c. Transfer it to organisations that are part of Privacy Shield. Privacy Shield is a framework that sets the privacy standards for data that may be sent between the US and EU countries. This framework ensures those standards are similar to those within the EU. You can find more information on the European Commission Justice website. 

If you don’t wish to give us personal information: 

VoxSonix will need to collect personal information about you and your child in order to meet our safeguarding obligations. Any data collection that is optional will be made clear at the time of collection. 

We may use your data to shape our marketing: 

a. VoxSonix also uses your personal data to inform you of other products or services available from VoxSonix and its affiliates. 

b. VoxSonix may also contact you via surveys to conduct research about your opinion of current services or of potential new services that may be offered. 

c. VoxSonix does not sell, rent or lease its customer lists to third parties. 

d. VoxSonix may, from time to time, contact you about a particular offering, event, opportunity that may be of interest to you. In addition, VoxSonix may share data with trusted partners to help us perform statistical analysis, send you email or postal mail, provide customer support, or arrange for deliveries. All such third parties are prohibited from using your personal information except to provide these services to VoxSonix, and they are required to maintain the confidentiality of your information. 

e. VoxSonix keeps track of the websites and pages our customers visit within VoxSonix, in order to determine what VoxSonix services are the most popular. 

f. VoxSonix websites will disclose your personal information, without notice, only if required to do so by law or in the good faith belief that such action is necessary to:

• conform to the edicts of the law or comply with legal process served on VoxSonix or the site.
• Protect and defend the rights or property of VoxSonix.
• Act under exigent circumstances to protect the personal safety of users of VoxSonix or the public.

We need accurate information: 

a. In order to provide the highest level of customer service possible, we need to keep accurate personal data about you.

b. We take reasonable steps to ensure the accuracy of any personal data or sensitive information we obtain. We ensure that the source of any personal data or sensitive information is clear and we carefully consider any challenges to the accuracy of the information. 

c. We also consider when it is necessary to update the information, such as name or address changes and you can help us by informing us of these changes when they occur. 

Your rights as the ‘data subject’: 

a. Subject access requests 

• The General Data Protection Regulation (GDPR) grants you the “data subject” the right to access particular personal data that we hold about you. This is referred to as a subject access request. We shall respond promptly, and certainly within one calendar month from the point of receiving the request and all necessary information from you. Our formal response shall include details of the personal data we hold about you, including the following: 
  • sources from which we acquired the information; 
  • the purposes for processing the information; 
  • persons or entities with whom we are sharing the information. 

b. Right to rectification 

• You shall have the right to obtain from us, without undue delay, the rectification of inaccurate personal data we hold concerning you. Taking into account the purposes of the processing, you the data subject, shall have the right to have incomplete personal data completed, including by means of providing a supplementary statement. 

c. Right to erasure 

• You, the data subject, shall have the right to obtain from us the erasure of personal data concerning you without undue delay where not required to be maintained by us by law. If you do not wish us to hold the minimum personal data required for us to manage your membership of VoxSonix we will terminate the membership. In these circumstances VoxSonix will retain the information required by law for the relevant period. 

d. Right to restriction of processing 

• Subject to exemptions, you, the data subject, shall have the right to obtain from us restriction of processing where one of the following applies: 
  • the accuracy of the personal data is contested by you, the data subject, and is restricted until the accuracy of the data has been verified; 
  • the processing is unlawful and you, the data subject, oppose the erasure of the personal data and instead request the restriction in its use;
  • we no longer need the personal data for the purposes of processing, but it is required by you, the data subject, for the establishment, exercise or defence of legal claims;
  • you, the data subject, have objected to processing of your personal data pending the verification of whether there are legitimate grounds for us to override these objections.

e. Notification obligation regarding rectification or erasure of personal data or restriction of processing 

• We shall communicate any rectification or erasure of personal data or restriction of processing as described above to each recipient to whom the personal data has been disclosed, unless this proves impossible or involves disproportionate effort. We shall provide you, the data subject, with information about those recipients if you request it. 

f. Right to data portability 

• You, the data subject, shall have the right to receive your personal data, which you have provided to us, in a structured, commonly used and machine-readable format and have the right to transmit this data to another controller, without hindrance from us. 

g. Right to object 

• You, the data subject, shall have the right to object, on grounds relating to your particular situation, at any time to the processing of personal data concerning you, including any personal profiling; unless this relates to processing that is necessary for the performance of a task carried out in the public interest or an exercise of official authority vested in us. We shall no longer process the personal data unless we can demonstrate compelling legitimate grounds for the processing, which override the interests, rights and freedoms of you, the data subject, or for the establishment, exercise or defence of legal claims. 

h. Right to not be subject to decisions based solely on automated processing 

• We do not carry out any automated processing, which may lead to an automated decision based on your personal data. 

How do you invoke your rights: 

If you would like to invoke any of the above data subject rights with us, please us at info@voxsonix.co.uk with the subject ‘Data Protection’.

How we keep your Personal Information secure:

a. VoxSonix undertakes to protect your personal information from unauthorized access, use or disclosure. b. VoxSonix secures the personally identifiable information you provide on computer servers in a controlled, secure environment, protected from unauthorized access, use or disclosure. 

When will we changes to this Statement: 

a. VoxSonix will occasionally update this Statement of Privacy to reflect company and customer feedback and to meet the requirements as set out in law. 

b. VoxSonix encourages you to periodically review this Statement to be informed of how VoxSonix is protecting your information. 

How to contact VoxSonix:

VoxSonix welcomes your comments regarding this Statement of Privacy. If you believe that VoxSonix has not adhered to this Statement, please contact us at info@voxsonix.co.uk. We will use commercially reasonable efforts to promptly determine and remedy the problem.