Privacy policy

Cedar West Studio is committed to protecting and respecting your privacy. We take your privacy very seriously and it is important to us that you can use and enjoy our website and services without having to compromise your privacy in any way. Cedar West Studio is entered in the Information Commissioner’s Register of Data Controllers.
This privacy policy (together with our terms of use) sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it. By visiting Cedar West Studio online or in person,  you are accepting and consenting to the practices described in this policy. This policy applies to information we collect about people who use our services and our website.
For the purpose of data protection legislation (which includes the Data Protection Act 1998, the General Data Protection Regulation (GDPR) and any other subsequent data protection legislation in force from time to time)), the data controller is Matthew Humphrys, 42 Western Avenue, Birstall. WF17 0PF.

Information we collect about you

When you use our website
Like most websites, there is certain information that is automatically tracked by the internet service provider, including the website you just came from, which URL you go to next, the browser you are using and any searches you have done. This information is used for internal purposes to monitor activity on the website only and is kept in a form which does not identify individuals.
We also collect information from you through our website when:
you complete our on-line forms or when you provide personal information in the recruitment section of the website;in contacting us, including any attachments you send, which in sending you give us explicit consent to retain and review.
you book and/or pay for the events services that we provide; and
you complete any “contact us” forms or claim forms.
The information collected may include; your name and job title, datea of birth, contact information including email address, national insurance numbertelephone number, photograph, song or video file and, and other information relevant to your enquiry.
When you become a client by any other method
We will need to collect information in order to provide our service to you.
The information collected may include; name, date of birth and job title. Data of birth, contact information including email address, national insurance numberbank details, credit card details or, other information relevant to your matter (which may include sensitive category data if you choose to provide it).
Telephone Calls/Emails

At present we do not record telephone calls made to us, though we reserve the right to do so in the future monitor and or record telephone calls subject to and in accordance with law. All legal contracts and agreements are made in writing either by email or contract. Records shall be kept retained as conclusive proof of instructions given or alleged to have been given in the event of a dispute. Any information or any such recordings are subject to disclosure under the data protection legislation.

How will we use the information we collect?

The information you provide to us will be used for the following reasons:
to manage our relationship with you and our clients
to provide you with the best service possible
to improve our services
provide information relating to us if you indicate that you want to receive marketing material or similar communications
provide aggregate information and statistics for the purposes of monitoring website usage in order to help Cedar West Studio develop their Website and services. These statistics will not include information that can be used to identify any individual

CCTV, Video Recording and Photographs
On occasion you may request that we photograph or video record you at our premises. These videos will then be shared in public on platforms such as YouTube for your and our promotion. We will usually upload these videos and photographs to your own social media channels, thereby giving you full control over them. You give us permission to use your images in our own promotion. We may save the videos and photographs made on our computer systems for data integrity/backup purposes and post such content on our website or our own social media channels.
Cedar West Studio is protected by CCTV, externally and internally for crime prevention purposes. The data is stored for one month on the servers of Nest and Canary under encrypted, password protected methods, after which it is automatically deleted. If any data is saved from these recordings by Cedar West Studio (for training, promotional or legal reasons) it is held in an encrypted folder so that no third parties can access it and may be passed to the Police if legal proceedings are commenced, for example if a crime has been committed on the premises. We will never release any recordings on any public platform without your explicit consent.

Payments

Normally clients choose to pay by cash on the day, but when paying by card we do not keep your card details.  The card processor we use is Sumup and you can use contactless, chip and pin or pay by text link.
How long do we keep your data?

We will retain records after our business relationship has ended until such time as we no longer have a need to retain it. Due to the making of original song material, where this is either wholly owned by Cedar West Studio or jointly owned between you and Cedar West Studio the data will be retained as it is important to keep records into the future to allow all parties involved to receive appropriate payment for the use of original music and in effect Cedar West Studio is a joint data owner.

Where data is processed solely for marketing purposes, any information we use for this purpose will be kept until you notify us that you no longer wish to receive this information.

Sensitive Personal Data

It may benefit you to notify us of any health condition or disability you have so that we are aware of these conditions and how they affect you. This will allow us to take any reasonable steps to accommodate specific needs or requirements you have when providing our services to you. This type of information is known under the law as ‘special category information’ (or ‘sensitive personal data’). We may also need you to provide us with this type data in order to provide our service to you. We will only share this type of data where it is necessary to progress your legal matter or with your specific consent.

When do we share your information?
We reserve the right to pass any or all of your personal information to the police or any other relevant body for the purposes of crime protection or prevention or for any purpose associated with your misuse, or suspected misuse of the website or in relation to any legal proceedings or prospective legal proceedings. We may also disclose any or all of your personal information to our auditors for audit purposes from time to time. We will share relevant personal information with third party service providers such as personal stylists, mastering engineers, photographers etc. in order to manage any artist development programme or other service you are undertaking/ or instructions you have given us in this regard. or other organisations with whom we are jointly organising an event such as a legal seminar.
Third parties may process information on our behalf, such as our IT service providers, and will have incidental access to your information. If you are an artist, some of your information may be public on our website.
Independent suppliers, such as experts, Counsel, enquiry agents and costs draftsmen, who may handle your information as our client in the course of legal proceedings are required to respect and preserve as confidential your personal information. If you are a client of the firm, please see your client care letter and terms of business for further details of third parties to whom we may disclose your personal information.
The personal data that we collect from you may be transferred to, and stored at, a destination outside the European Area (EEA). Where this is necessary we will put in place appropriate protection to make sure your personal data remains adequately protected.
How do we protect your personal data?

We take the security and protection of your personal data very seriously and have a number of technical and organisational measures in place to ensure that your data is protected at all times. For instance, every hard drive used to store your data, including emails/song files, photographs etc. is encrypted and if the computer is stolen, cannot be accessed by a third party. Furthermore, a virtual private network (VPN) is used to access the internet, thereby encrypting communication over the internet where files are sent to third parties for example, or we communicate with you by email.

The computer systems are kept within a locked studio with high quality security systems in place.

We regularly employ forensic grade deletion software to erase any remaining free space and internet traces that may otherwise remain with your data on from our hard-drives so that data we delete cannot be recovered. This ensures that your data is not only secure whilst it is with us (on encrypted hard drives) but when we do delete it, the data is removed permanently. This same technology is also employed on mobile phones used by the company.

Marketing

You can ask us to stop sending you marketing material at any time by writing to our marketing department at 42 Western Avenue, Birstall. WF17 0PF or by email record@cedarwest.studio. Please specify whether you wish to stop receiving e-newsletters/bulletins or details of our seminars or both.

Your Rights

Under data protection legislation, you have several rights regarding the use of your personal data, as follows:

The Right of Confirmation and Access

As a data subject you have the right to obtain confirmation from the data controller as to whether or not personal data concerning you is being processed. You also have the right to obtain from us free information about your personal data stored at any time and a copy of this information. Furthermore, you have the right to obtain information as to whether personal data is transferred to a third country or to an international organisation. Where this is the case, you also have the right to be informed of the appropriate safeguards relating to the transfer.

Right to Rectification and Erasure (Right to be Forgotten)

You have the right to ask us to rectify inaccurate data or to complete any incomplete personal data that we hold.

You have the right to ask us to erase your personal data without delay where one of the statutory grounds applies, so long as the processing is not necessary. If you request us to erase your personal data then this means that our business relationship will end as we cannot provide our service without processing your data. We will not erase data relating to songs unless we choose to do so where we either fully or part own this data and will therefore retain the right to send these songs to third parties for promotion/publishing/sync opportunities.

Right of Restriction of Processing/Right to Object

You have the right to restrict the processing of your personal data under certain circumstances, including if you have contested its accuracy and while this is being verified by us, or if you have objected to its processing and while we are considering whether we have legitimate grounds to continue to do so. You have the right to object, on grounds relating to your particular situation, at any time, to the processing of personal data concerning you.

Right of Data Portability

You also have the right for certain data you have given us to be provided to you in a structured and commonly used electronic format (for example, a Microsoft Excel file), so that you can move, copy or transfer this data easily to another data controller. You may also request that we transmit this data directly to another organisation where it is practical for us to do so. Where we own the data (such as song files/audio recordings) this does not apply, but we will work with you if you make a request of this nature.

Automated individual decision-making, including profiling

You have the right not to be subjected to a decision based solely on automated processing, including profiling. We do not process any personal data in this way.

Data protection for Employment and Recruitment Procedures

Details of how we process data for recruitment or employment procedures are covered separately and will be provided to applicants/employees as part of the HR process.We do not process personal data in this way.

How to exercise your Rights

If you wish to contact us in respect of any of the Rights described above, please get in touch with our Data Protection Officer, Telephone: [insert telephone number],07450 966920 Email: record@cedarwest.studio[insert email address] o or 42 Western Avenue, Birstall. WF17 0PF[add address].. We will respond to your request free of charge and usually within one month and will charge a reasonable admin fee where allowed by law to provide you with the data requested..

How to complain about the use of your data
If you wish to raise a complaint about how we have handled your personal data, including in relation to any of the rights outlined above, you can contact us on the details below at the start of this notice and we will investigate the matter for you.

If you are not satisfied with our response, or believe we are processing your data unfairly or unlawfully, you can complain to the Supervisory Authority – Information Commissioner’s Office (ICO), Wycliffe House, Water Lane, Wimslow, Cheshire, SK9 5AF. You can find further information about the ICO and their complaints procedure here: https://ico.org.uk/concerns/

This notice was last updated on 12/05/2018. We may change this notice by updating this page to reflect changes in the law or our privacy practices. However, we will not use your Personal Data in any new ways without your consent. The most up to date version of the notice can be viewed on our website www.cedarwest.studio