Musical Dots Website Privacy Policy

At Musical Dots we’re committed to protecting and respecting your privacy.

This Policy (together with our Terms of Use and other documents referred to in it) explains when and why we collect personal information about people who visit our website, how we use your personal information, the conditions under which we may disclose it to others and how we keep it secure. For the purposes of data protection legislation, we are the controller of this personal information. This means that we determine the purposes and means of processing of this personal information. Please read the following information carefully to understand how we collect and use your personal data.

We may change this Policy from time to time so please check this page occasionally to ensure that you’re happy with any changes. By using our website, you’re agreeing to be bound by this Policy.

Any questions regarding this Policy and our privacy practices should be sent by email to Anna Gilthorpe and musicaldots@musicaldots.co.uk.

Contact Details

Our full details are:

Musical Dots Limited (CRN: 10346858)

Anna Gilthorpe, Co-creator and Co-CEO.

Email address: musicaldots@musicaldots.co.uk

Postal address:

49 Cedar Avenue 

Barnet 

Hertfordshire

United Kingdom 

EN4 8DX

Telephone number: 07825 235 504

You have the right to make a complaint about how we collect or use your personal data at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance. musicaldots@musicaldots.co.uk.

The Website

This website and its owners take a proactive approach to user privacy and ensure the necessary steps are taken to protect the privacy of its users throughout their visiting experience. This website complies with all UK national laws and requirements for user privacy. This website may use cookies, please see our cookies policy for more information about the cookies we use, whether the cookies collect any personal data and the purpose of those cookies.

Personal Information

What is Personal Information?

We consider the following to be personal information which we will collect about you (should you choose to submit it) during your use of our site: your name, e-mail address, date of birth, address. All your Personal information is treated confidentially by us, kept to a minimum and only used in accordance with applicable law.

Applications and Services

Whilst using our website, software applications or services, or ordering goods or services from us, you may be required to provide the following personal information full name, address, email address, telephone number, date of birth and payment details. We will use this information to administer our website, applications, and to perform (or prepare to perform) any contract we have with you (for example if you order goods or download digital content from us). We will ensure that all personal information supplied is held securely in accordance with the General Data Protection Regulation (EU) 2016/679, as adopted into law of the United Kingdom in the Data Protection Act 2018. Further, by providing telephone and email details, you consent to Musical Dots Limited contacting you using that method for the purpose of providing you with our services, products and relevant or requested information. The lawful basis for most of what we do with your personal data is performance or preparation to perform a contract with you. Further information on the lawful grounds and special conditions for our processing of your personal data is set out in the table below.

You have the right at any time to request a copy of the personal information we hold on you. Should you wish to receive a copy of this, or would like to be removed from our database, please contact us at musicaldots@musicaldots.co.uk. For more information about your rights in relation to the personal data we hold about please see the section below on Your Data Subject Rights

Information collection and use

How do we collect information?

Musical Dots Limited collects information in two possible ways:

  1.   When you directly give it to us (“Directly Provided Data”)

When you sign up to our website, order goods or services from us, download content from the website or communicate with us, you may choose to voluntarily give us certain information – for example, by filling in text boxes or completing registration forms or order forms. All this information requires a direct action by you at that time in order for us to receive it. Where you fail to give us timely and accurate information required for use of our services or delivery of our goods and content, we may not be able to provide you with those services in full or at all.

  1.   When you give us permission to obtain from other accounts (“User Authorised Data”)

Depending on your settings or the privacy policies for other online services, you may give us permission to obtain information from your account with those other services. For example, this can be via social media or by choosing to send us your location data when accessing our website from your smartphone (such data may be collected via cookies and you should see our cookie policy for more information on this type of data collection).

Other information we collect about you

Each time you visit our site we may automatically collect information including:

  • technical information, comprising the Internet protocol (IP) address used to connect your computer to the Internet, your browser type and version, GPS location data, operating system and platform;
  • information about your visit, comprising the full Uniform Resource Locators (URL), clickstream to, through and from our site, products you viewed or searched for, length of visits to certain pages, page interaction information, total number of visits to our site.
  • None of this last category of information we collect about you is personally identifiable as the analytics platform and cookies we use to administer our site do not store personally identifiable data (please see our cookie policy for more detail).

How do we process your data?

We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Note that we may process your personal data on the basis of more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us at musicaldots@musicaldots.co.uk if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.

Purpose/Activity

Type of data

To register you as a new customer 

(a) Identity

(b) Contact

To process and deliver your order including:

(a) Manage payments, fees and charges

(b) Collect and recover money owed to us

(a) Identity

(b) Contact

(c) Financial

(d) Transaction

To manage our relationship with you which will include:

(a) Notifying you about changes to our terms or privacy policy

(b) Asking you to leave a review or take a survey

(a) Identity

(b) Contact

(c) Marketing and Communications

To enable you to partake in a prize draw, competition or complete a survey

(a) Identity

(b) Contact

(c) Profile

(d) Usage

(e) Marketing and Communications

To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)

(a) Identity

(b) Contact

(c) Technical

To deliver relevant website content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you

(a) Identity

(b) Contact

(c) Profile

(d) Usage

(e) Marketing and Communications

(f) Technical

To use data analytics to improve our website, products/services, marketing, customer relationships and experiences

(a) Technical

(b) Usage

To make suggestions and recommendations to you about goods or services that may be of interest to you

(a) Identity

(b) Contact

(c) Technical

(d) Usage

(e) Profile

How long do we keep data for?

Musical Dots Limited will not retain your personal information for longer than necessary. We will hold onto the information you provide either while your account is in existence, or as needed to be able to provide goods, services or content to you, or for as long as is required by law or is necessary to provide support- related reporting and trend analysis only.

If legally required or if it is reasonably necessary to meet regulatory requirements, resolve disputes, prevent fraud and abuse, or enforce our Terms and Conditions, we may also retain some of your information for a limited period of time as required, even after you have closed your account or it is no longer needed to provide the Services to you.

To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

We review our retention periods for personal information on a regular basis and will only retain your personal data where it is appropriate and lawful to do so. 

Registration forms

Musical Dots Limited will not sell or rent your personally identifiable information, gathered as a result of filing out the site registration form, to anyone.

Third Parties

We may have to share your personal data with third parties at times for the purposes set out in the section “How do we process your data” above.

We may link to a third party payment processor in order to take payment for any goods, services or content you have ordered from our Website. Our current payment processor is Stripe. Please note that the payment gateway is independent of Musical Dots, the information you provide to the payment gateway will be subject to their privacy policy and terms and conditions and we urge you to review those documents. We also use third party fulfilment and delivery companies, which may from time to time include Royal Mail, DPD, UPS and Yodel. Again, those companies will be receiving your delivery and order details to assist us in fulfilling your order but they may have additional terms and conditions and privacy policies which apply and you should review the relevant delivery companies website for further details once we have confirmed who is assisting us in delivery of your order. We cannot be responsible for any acts or omissions by our payment gateway provider or by any third party such as logistics or delivery companies.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law, and in the limited circumstances in which we appoint a third party processor we will enter into appropriate written contracts with such third parties prior to sharing your personal data with them. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our written instructions. We will always have in place a processing agreement with a third party which will require the third party to ensure your data is kept confidential and secure.

We do not transfer your personal data outside of the EEA. If it becomes necessary to do so, we will inform you in advance and will only make such transfers if we can ensure a similar degree of protection is afforded to your personal data outside the EEA by ensuring at least one of the following safeguards is implemented:

  • We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission. 
  • Where we use certain service providers, we may use specific contracts approved by the European Commission which give personal data the same protection it has in Europe.
  • Where we use providers based in the US, we may transfer data to them if they are part of the Privacy Shield which requires them to provide similar protection to personal data shared between the Europe and the US.

Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the EEA.

Choosing how we use your data

We understand that you trust us with your personal information and we are committed to ensuring you can manage the privacy and security of your personal information yourself.

With respect to the information relating to you that ends up in our possession, and recognising that it is your choice to provide us with your personally identifiable information, we commit to giving you the ability to do all of the following:

  • You can verify the details you have submitted to Musical Dots Limited by contacting our customer services team musicaldots@musicaldots.co.uk. Our security procedures mean that we request proof of identity before we reveal information, including your e-mail address and possibly your address.
  • You can also contact us by the same method to change, correct, or delete your personal information controlled by Musical Dots Limited regarding your profile at any time. Please note that that, if you have shared any information with others through social media channels, that information may remain visible, even if your account is deleted.
  • You are also free to close your account through our account settings. If you do so, your account will be deactivated. However, we may retain archived copies of your information as required by law or for legitimate business purposes (including to help address fraud and spam).
  • You can always update your details at any point by contacting us by musicaldots@musicaldots.co.uk.
  • If you receive marketing emails, you can unsubscribe from receiving them from us by clicking the “unsubscribe” link at the bottom of the marketing emails you receive. Once you do this, you will no longer receive any marketing emails from us.
  • You can request a readable copy of the personal data we hold on you at any time – and we are required by law to fulfil most subject access requests free of charge. To do this, please contact us at musicaldots@musicaldots.co.uk.

Please note we are constantly reviewing how we process and protect data. Therefore, changes to our policy may occur at any time. We will ensure that any changes to this privacy policy be publicised on our website and other appropriate channels as soon as possible.

Data Security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

Your Data Subject Rights

You have rights under data protection laws in relation to your personal data including but not limited to:

  • Right to access to your personal data.
  • Right to correct your personal data.
  • Request erasure of your personal data.
  • Right to object to processing of your personal data.
  • Right to request the restriction of processing your personal data.
  • Right to request transfer of your personal data.
  • Right to withdraw consent.

If you wish to exercise any of the rights set out above, please contact us via the details at the top of this policy. As mentioned above, you have the right to complain to the information commissioner’s office at any time but we would appreciate the opportunity to answer any concerns you have regarding your privacy and our use of your personal data.

Contact Details

Our full details are:

Musical Dots Limited (CRN: 10346858)

Anna Gilthorpe

Email address: musicaldots@musicaldots.co.uk

Postal address:

49 Cedar Avenue 

Barnet 

Hertfordshire

United Kingdom 

EN4 8DX

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