1. About this privacy notice

Sound Voice is committed to keeping your personal data safe, and to be transparent about how we will use it. This privacy notice tells you what we will do with your personal information when you engage with us.

This notice was last updated on 23 September 2020.

2. Who we are

Sound Voice is an arts, healthcare and technology project bridging biomedical research in voice restoration with opera. The project brings together people with lived experience of voice loss to work with world class artists, academics, technology, healthcare and medical professionals to create an opera exploring the voice and identity. We run a series of creative workshops and performance events for people connected with voice loss, taking place online, in hospitals, in universities and in arts venues across the UK.

Sound Voice is a project delivered in collaboration with Shout at Cancer, the controller for the personal information we process, unless otherwise stated. Shout at Cancer is a charity dedicated to helping people rebuild their lives after laryngectomy.

• Our office address is 18b Alexandra Place NW8 0DR. London, UK.
• Our contact number is (+44) 7879 392 005
• Our contact email is info@shoutatcancer.org
• Our registered charity number is 1163063 and our registered company number is 09555249

3. How do we get information?

Most of the personal information we process is provided to us directly by you for one of the following reasons:

• You are a participant or performer in our workshops
• You help fund our activities as an individual or as part of an organisation
• You visit our website
• You engage with our organisation as a professional or a business

4. Your data protection rights

Under data protection law, you have rights that we need to make you aware of. the rights available to you depend on our reason for processing your information.

4.1. Your right of access

Under The General Data Protection Regulation, you have a right to:

• ask for a copy of the information we hold about you and to have any inaccuracies in your information corrected.
• make a complaint. If you have a complaint please contact Sound Voice first by email, post or phone. You also a right to complain to the ICO. Please visit ico.org.uk
• request that we delete or remove the data we hold about you if: you think that our purposes for processing the data no longer apply; or have withdrawn your consent to our using it and your consent was our lawful basis for processing it; where you consider that our legitimate interests in processing your data do not or no longer apply; or if you think we have processed your data unlawfully
• request that we stop using your data for marketing purposes
• request restriction of how we process your personal data, which allows you to suspend our use of your data if you: want to ensure the accuracy of your data; want to establish the lawfulness of our use of your data but do not want us to delete it; want us to retain your data beyond the point we require it for the purpose we obtained it for; you have requested that we stop processing your data whilst our legitimate interests are balanced against your individual interests

Sound Voice will do everything within its reach to ensure your personal data is safe. If you have queries or concerns, please contact us at info@soundvoice.org and we’ll respond in a timely manner. If you remain dissatisfied, you can make a complaint about the way we process your personal information to the Information Commissioner’s Office at https://ico.org.uk/make-a-complaint.

You can find more details about how your data is regulated by visiting https://ico.org.uk/for-the-public.

5. Sharing your information

We will not share your information with any third parties for the purposes of direct marketing.

If you are a participant or performer in one of our workshops, performances or other activities, we may share your personal data, not including special category data, with organisations with whom we partner to deliver our services.

We use data processors who are third parties who provide elements of services for us, for example, our email and website hosting providers. They cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct.

In some circumstances we are legally required to share information. For example, under a court order. In that case, we’ll satisfy ourselves that we have a lawful basis on which to share the information and document our decision-making.

6. Links to other websites

Where we provide links to websites of other organisations, this privacy notice does not cover how that organisation processes personal information. We encourage you to read the privacy notices on the other websites you visit.

7. Your right to complain

Sound Voice will do everything within its reach to ensure your personal data is safe. If you have queries or concerns, please contact us at info@soundvoice.org and we’ll respond. If you remain dissatisfied, you can make a complaint about the way we process your personal information to the Information Commissioner’s Office at https://ico.org.uk/make-a-complaint.

8. The data that we collect when you communicate with us

8.1. Calling us on the phone

When you call us, a member of our staff might make a note of your contact details if you decide to leave a message for another member of staff. This information might be added by our staff to our internal contact database, where we store your personal data securely.

8.2. Emailing us

Emails sent to or from @soundvoice.org accounts are stored in servers run by SiteGround, a company based in the United Kingdom. You can read SiteGround’s privacy policy at https://www.siteground.co.uk/privacy.htm.

Sound Voice does not use its email server to send mass emails, but during its email interactions with individuals, Sound Voice staff might give them the opportunity to sign up to further electronic communications by signposting them to the relevant subscription links.

8.4. Visitors to our website

Sound Voice operates the website www.soundvoice.org. This site is designed in WordPress using the Elementor plugin. . You can read about WordPress at https://en-gb.wordpress.org/about/privacy/ and about Elementor at https://elementor.com/privacy-policy/.

The website uses cookies to optimise the experience of users. According to the Information Commissioner’s Office, ‘a cookie is a small file of letters and numbers that is downloaded on to your computer when you visit a website. Cookies are used by many websites and can do a number of things, eg remembering your preferences, recording what you have put in your shopping basket, and counting the number of people looking at a website.’ You can read about cookies at https://ico.org.uk/for-the-public/online/cookies.

The website uses a third-party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. This allows us to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make any attempt to find out the identities of those visiting our website

9. How we use your data

As a general rule, we will only collect as much personal data as is strictly necessary to carry out our activities. We will store it securely, ensure that it is only accessed by authorised Sound Voice staff, and we will not share it with any unauthorised third parties.

We will only hold your personal data for as long as it is strictly necessary to carry out our activities, or as long as we are required to do so by law. We will regularly review the personal data that we hold to ensure that it is still relevant and necessary.

9.1. If you are a participant or performer in one of our workshops, performances or other activities:

We will collect personal and contact information that will allow us to stay in touch with you, as well as some demographic information that we will anonymise to report back to our funders.

We collect feedback from you about our activities and their impact on you. We will anonymise this data and use it to report back to our funders.

During and after workshops, performances and other activities, we will collect data for attendance, participation and incident reports. These will be stored securely and accessed by authorised Sound Voice staff, to help them deliver the best possible experience for our participants and performers, and reporting about activities. This data may be shared with organisations with whom we partner to deliver our services.

Additionally, with your consent, we will produce, store and publicly use photos and videos in which you may be recognisable. We will use these to document and promote the work of Sound Voice.

We will only use the above information when you have consented for us to do so, and you may withdraw your consent at any time by getting in touch with us by email or post. We will regularly review the personal data we possess, to ensure that it is still required. If not, we will delete it.

9.2. If you help fund our activities as an individual or as part of an organisation:

We will collect some personal data that will allow us to contact you regarding your donation, and we will store financial records as required by law. You will only receive our e-bulletins and other marketing emails if you actively subscribe to them.

We will process your personal data either because we have your consent to do so, because we are engaged in a contractual relationship, or because we have a genuine and legitimate reason to do so, and we are not harming any of your rights and interests.

9.3. If you engage with Sound Voice as a professional or a business:

We may hold some personal information required to conduct our activities. We will store this information in our office servers or our email servers, and we will no share it with any unauthorised third parties.

We will process your personal data because we have a genuine and legitimate reason to do so, and ensure we are not harming any of your rights and interests.