Privacy Policy

Introduction

The General Data Protection Regulation (GDPR) (Regulation (EU) 2016/679) aims to strengthen and unify data protection for individuals within the European Union (EU), and address the export of personal data outside the EU. The primary objectives of the GDPR are to protect citizens’ personal data and to simplify the regulatory environment for international business by unifying the regulation within the EU.

The GDPR came into force on 28 May 2018 and covers both written and computerised information and the individual’s right to see such records. The regulations cover records relating to all personal data, including staff, volunteers, beneficiaries, suppliers and supporters.

The Information Commissioner’s Office (ICO) is responsible for regulating and enforcing the Acts. The ICO is an independent authority which has legal powers to ensure organisations comply with the Acts. The Amber Trust has a duty to comply with the requirements of the Acts as it “collects, stores and processes” data about individuals when undertaking its operations. The Trustees will endeavour to ensure data is managed within the requirements of the Acts and will minimise access etc. to any Personal Data to a minimum, by Trustees/Volunteers, within its work. The following policy is not a definitive statement on the GDPR, but seeks to interpret relevant regulations and guidance where they affect The Amber Trust.

The Chair of Trustees has overall responsibility for data protection within The Amber Trust and is the nominated Data Controller. Each Amber Trust representative who processes personal information and data is a Data Processor acting on the Data Controller’s behalf and also has a legal obligation to adhere to the Regulations.

Click on the sections below to open them out:
The Amber Trust is committed to meeting its obligations and ensuring compliance with the Data Protection Act of 1998 and the General Data Protection Regulation (GDPR) when it comes into force on 25 May 2018. The Trust will:

  • respect the rights of each individual
  • be open and transparent about the Personal Data it holds
  • strive to observe the law in all collection and processing of subject data
  • meet any subject access request in compliance with the law
  • provide training and support to Amber Trust representatives who handle Personal Data in the course of their duties
  • maintain an up-to-date ICO registration (which requires changes to the registration within 28 days of any adjustments)
  • inform the ICO of breaches of the Acts (where required)
  • include Data Protection guidance for all trustees and employees

The Amber Trust will only use data in ways relevant to carrying out its legitimate purposes and functions as a charity in a way that is not prejudicial to the interests of individuals. The Amber Trust will take due care in the collection and storage of any sensitive data. The Amber Trust representatives will do their utmost to keep all data accurate, timely and secure.

The Trust’s nominated Data Controller is Julia Walport (Chair of Trustees). All Amber Trust representatives will be aware of the requirements of the Data Protection Act when they collect or handle data about an individual. Amber Trust representatives will not disclose data except where there is subject consent or legal requirement. Data sent to outside agencies will always be protected by a written contract. All collection and processing will be done in good faith. Paper records will be destroyed when no longer required.

The Amber Trust may collect information about individuals whenever they interact with the charity, for example when individuals:

  • apply for an Amber Music Award (on behalf of children and young people) or to participate in The Amber Trust services
  • when music tuition/therapy is provided through an Amber Music Award
  • apply to volunteer or work as a Little Amber or an Amber Plus practitioner
  • enquire about our activities, visit our website or donate to the charity
  • sign up to receive our newsletter
  • attend an Amber Trust event and provide us with information about you
  • fundraise on our behalf
  • post content to our social media sites
  • contact us by email, online contact form, phone, SMS, social media or post

The Amber Trust may collect information in the following ways:

  • when individuals provide information directly in making an application via the Amber Music Award Application Form or the Little Amber Family Registration Form or the Amber Plus Family Registration Form where parent/guardians provide the information required for the assessment of the project
  • when individuals provide information directly as providers of music tuition/therapy/support through an Amber Music Award or The Amber Trust services
  • when individuals provide information directly as a volunteer or Little Amber or Amber Plus practitioner
  • when individuals provide information directly, for example by providing details when they request information, make a donation or attend one of our events.
  • when individuals provide information indirectly, for example when using other fundraising sites (e.g. Virgin Money Giving) and provide their consent to be contacted by The Amber Trust.
  • when individuals connect with The Amber Trust on social media and messaging services, for example, Facebook and Twitter. Depending on individuals’ settings or the privacy policies, individuals may provide permission to access information from the accounts or services.
  • when individuals use The Amber Trust websites and information about the visit is recorded and stored (e.g. Google Analytics for website statistics tracking)
  • when information about individuals is available from other public sources, The Amber Trust may collect personal details from the public domain, such as from company websites and news sites, to provide background information about an individual for The Amber Trust representatives in preparation for a meeting/event. This information will only be used for this purpose and not stored after the meeting/event unless consent has been provided by the individual.

Each information collection system will make individuals aware of this policy and include a statement to ensure they are aware of their right to ask not to be contacted for marketing and fundraising purposes.

Stakeholder Group Requirement for data/information (Legitimate Interests)Consent Required
Beneficiaries – children and young people:

  • Current Amber Music Award Holders
  • Participants in The Amber Trust services (Little Amber, Amber Plus and other services)

  • management of The Amber Trust services and the Amber Music Awards
  • impact measurement
  • anonymised data may be used to inform Amber planning and provision of awards and services, and to help us understand the range of musical interests and abilities within the population of children and young people across the UK

  • engagement in case studies
  • use of images/recordings (aged 13+ and has the capacity to consent)

Parents/guardians of beneficiaries

  • management of The Amber Trust services and the Amber Music Awards
  • impact measurement

  • sharing of information with the RNIB Music Advisory Service
  • engagement in case studies
  • parental/guardian consent for use of images/recordings of their children
  • marketing
  • fundraising

Applicants (new and re-applicants)

  • management of The Amber Trust services and the Amber Music Awards
  • anonymised data may be used to inform Amber planning and provision of awards and services, and to help us understand the range of musical interests and abilities within the population of children and young people across the UK

  • marketing
  • fundraising

Unsuccessful applicants

  • management of The Amber Trust services and the Amber Music Awards
  • anonymised data may be used to inform Amber planning and provision of awards and services, and to help us understand the range of musical interests and abilities within the population of children and young people across the UK

Previous beneficiaries – children and young people

  • impact measurement
  • reports on impact of previous Music Awards, including video recordings, are required in the assessment of re-applications for support
  • anonymised data may be used to inform Amber planning and provision of awards and services, and to help us understand the range of musical interests and abilities within the population of children and young people across the UK

  • engagement in case studies
  • use of images/recordings (aged 13+ and has the capacity to consent)

Previous beneficiaries – now over 18 years old

  • impact measurement
  • anonymised data may be used to inform Amber planning and provision of awards and services, and to help us understand the range of musical interests and abilities within the population of children and young people across the UK

  • engagement in case studies (on an individual basis as appropriate)
  • use of images/recordings
  • marketing
  • fundraising

Parents/guardians of previous beneficiaries

  • impact measurement

  • parental/guardian consent for use of their children’s images
  • marketing
  • fundraising

Teaching/Care Professionals linked to beneficiaries

  • management of The Amber Trust services and the Amber Music Awards

  • marketing
  • fundraising

Music suppliers/teachers/therapists

  • management of The Amber Trust services and the Amber Music Awards, including DBS checks and payment of invoices

  • use of images
  • marketing
  • fundraising

Little Amber or Amber Plus practitioner

  • management of Little Amber or Amber Plus services, including DBS checks and payment of invoices

  • use of images
  • marketing
  • fundraising

Amber Trust Patrons and Trustees

  • management and governance of the charity

  • use of images
  • marketing
  • fundraising

Volunteers

  • volunteer management

  • use of images
  • marketing
  • fundraising

Partner schools and music services

  • Contract management

  • use of images
  • marketing
  • fundraising

Contractors

  • contract management

  • use of images
  • marketing
  • fundraising

Individual supporters

  • receipt and acknowledgement of the donation
  • management of Gift Aid

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  • marketing
  • fundraising

Lapsed supporters (last donated three+ years ago)

  • management of Gift Aid (declarations should be kept for six years after the accounting year end that includes the last donation to which they relate)

  • marketing
  • fundraising

Individual donor through third party fundraising website

  • receipt and acknowledgement of donation

  • marketing
  • fundraising

Corporate and philanthropic supporters

  • acknowledgement of support
  • relationship management

  • marketing
  • fundraising

Organisational supporters

  • acknowledgement of support
  • relationship management

  • marketing
  • fundraising

Individuals who attend Amber Trust events

  • management of events (e.g. contact details, dietary and access requirements, profile for guest briefing). The information will be destroyed once it is no longer required for the event management, unless consent has been provided to keep it.

  • marketing
  • fundraising

Individuals who signed up for the newsletter on the website

  • newsletter subscription

  • marketing
  • fundraising

Individuals who signed up for the newsletter at an event

  • newsletter subscription

  • marketing
  • fundraising

Individuals who follow Amber Trust on social media

  • social media contact

  • marketing via other channels
  • fundraising via other channels

Individual/organisation who sent an enquiry

  • response to the enquiry

Suppliers

  • management of the charity

  • marketing
  • fundraising

In the instances outlined in the above justification of collection, The Amber Trust will only process personal information without consent when we are legally allowed to do so. This will only be where it is in the charity’s legitimate interests to do so and where we are confident that such processing is not likely to prejudice individuals’ legitimate interests or rights and freedoms.

In all other instances, The Amber Trust will process personal information on the basis of consent that has been given by individuals, who are entitled to withdraw that consent at any time such that we can no longer rely on it as a basis for continuing to process their personal information.


Amber Music Award application form
The Amber Trust is committed to respecting and protecting your privacy. Once you choose to provide us with personal information, you can be assured that it will only be used by The Amber Trust, will be stored securely and we will never share your information unless legally required to do so.
Full details of The Amber Trust’s Privacy Policy can be found at www.ambertrust.org/privacy-policy
I agree that anonymised data pertaining to my child may be used to inform The Amber Trust’s planning and provision of Awards and services, and to help Amber Trust staff and trustees understand the range of musical interests and abilities within the population of children and young people across the UK. Please tick here.

Amber Music Award application form

(question about sharing information with the RNIB Music Advisory Service)

Question:
The RNIB Music Advisory Service provides information and advice on music education at all levels and can be contacted on 0207 391 2273 or mas@rnib.org.uk
If you have been in touch with the RNIB Music Advisory Service, would you be happy for The Amber Trust to share information securely with them about this application?

Answers:

Please tick one of the following boxes:
Yes, I have contacted the RNIB Music Advisory Service and I am happy for you to share information with them about this application
No, I am not happy for The Amber Trust to share our information with the RNIB Music Advisory Service
Not applicable – I have not contacted the RNIB Music Advisory Service


Little Amber and Amber Plus website registration
The Amber Trust is committed to respecting and protecting your privacy. Once you choose to provide us with personal information, you can be assured that it will only be used by The Amber Trust, will be stored securely and we will never share your information unless legally required to do so.
Full details of The Amber Trust’s Privacy Policy can be found at www.ambertrust.org/privacy-policy
I agree that anonymised data pertaining to my access to Little Amber resources may be used to inform The Amber Trust’s planning and provision of Awards and services. Please tick here.
We would also like to keep you posted with our news, activities and appeals by email, including our annual newsletters, AmberNotes. If you are happy to be contacted by email, please tick here
We would welcome feedback about the musical resources, please email little.amber@ambertrust.org


Little Amber and Amber Plus application forms
The Amber Trust is committed to respecting and protecting your privacy. Once you choose to provide us with personal information, you can be assured that it will only be used by The Amber Trust, will be stored securely and we will never share your information unless legally required to do so.
Full details of The Amber Trust’s Privacy Policy can be found at www.ambertrust.org/privacy-policy
I agree that anonymised data pertaining to my child may be used to inform The Amber Trust’s planning and provision of Awards and services, and to help Amber Trust staff and trustees understand the range of musical interests and abilities within the population of children and young people across the UK.
We would also like to keep you posted with our news, activities and appeals by email, including our annual newsletters, AmberNotes. If you are happy to be contacted by email, please tick here


Little Amber and Amber Plus Practitioner registration
The Amber Trust is committed to respecting and protecting your privacy. Once you choose to provide us with personal information, you can be assured that it will only be used by The Amber Trust, will be stored securely and we will never share your information unless legally required to do so.
Full details of The Amber Trust’s Privacy Policy can be found at www.ambertrust.org/privacy-policy
We would also like to keep you posted with our news, activities and appeals by email, including our annual newsletters, AmberNotes. If you are happy to be contacted by email, please tick here


Teacher/Therapist registration
The Amber Trust is committed to respecting and protecting your privacy. Once you choose to provide us with personal information, you can be assured that it will only be used by The Amber Trust, will be stored securely and we will never share your information unless legally required to do so.
Full details of The Amber Trust’s Privacy Policy can be found at www.ambertrust.org/privacy-policy
We would also like to keep you posted with our news, activities and appeals by email, including our annual newsletters, AmberNotes. If you are happy to be contacted by email, please tick here


Newsletter sign up form on website or at events
By signing up to our newsletter, AmberNotes, you will be kept updated about The Amber Trust’s support of blind or partially sighted children across the UK, who have a talent or love for music, along with other relevant news that might be of interest about our events, appeals or activities. Your details will only be used by The Amber Trust and we will never share your information unless legally required to do so. You can unsubscribe at any time by emailing contact@ambertrust.org


Contact us form on the Amber Trust website
The Amber Trust is committed to respecting and protecting your privacy. Once you choose to provide us with personal information, you can be assured that it will only be used by The Amber Trust to enable us to respond to your enquiry, it will be stored securely and we will never share your information unless legally required to do so.
Full details of The Amber Trust’s Privacy Policy can be found at www.ambertrust.org/privacy-policy


Amber Trust leaflet
Your support helps blind or partially sighted children across the UK, who have a talent or love for music, and we’d love to keep you posted with our news, activities and appeals by email. If you are happy to be contacted by email, please let us know your email address below:

If you would rather not hear from The Amber Trust by email, we would like to thank and keep you updated by post but if you would prefer not to hear from us this way, please tick here

The Amber Trust will always store your personal details securely. We will use them to communicate with you in the way(s) that you have agreed to. We will only share your information if required to do so by law. For full details, please see the Privacy Policy at www.ambertrust.org/privacy-policy or contact us on 0300 323 9964 or contact@ambertrust.org.


Gift Aid form/envelope
Your support helps blind or partially sighted children across the UK, who have a talent or love for music, and we’d love to keep you posted with our news, activities and appeals by email. If you are happy to be contacted by email, please let us know your email address below:

If you would rather not hear from The Amber Trust by email, we would like to thank and keep you updated by post but if you would prefer not to hear from us this way, please tick here

The Amber Trust will always store your personal details securely. We will use them to communicate with you in the way(s) that you have agreed to. We will only share your information if required to do so by law. For full details, please see the Privacy Policy at www.ambertrust.org/privacy-policy or contact us on 0300 323 9964 or contact@ambertrust.org.

Bates Wells & Braithwaite London LLP

The Amber Trust engages Bates Wells & Braithwaite London LLP (BWB) as solicitors. BWB sets out its responsibilities for confidentiality and data protection in the terms of engagement.

BWB’s Privacy Policy is available at: www.bwbllp.com/privacy-policy


Benevity

The Amber Trust has received donations through Benevity, which facilitates online workplace giving and grant management for companies.

Benevity’s Privacy Policy is available at: www.benevity.com/privacy-policy


The Big Give

The Amber Trust is registered with The Big Give, which showcases our work to potential supporters and enables them to make online donations with match funding opportunities.

The Big Give’s Privacy Policy is available at: www.thebiggive.org.uk/privacy-policy


Burgess Hodgson LLP

Burgess Hodgson LLP acts as accountants for The Amber Trust and carry out the annual audit and preparation of the accounts. Burgess Hodgson is registered to carry on audit work by the Institute of Chartered Accountants. Burgess Hodgson sets out its responsibilities for confidentiality and data protection in the terms of appointment letter.

Burgess Hodgson’s Privacy Policy is available at: www.burgesshodgson.co.uk/bh-privacy-policy


CAF Bank

The Amber Trust banks with CAF Bank, where all financial information is held securely.

CAF Bank’s Privacy Policy is available at: www.cafonline.org/navigation/footer/privacy


Easyfundraising

The Amber Trust has received donations through Easyfundraising, a charity reward shopping site through which retailers donate a percentage of the purchase price to the shopper’s selected charity.

Easyfundraising’s Privacy Policy is available at: www.easyfundraising.org.uk/privacy


Google Analytics

When someone visits www.ambertrust.org, we use Google Analytics as a third-party service to collect standard internet log information and details of behaviour patterns on the website. We do this to learn which pages are most and least visited, and this information is only processed in a way which does not identify visitors to our website.

Google Analytics’ Privacy Policy and information on safeguarding data is available at: https://support.google.com/analytics/answer/6004245


Jessica Kingsley Publishers

Jessica Kingsley Publishers (JKP) has collaborated with The Amber Trust to publish resources that Amber uses in the provision of its music service, AmberPlus. The Amber Trust asks JKP to send the resources directly from their warehouse to specific institutions such as special schools which have requested them, using the contact information provided for this purpose.

Jessica Kingsley’s Privacy Policy is available at: https://www.jkp.com/uk/privacy-policy-cookie-restriction-mode/


MailChimp

We use a third-party provider, MailChimp, to send out our e-newsletters. We use statistics collected by Mailchimp about email opening and clicks to help us monitor and improve our e-newsletter.

MailChimp’s Privacy Policy is available at: https://mailchimp.com/legal/privacy


Microsoft (Office 365)

The Amber Trust uses the Office 365 network for the processing and storage of documents and records by staff and volunteers. This network is secured with password protection and restricted access to personal information.

Microsoft’s Privacy Policy is available at: https://privacy.microsoft.com/en-GB


Paypal

The Amber Trust receives payments via PayPal for services including Print My Tickets and eBay for Charity. The PayPal Giving Fund is a registered charity (No. 1110538) which collects and distributes donations and Gift Aid.

Paypal’s Privacy Policy is available at: www.paypal.com/en/webapps/mpp/ua/privacy-full
Paypal Giving Fund’s Privacy Policy is available at: www.paypal.com/gb/givingfund/privacy


Print My Tickets

When someone books a ticket for an Amber Trust event online, we use www.printmytickets.co.uk to sell tickets for the events that we are responsible for organising. Payments are made via PayPal.

Print My Tickets’ Privacy Policy is available at: https://www.printmytickets.co.uk/privacy.asp


RNIB

The Amber Trust works with the RNIB Music Advisory Service to support children and young people with visual impairments. The RNIB Music Advisory Service provides information and advice on music education at all levels. Sally Zimmermann, RNIB Music Advisor is a member of The Amber Trust’s Music Awards committee in a voluntary capacity and occasionally carries out assessments of children and young people supported by The Amber Trust. The RNIB Music Advisory Service refers children, young people and families to The Amber Trust, and the two organisations only share personal information about a child or young person with consent from the parents/guardians.

RNIB’s Privacy Policy is available at: www.rnib.org.uk/about-rnib/privacy-policy


Salesforce

The Amber Trust database is a Salesforce based CRM, which securely holds the personal information of supporters of the charity; teachers, therapists and practitioners: and the children and families who receive support.

Salesforce UK’s Privacy Policy is available at: www.salesforce.com/uk/company/privacy


Social Media

The Amber Trust has a social media presence on Twitter (https://twitter.com/theambertrust) and Facebook (www.facebook.com/theambertrust). We use social media to raise awareness about The Amber Trust’s work and the impact of music in transforming the lives of visually impaired children, communicate with supporters and promote opportunities for children and families to apply for support.

Twitter’s Privacy Policy is available at: https://twitter.com/en/privacy
Facebook’s Privacy Policy is available at: www.facebook.com/privacy/explanation


University of Roehampton

The Amber Trust works with the University of Roehampton to support children and young people with visual impairments. Adam Ockelford, Professor of Music at the University of Roehampton is a trustee of The Amber Trust. Children and young people supported by The Amber Trust may also be involved in research studies conducted by Professor Adam Ockelford following university policies and procedures and with full consent from the parents/guardians.

The University of Roehampton’s Privacy Policy is available at: https://online.roehampton.ac.uk/privacy-policy


Vimeo

The Amber Trust has a channel on Vimeo (https://vimeo.com/user9123394) where video recordings featuring children and young people (with full consent from the parents/guardians and the young person if aged 13 years or older and has the capacity to consent) are available to showcase and raise awareness about The Amber Trust’s work.

Vimeo’s Privacy Policy is available at: https://vimeo.com/privacy


Virgin Money Giving

When someone makes an online donation to The Amber Trust, the ‘Donate Online Now’ link on www.ambertrust.org connects to the charity’s online donation page on Virgin Money Giving. We use this third-party service to enable The Amber Trust to receive secure online payment of donations and to enable supporters to set up fundraising pages.

Virgin Money Giving’s Privacy Policy is available at: https://uk.virginmoneygiving.com/giving/terms/privacy-policy.jsp


YouTube

The Amber Trust has a channel on YouTube (www.youtube.com/user/theambertrust) where video recordings featuring children and young people (with full consent from the parents/guardians and the young person if aged 13 years or older and has the capacity to consent) are available to showcase and raise awareness about The Amber Trust’s work.

YouTube’s Privacy Policy is available at: www.youtube.com/static?template=privacy_guidelines&gl=GB


Zing Digital Services LLP

Zing Digital Services was commissioned to design the Little Amber and Amber Plus sections of The Amber Trust website.

Zing Digital Services’ Privacy Policy is available at: www.zingcomms.co.uk/privacy-policy.php

The Amber Trust will use personal information in a range of ways, which include:

  • to provide individuals with the support or information they have requested
  • to fund music tuition/therapy through an Amber Music Award
  • to update individuals about any changes to the Amber Music Awards or The Amber Trust services
  • to administer donations, including Gift Aid processing
  • to support individuals’ fundraising activities
  • to maintain organisational records and ensure we have up-to-date marketing and communication preferences for individuals
  • to send newsletters or other information about The Amber Trust’s work
  • to invite individuals to participate in fundraising activities and attend events
  • to invite donations to support The Amber Trust’s work
  • to invite individuals to participate in surveys or research
  • to analyse and improve the operation of our websites
  • to analyse individuals’ use of our websites

The Amber Trust requires sensitive personal data (as defined by the Data Protection Act 1998) to assess each Amber Music Award or applications for The Amber Trust services. We will process any sensitive personal data only in relation to consideration of any application, including assessment to establish that the criteria for a Music Award or participation in The Amber Trust services are met.

The Amber Trust uses images, video and audio recordings on its websites and within publications, and has a detailed photography, video and audio recording policy that covers this practice. We do not permit photographs, other images, video or audio recordings of children and young people to be taken without the consent of the parents/guardians and the young person if aged 13 years or older and has the capacity to consent. This consent is valid whilst the child is a beneficiary of The Amber Trust and for up to two years afterwards.

All images, video and audio recordings will be stored securely, and identified only through a child’s first name and first letter of their surname (so they cannot be traced). If images, video or audio recordings are selected to be used in high-profile contexts (such as YouTube videos and television programmes), we always ask further permission of parents/guardians and children. We take all steps to ensure these images are used solely for the purposes they are intended.

The Amber Trust places significant importance on the security of individuals’ personal information and we will always try to take appropriate precautions to protect it by:

  • ensuring that there are appropriate technical controls in place to protect personal details on our websites and Office 365 network.
  • ensuring that only authorised personnel (i.e. selected The Amber Trust staff, volunteers or contractors) have access to your information, and that they are appropriately trained to manage personal information.
  • ensuring that donations and payments are processed securely

The Amber Trust database is a Salesforce based CRM which is linked to Office 365. Marios Michael and Claire Page are contracted to manage The Amber Trust database and Andrew Duhig is contracted to manage all sections of The Amber Trust website (including Little Amber and Amber Plus).
The Amber Trust database has restricted permissions to different sections on a ‘need to know’ basis. We undertake regular reviews of who has access to information that we hold to ensure that personal information is only accessible by appropriately trained representatives. Confidentiality agreements are signed by all those working with The Amber Trust, in both a paid and voluntary capacity.

Amber Music Award and Little Amber application forms, photographs, financial, including Gift Aid, and other information is being stored by financial year so that data can be identified and archived when it is no longer current. The Amber Trust’s database and information folders are backed up regularly and stored securely. Our Office 365 network is protected and routinely monitored.

Should The Amber Trust suffer a data loss or breach, the individual identifying the breach will pass all relevant information to the nominated Data Controller (Chair of Trustees) who will record the incident information and assess if the loss/breach is significant enough to be reportable to the ICO. GDPR requires that data losses/breaches are reported within 72 hours by the Data Controller and this will be strictly complied to by The Amber Trust.

Before using any external organisations to collect and/or process personal data on our behalf, The Amber Trust will perform rigorous checks to ensure they meet all relevant regulations and legislation. The contract will impose robust data protection requirements, including the provisions of this policy, and seek to provide maximum protection of individuals’ personal information.

The Amber Trust works in partnership with schools and music services. We only share personal data with partner schools and music services once the checks have been completed and a contract has been signed. The personal data will only be processed for the purposes of providing the Amber service agreed with the families and not for any other purpose.

The Amber Trust may legally be required to disclose personal information if required to do so by law. Such circumstances might include safeguarding, prevention and detection of crime, terrorism and legal proceedings. We will only ever share personal information in other circumstances if we have consent to do so. Such consent will be recorded and include the information to be shared and with whom. We will never sell personal information to third parties.

The Amber Trust will hold individuals’ personal information on our systems for as long as is necessary for the relevant activity.

The Amber Trust has set a currency watershed of three years for holding data valid since last proactive contact confirming consent by the individual. After three years, the information will be either renewed by an individual or archived (unless it includes details of a Gift Aid donation, which will be kept for six years after the accounting year end that includes the last donation to which they relate).

The Amber Trust will maintain a list of signed photographic consents where individuals are identifiable, and the images are used for publicity or promotional purposes. Images captured for historical records will be exempt.

If an individual asks The Amber Trust to stop sending marketing and/or fundraising materials, we will keep a record of the individual’s contact details and appropriate information to enable us to comply with the request not to be contacted.

The GDPR provides the following rights for individuals over their personal information and how we use it:

  1. The right to be informed
  2. The right of access
  3. The right to rectification
  4. The right to erasure
  5. The right to restrict processing
  6. The right to data portability
  7. The right to object
  8. Rights in relation to automated decision making and profiling.

If an individual would like to exercise any of these rigr of Trustees) in writing at The Amber Trust, 64a Princes Way, London, SW19 6JF, by calling 0300 323 9964 or by emailing contact@ambertrust.org.

Any visitors to The Amber Trust websites who do not want their data used by Google Analytics can install the Google Analytics opt-out browser add-on.

A data subject (individual) or approved agent may make a request to have a copy of all information held on them by an organisation. On receipt of a Subject Access Request, it will be passed immediately to the nominated Data Controller (Chair of Trustees). The Data Controller will then check the validity of the subject access request for authenticity and, once authenticated, will gather a response which will be sent to the subject.