Policies | Young Voices

Young Voices UK is a registered company (number 03830893 registered in England and Wales. Young Voices also has a related charity the Young Voices Foundation (charity number 1137635) and all data processed by the charity is controlled by Young Voices UK.

Who are we?

Young Voices UK stages the largest children's choir concerts in the world. Over 2 million children have taken part in a Young Voices concert and we believe passionately in inspiring the next generation to find their love for music. We want to maintain the trust and confidence of our audience, schools and supporters as well as visitors to our website by ensuring you fully understand the way that we use your data.

Our Privacy Policy gives you detailed information on when and why we collect your personal information, how we use it, how we keep it secure and how long we keep it for. It also explains how you can control the data we hold, including how to update your information when it changes.

Any information you provide us with helps us to deliver a more personalised experience to schools and audiences

If you receive an email from us

All our emails and attachments are confidential and the subject of legal, professional or other privilege and are intended solely for the individual or entity to whom they are addressed. If you have received any emails in error you should take no action based on their contents except to reply to the sent email highlighting the error. If you are not the intended recipient of our emails, you are notified that disclosing, copying, distributing or taking any action in reliance on the contents of this information is strictly prohibited. Young Voices (UK) Ltd cannot accept any responsibility for the accuracy or completeness of any emailed messages as they have been transmitted over a public network. If you suspect that the content may have been intercepted or amended, please contact the sender immediately.

Some emails may also come from our sister company, Young Voices International Ltd. This is a company registered in England under Company Number: 08308223, YOUNG VOICES INTERNATIONAL LIMITED, GROVE MEWS, 1 CORONATION ROAD, BIRCHGROVE. CARDIFF UNITED KINGDOM CF14 4QY and the same policy statements, as appear in the paragraph directly above, apply to all emails form this entity.

How do we collect personal information?

When you engage with us as a school, parent or individual, we collect your information. This could be when you purchase a concert registration or a workshop registration, buy a Concert Video, or apply to the YV Foundation grants scheme or sign up to our mailing list. These interactions may occur online, in person or over the phone.

We may also collect information from publicly available sources as part of our marketing practice. This may include obtaining information from individuals working on our behalf such as our staff and partner organisations.

Detailed list of how we collect data

1. When you create a Teacher Centre account on our website at www.youngvoices.co.uk. Your account allows you to do the following:

Purchase Concert Registrations
Purchase YV Teacher Workshop places
Purchase parent tickets
Purchase T-Shirts and other merchandise
Join our Teacher Community (otherwise known as Yammer)
Update your communication preferences
2. When you interact with us in person to:

Purchase Concert Registrations
Purchase YV Teacher Workshop places
Purchase parent tickets
Purchase T-Shirts and other merchandise
Sign up to our mailing list
Join our Teacher Community (otherwise known as Yammer)
Make a general query
Update your communication preferences
3. When you contact us by phone to:

Purchase Concert Registrations
Purchase YV Teacher Workshop places
Purchase parent tickets
Purchase T-Shirts and other merchandise
5. When you email us with any information relevant to your concert or workshop registration, including:

Access requirements for your choir or audience members
Dietary requirements for teacher workshops
6. When you visit our website:

Through your IP address given to us by your browser
Through cookies - see our policy here https://www.youngvoices.co.uk/cookiepolicy
8. Via Social Media

From may collect some personal data (name, address, phone number, Purchase Order details) when you approach us for customer support through social media. We also collect and track anonymised data on our social media audiences to better understand the ‘groups’ of people who engage with us online. We use this to ensure we engage with audiences and groups of people who are new to us.

9. Via publicly available information such

Google
Companies House
Charities Commission
School Websites
Information published in articles / newspapers
We may collect any of this information from a person working on your behalf with your consent such as a personal assistant.

What types of information do we collect and where from?

We only collect information that’s necessary to carry out our business or to deliver our charitable objectives. The more ways you engage with us as an organisation, the more data we will require in order to provide the necessary services required. There are occasions where you can choose to not provide us with the information we require, but this will then impact the service we are able to provide.

More details

Prefix and full name
Email address
Billing address
Phone number
Delivery address
Access requirements
Dietary requirements
Contact preferences
Emergency contact details
Job information
This is not an exhaustive list and we may retain different types of information for different individuals based on the service we are providing. For information on how long we retain your data for, refer to the ‘how we protect data’ section of this policy.
We also keep a record of your interactions with us in our database, such as what concerts you have registered to attend, when you have had an active teacher centre membership, any projects you may have participated in or supported and whether you have received, opened or clicked through any emails we may have sent.
We also may collect an automatically populated IP address when you use our website or email service. This public IP address is a unique number which allows a computer, group of computers or other internet connected device to browse the internet. The log file records the time and date of your visit, the pages that were requested, the referring website (if provided) and your internet browser version. This information is collected to help diagnose and manage the website, to audit the geographical make-up of users, and to establish how they have arrived at the website.
We do use cookies which retain information about your online behaviour, preferences and settings. For more information, please refer to our cookie policy.
Third Parties

We may also obtain your data from third parties, such as organisations with which we enter into a partnership. These organisations should not pass on your data to us without your knowledge and only if it is required in the performance of a contract. The third party will require your permission in order to share your data with us for marketing purposes and we will always notify you within 30 days of receipt of your data. You should check their Privacy Policy when you provide your information to understand fully how they will process and safeguard your data.
Social Media

Depending on your settings or the privacy policies for social media services like Facebook, Instagram or Twitter, you may give us permission to access information from those accounts or services, such as your behaviour on these services and across our site. The majority of this behaviour is anonymised. For more information on how to control your privacy settings for these services, go to the following links:
Facebook - Privacy Policy
Twitter - Privacy Policy
YouTube - Privacy Policy
Yammer (Teacher Community) - Privacy Policy
Campaign Monitor Privacy Policy
Information Available Publicly

We may collect information such as job history, school, locality from places such as Companies House, Google and information that has been published in articles / newspapers.
Why do we collect your personal information and how do we use it?

The main way we use your information is to provide the services you’ve requested. We also use your information to help us better understand our school’s needs and to inform you about Young Voices news. We will only contact you electronically about non-contractually related information when we have your consent to do so.

In more detail, we collect your information

To carry out our business and to provide a service or carry out a contract with you:
To fulfil ticket, merchandise and other concert or workshop related requests.
To invite you to events or teacher workshops.
Process payments. Please note that Young Voices does not store any credit card or other payment information once the transaction has been completed.
Provide the best possible customer services and to help us with internal administration.
Contact you with important information relating to your booking or purchase, such as confirming your order, reminding you of an upcoming deadline or letting you know about music changes or helpful information for your concert.
Where we have your consent to:
Send you updates via email about concert registrations, teacher workshops or teacher offers, and news
Advertise via digital advertising platforms about concert registrations, offers and news
Share your details with other organisations. These organisations should contact you to let you know how they collected your data and to check that you’re happy to hear from them. You will always be able to opt out of their communications by contacting them directly.
Where we have legitimate interest to:
Learn about your interests and preferences so that we can contact you with information that is relevant to you.
Help us target our marketing communications and adverts so that they’re more relevant to you.
Use your pseudonymised details to show you advertising on such Social Media platforms as Facebook and Instagram or via other third party advertising that may appear on other websites you use. The information shared with these platforms is pseudonymised to protect your personal data.
Classify our schools into groups or segments, using registration and publicly available information. These segments help us to understand our customers better and ensure we’re sending relevant messages to each group. We may use third party processors to help achieve this.
Measure and understand how our schools respond to a variety of marketing activity so we can ensure our activity is well targeted, relevant and effective.
Analyse and continually improve the services we offer including our artistic output, our website and our other products.
Ensure we are maximising our ticket sales wherever possible.
Help us run the test version of our website and CRM system that we use internally to pilot new features and ensure the smooth running of our customer services.
Who do we share your information with?

Young Voices will never share your personal information to any third parties for marketing purposes without your prior consent. We will ask for your consent to share personal information with organisations we might collaborate on with research and other relevant organisations that we think may be of interest to our teachers,. These requests will be specific to the individual organisation so that your consent decision is informed.

We make sure anyone who provides a service for the Young Voices enters into an agreement with us and meets our standards for data security. They will not use your data for anything other than the clearly defined purpose relating to the service that they are providing

Examples of Data we may share

Name on card, credit card number, billing address, CVV amount of transaction and order number with Realex and Worldpay Payment Gateways in order to process credit card transactions.
Name and email address with Campaign Monitor in order to produce e-marketing campaigns.
Venue box offices where a school has ordered tickets through us so that the box office can post your tickets to you. The box offices only have access to school addresses and in some cases email address where e-tickets are requested and do not have access to any other personal information. They do not use this information for any other purpose.
Merchandise companies where a school or individual has ordered t-shirts or DVDs through us so that they can post your items to you. They do not use this information for any other purpose.
Named third party organisations if you ticked the relevant opt-in box when you purchased tickets. In these instances, we may supply your personal information to that specific organisation only
We will only supply full name and email address in these data shares and only with your consent
Innovate Live LTD (Company Number: 11742218) who developed our Concert Video platform but they will not use this data for any other purpose than to process your order.
Third party advertisers (such as Facebook or Google) to help us identify customers similar to our audience or to serve adverts they deem relevant to you on third party websites. The information shared with these advertisers is pseudonymised to protect your personal data.
Young Voices is not responsible for the privacy notices and practices of other websites and recommends that you check the policy of each website you visit and contact its owner or the Data team if you have any concerns or questions.

Despite all our precautions, no data transmission over the internet is 100% secure. So, we cannot guarantee the security of any information which you disclose to us and so wish to draw your attention to the fact that you do so at your own risk.

How do we protect your data?

Young Voices is committed to protecting the personal information you entrust to us. We adopt robust and appropriate technologies and policies, so the information we have about you is protected from unauthorised access and improper use e.g. your online account is encrypted and our own network is protected.

More information

As part of the services offered to you through the Young Voices website, the personal information you provide may be transferred to countries outside the European Economic Area (EEA). By way of example, this may happen if any of the computer servers used to host the website are located in a country outside of the EEA. If Young Voices transfers your personal information outside of the EEA in this way, we will take steps to ensure that your privacy rights continue to be protected as outlined in this privacy notice.
Young Voices may transfer your data to the USA to organisations such as Facebook, Google or Mailchimp. The USA has weaker data protection laws than that of the EEA and therefore we will ensure that only organisations who are a part of the EU privacy shield initiative will handle your personal information. More details on this certification can be found at www.privacyshield.gov/welcome
We will keep your information only for as long as is reasonably necessary for the purposes set out in this privacy notice and to fulfil our legal obligations. We will not keep more information than we need. The retention period will vary according to the purpose, for example if purchasing a DVD only, we will typically keep your data for up to ten years from the date of your last point of engagement whereas if you have become a schools that performs at Young Voices, we will hold your details indefinitely. For further information about how long we will keep your information, please contact the Data Team using the contact details outlined in this notice.
If you ask us to stop sending direct marketing communications to you, we will retain the information required (e.g. name, address or email address) to ensure we adhere with such requests.

What are your rights?

You should find it easy to access and amend the personal information that we hold on you, or request that we stop contacting you. It’s your data and we want to make sure you feel in control of it.

More information on your rights

If you have a Teacher Centre account with us, you can amend your personal details and email contact preferences at any time. Simply sign in to the Teacher Centre.

Or, if you prefer, you can contact us by phoning, emailing, or writing using our contact details below.

Every email we send to you will include details on how to change your communications preferences or unsubscribe from future communications.

You can request full details of personal information we hold about you under the Data Protection Act 2018, The General Data Protection Regulation by contacting us by email. Please send a description of the information you would like to see, together with proof of your identity to [email protected].

At any time you have the right to ask Young Voices to amend or to stop how it uses your personal information including for marketing purposes. You can do this by signing in to the website and accessing your teacher account details or if you don’t have an account or if you prefer to, you can contact us by phoning, emailing or writing using our contact details below.

You have the right to get information held about you by us corrected. If you have any concern about the accuracy of your personal data or if you would like us to remove the personal information we hold about you, please contact us:

By email: [email protected] By phone: +44 (0)29 2069 1999 By post: Young Voices, Grove Mews. 1 Coronation Road. Birchgrove, Cardiff. CF14 4QY

You also have the right to lodge a complaint with the supervisory authority, The Information Commissioner’s Office – www.ico.org.uk

Data Collection

YV is committed to protecting your privacy. Under this Act it is the policy of Young Voices that all information collected must be dealt with properly and securely regardless of how it is collected, recorded, and used either on paper, in a computer, or recorded on other material.

YV regards the lawful and correct treatment of personal information as very important to the successful and efficient performance of its functions, and to maintain confidence between those with whom we deal.

YV reserves the right to change this policy from time to time with information relevant to our ever-changing business.

YV uses an email service that tracks whether you open our emails and or click any links, Your IP address and Location when opening is also recorded. YV does not utilise the IP or location information in any way.

How do I find further information?

Further information on data protection regulations and laws can be found here:
Data Protection: https://ico.org.uk/for-the-public