DATA PRIVACY POLICY

1. Your personal data – what is it?

Personal data means ‘data relating to a living individual who is or can be identified either from the data or from the data in conjunction with other information that is in, or is likely to come into, the possession of the data controller’ (Data Protection Commissioner). The processing of personal data is governed by the General Data Protection Regulation (the “GDPR”).

2. Who is the data controller?

In this case the Society for Music Education in Ireland (SMEI) is the data controller. SMEI decides how your personal data is processed and for what purposes it is used?

3. What data will we collect?

We will collect data for two purposes; i) for membership of SMEI, and ii) for attendance at any event run by SMEI (e.g. conferences, symposia, workshops etc) which are open to members and those who are not members of SMEI. Data will be collected as specified on the relevant application forms.

4. How do we process your personal data?

SMEI complies with its obligations under the “GDPR” by keeping personal data up to date; by collecting only data that is necessary in order to provide a service to our members and for the efficient running of events; by storing and destroying it securely; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data. We use your personal data for the following purposes only:

  • To enable us to provide a voluntary service for the benefit of our members and others involved in music education, by engaging in activities to promote the advancement of music education, including the running of conferences, symposia, workshops and courses open to all, as specified in our constitution;

  • To promote the interests and aims of the society;

  • To administer membership records and all purposes connected with the legitimate running of the organisation,

  • To maintain our own accounts and records;

  • To inform the membership of relevant news, events, activities and courses which align with the aims of our constitution;

  • To inform interested parties who have consented to be on our e-lists of activities and courses;

  • To enable us to process applications for conferences, symposia, workshops etc;

  • To enable us to provide positive and meaningful learning experiences for personal and/or professional development;

  • To make contact with visiting speakers and conference delegates who are not SMEI members;

  • To communicate with each other in committees.

5. What means will we use for communication?

E-mail contact is our preferred means of communication. However, members are given the opportunity to select ‘contact preferences’ on the membership form. In such cases, we will use phone or postal address, according to members’ stated preferences. In addition, there may be occasions when we may need to contact members, conference delegates etc. by phone or by post.

6. What is the legal basis for processing your personal data?

Explicit consent of the data subject so that we can keep members informed about news, events, activities, conferences and other courses and for all purposes connected with the legitimate running of the organisation;

Processing of data is necessary between SMEI and applicants for conferences or any other events run by SMEI;

Processing is carried out by a not-for-profit body with a philosophical aim provided;

i) the processing relates only to members or former members (or those who have regular contact with it in connection with those purposes); and ii) there is no disclosure to a third party without consent.

7. Sharing your personal data

Your personal data will be treated as strictly confidential and will be held for the legitimate running of the SMEI. It will only be shared with other members of SMEI in order to carry out communication between SMEI members, or for other purposes connected with the SMEI. We will only share your data with third parties outside of the SMEI with your consent.

A Membership Directory will be available in the Members’ section of the website and you will be asked on your membership application form whether you consent to having your contact details published in this and available solely amongst the SMEI membership. SMEI will not share your data with third parties. However please note that for administration purposes, we share data with some third party organisations: e.g. PayPal, Eventbrite, Eventzilla

8. How long will we keep your personal data?

We will retain personal data of members, non-members who attend any SMEI event and keynote / invited speakers for a period of three years from the time that such data is first submitted.

9. Your rights and your personal data.

Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data:

  • The right to be informed;

  • The right to request a copy of your personal data which the SMEI holds about you;

  • The right to request that the SMEI corrects any personal data if it is found to be inaccurate or out of date;

  • The right to request your personal data is erased where it is no longer necessary for the SMEI to retain such data;

  • The right to object to data being held for marketing purposes (where applicable).

  • The right to restrict the processing of personal data, i.e. SMEI can store the data but not process it;

  • The right of erasure whereby you request the SMEI to delete your data;

  • The right for your data not to be held by automated means: you can request human intervention;

  • The right to data portability i.e. request that the data controller provide you with your personal data and where possible, to transmit that data directly to another data controller,

  • The right to lodge a complaint with the Data Protection Commissioner.

10. Further processing

If we wish to use your personal data for a new purpose, not covered by this Data Privacy Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to any new processing.

Board of Trustees
Society for Music Education in Ireland, May 2018