We will also tell you how and why we collect your personal info, your rights and choices when it comes to these details, as well as the steps we take to keep it secure and confidential.
The data controller is Playlist for Life (referred to in this policy as “we”, “us” or “our”).
We want you to be confident that the personal information you give us is safe and secure with us, and understand how we use it to enable you to undertake our e-learning.
- the personal information we collect;
- how and why we collect and use your personal information;
- why we process your personal information;
- when and why we will disclose your personal information to other organisations;
- the rights and choices you have when it comes to your personal information;
- the steps we take to ensure your information is kept secure and confidential;
- how long we will hold your information for; and
- how to contact us.
2. Personal information we collect
When you register for Playlist for Life’s training you must provide us with your name and your email address.
If you are undertaking our training through an organisation that has partnered with Playlist for Life (for example, a care home, a community group, or an educational establishment) then your organisation may have provided us with your name and email address as part of an agreement with us to supply you with access to our Site. In that case we will also store the name and contact details of the organisation that you are associated with.
When you use our Site we will record your progress through the training, including the date and time that you signed up to our e-learning, the stage of the e-learning you have currently reached, and the date and time that you last accessed the Site.
When you complete our training you will be asked to choose a small number of songs that would be on your Playlist for Life and record the reasons for those choices. You may enter any information you like as part of this question. We will store your responses to this question.
When you visit our Site we may collect information about any devices you have used to access our Site (including your IP address, browser type and mobile device identifiers).
3. How we collect and use your personal information
This section explains how we collect and use your personal information.
3.1. Using our e-learning: when you register as an individual
When you register as an individual we collect your name and email address. We use this to allow you to access our Site securely and to record your progress through the e-learning.
3.2. Using our e-learning: when you are part of an organisation
Playlist for Life partners with various organisations to train their staff, volunteers, students, or associates. If you are associated with an organisation that has partnered with us in this way, they will provide us with your name and email address. We use this to allow you to access our Site securely and to record your progress through the e-learning.
3.3. Internal reporting, insight and analysis
We may also use the personal information referred to in this section to generate aggregated data for the purposes of internal reporting, insight and analysis, enabling us to improve our Site and our e-learning model. Where necessary this exercise may be carried out on our behalf by a third party – please see section 6 below.
3.4. Contacting you
We may also use your email address and any other contact information you choose to supply us in order to contact you to tell you about any updates or issues with the e-learning website or to reply to any communications that you have sent to us. We want to be able to help you so we use personal data to provide clarification or assistance in response to your communications.
We will periodically review your personal information to ensure that we do not keep it for longer than is permitted by law (see section 10 below).
4. Why do we process your personal information?
We will only collect and use your personal information (as described in sections 2 and 3) in accordance with data protection laws. Our grounds for processing your personal information are as follows:
Legitimate Interests: we use and process your personal information where we have sensible and legitimate business grounds for doing so. Under European privacy laws there is a concept of “legitimate interests” as a justification for processing your personal information. Our legitimate interests for processing your personal information are:
- to enable you to access and use the Site;
- to record your progress through our e-learning;
- to communicate with you about your use of the our e-learning. For example, sending you a certificate when you complete our e-learning, resolving any technical issues you have about accessing our site, or answering any other questions you have in regard to our e-learning or our Site.
- to improve our Site. We may use your personal information to help us understand how you use our e-learning in order to improve our Site or our e-learning model.
You have a right to object to our use of your personal information for these legitimate interests (see section 7 below).
5. Use of children’s personal information
We do not knowingly collect or store any personal information about children under the age of 16. If you are aged under 16 please get your parent or guardian’s permission before you provide any personal information to us.
6. Disclosure of your personal information to other organisations
The personal information that we collect when you use our Site is confidential. We may disclose your personal information to a third party in the following circumstances:
6.1. Our service providers: as described in section 3 above, and for the purposes of providing our service and enabling your interaction with the Site. These include:
6.1.1. Yusho Ltd: our Site is developed and supported by Yusho Ltd. We will pass your details to them in order for them to administer the site, investigate technical issues, and respond to any technical queries and support requests that you raise about your use of the Site.
6.1.2. Amazon: our Site is hosted on servers owned by Amazon and uses technology supplied by Amazon Web Services in order to operate. We pass your details to Amazon in order to enable you to use our Site.
Our service partners are under contract to us and are not permitted to use your personal information for any purpose other than providing the services they are contracted to provide. In particular, our service partners are not permitted to use your personal information for their own marketing purposes unless you have consented to receive marketing from them on another site. We will never ask for your permission to do this on our Site.
6.2. Our organisational partners: if you have been given access to our e-learning through one of our organisational partners (such as a care home, a community group or an educational establishment) then that organisation will have access to information regarding your progress through the e-learning. They will be able to see when you signed up, which modules you have completed, and the date and time you last completed a module.
6.3. If required or permitted to do so by law;
6.4. If required to do so by any court, the Financial Conduct Authority or any other applicable regulatory, compliance, governmental or law enforcement agency;
6.5. If necessary in connection with legal proceedings or potential legal proceedings;
7. Your information rights and responsibilities
7.1. You have the following rights in relation to the information we hold about you:
7.1.1. Right to correct: the right to have your personal information rectified if it is inaccurate or incomplete;
7.1.2. Right to erase: the right to request that we delete or remove your personal information from our systems;
7.1.3. Right to restrict our use of your information: the right to ‘block’ us from using your personal information or limit the way in which we can use it;
7.1.4. Right to data portability: the right to request that we move, copy or transfer your personal information;
7.1.5. Right to object: the right to object to our use of your personal information including where we use it for our legitimate interests, or where we use your personal information to carry out profiling to inform our market research and user demographics. If you raise an objection we will stop processing your personal information unless very exceptional circumstances apply, in which case we will let you know why we’re continuing to process your personal information.
We will use all reasonable efforts consistent with our legal duty to provide you with your rights in accordance with data protection legislation.
7.3. If you’re not satisfied with the way any complaint you make in relation to your personal information is handled by us then you may be able to refer your complaint to the relevant data protection regulator. In the UK, this is the Information Commissioner’s Office.
8.3. The majority of web browsers automatically enable cookies as a default setting. To stop cookies being stored on your computer in future, you’ll need to alter the settings of your internet browser. You can find instructions on how to do this by clicking ‘Help’ in the menu bar, or following the browser-by-browser instructions from AboutCookies.org.
8.4 If you want to delete any cookies already on your computer, you’ll need to locate the file or directory that your computer stores them in. Please note that by deleting our cookies or disabling future cookies you may not be able to login to our Site. Further information on deleting or controlling cookies is available at AboutCookies.org.
8.5 This section details the cookies we use. We try to ensure this list is always up to date, but it is possible that the services we use may make changes to their cookie names and purposes and we may not be able to reflect these changes in this policy straightaway.
Cookie name: Laravel_session
What does it do? It records the fact that you are logged into our e-learning Site and allows you to stay logged in while you move from page to page within the Site.
Is it necessary? Yes. If you do not allow this cookie you will not be able to log into the e-learning site.
9. Keeping your personal information secure
9.1. Keeping information about you secure is very important to us so we store and process your personal information in accordance with the high standards required under data protection legislation. From time to time and for operational reasons the personal information we collect from you may be transferred to and stored in countries outside of the European Economic Area (“EEA”). Your information may also be processed by some of our service providers which operate outside the EEA. Different countries have different data protection and security laws and some of these do not offer the same level of protection as you enjoy under UK data protection legislation. However, when we appoint our service providers to help us provide products and services to you (which may include some based in the USA), we take care to ensure that they have appropriate security measures in place.
9.2. We do our best to keep the information you disclose to us secure. However, we can’t guarantee its security. By using our Site you accept the inherent risks of providing information online and will not hold us responsible for any breach of security.
10. How long do we keep your personal information?
The Playlist for Life e-learning is designed to help you understand how to use music to help people with dementia. We recognise that after undertaking the e-learning you may wish to return to it at a later date in order to refresh your memory. We will, therefore, keep you registered on the system indefinitely or until you ask us to delete your personal information.
11.How to contact us
If you have any queries relating to our use of your personal information or any other related data protection questions, please contact us at DataProtection@playlistforlife.org.uk or write to us at Playlist for Life, Govanhill Workspace, 69 Dixon Road, Glasgow G42 8AT.