Data Use and Privacy Policy

Who we are

Our website address is: http://www.smia.org.uk

The Scottish Music Industry Association (SMIA) is a membership organisation and innovation agency which exists to represent and develop the Scottish music industry. With a sharp focus on common rather than competing interests; a commitment to communicate and cooperate across all areas of the industry and, above all, a determination to deliver services, projects and a programme of events that are both meaningful and of benefit, the SMIA is inclusive, positive and progressive; meeting need, realising potential and encouraging ambition.

Having recently joined Creative Scotland’s Regular Funding Network 2018-21, the SMIA is responsible for delivering a pioneering innovation-led development programme, designed to help nurture business talent and build infrastructure in the Scottish music industry. For further information on the SMIA and its services, projects and events please email info@smia.org.uk 

Twitter: @TheSMIA | Facebook:  www.facebook.com/scottishmusicindustryassociation

Our office address is: Scottish Music Industry Association Ltd, 16 Argyle Court, 1103 Argyle St, Glasgow G3 8ND

What personal data we collect and why we collect it

Except to the extent that we are required or permitted by law, any personal information which we collect will be used solely for the purpose of providing our services, and we will not hold it for any longer than is necessary for this purpose.

Personal information is information about an identifiable individual. Publicly available information, such as a public directory listing of your name, address, telephone number, or email address, is not considered to be personal information.

The information we collect is primarily used to provide our services, to process and complete any transactions (such as memberships and events), to respond to inquiries, to personalise and improve our services, to monitor and analyse usage and trends of our services, and to allow our business partners to understand how you interact with our services, as described in this Policy. In connection with certain aspects of our services, we may request, collect and/or display some information about you. We collect the following types of information from our website users.

Registered SMIA Member Information:

When you join the SMIA as a member, we will collect personal information from you, such as your name, email address, job title and company of work. We use your contact information to send you information about our Member Services, and we will request to display you on a list of SMIA members that is publicly available on our website. You may unsubscribe from receiving certain types of emails through your Account settings, although the SMIA reserves the right to contact you when we believe it is necessary, such as for administrative and account management purposes.

Note regarding children: We do not knowingly collect personal information from children. If we learn that we have collected personal information of a child under 13, we will take steps to delete such information from our files as soon as possible.

Website User Information:

If you are visiting the SMIA website and haven’t logged in as a member, some of our services and resources will require you to provide us with information about you before access is granted. The information we ask you to provide us with will be for internal use only, unless otherwise requested. This may be, for example, to add you to our Scottish Music Industry Database, listing practitioners working in Scotland’s music industry and their contact details for the use of SMIA members. You will have the option to not grant us permission to make your information publicly available on our website.

We require information to understand your needs and provide our website visitors with a better service, and in particular for the following reasons:

  • Internal record keeping
  • We may use the information to improve our products and services
  • We may periodically send emails about SMIA services, projects, events or other information which we think you may find useful using the email address which you have provided. You can unsubscribe from our mailing list at any time
  • From time to time, we may also use your information to contact you for research purposes. We may contact you by using the email address which you have provided

User Content:

Comments

When visitors leave comments on the SMIA website we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.

An anonymised string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.

Media

If you upload images to the SMIA website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.

Cookies

If you leave a comment on our website you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.

If you are an SMIA member and you log in to this website, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.

How to manage cookies:

Google Chrome

• Click the spanner icon on the browser toolbar.

• Select ‘Settings’.

• Click ‘Show advanced settings’.

• Under ‘Privacy’, click ‘Content settings’.

• In the ‘Cookies’ section, you can manage your cookie settings.

Microsoft Internet Explorer

• Click ‘Tools’ on the browser toolbar.

• Select ‘Internet options’.

• Click the ‘Privacy’ tab, where you can manage your cookie settings.

Mozilla Firefox

• Click the ‘Firefox’ button, or ‘Tools’ at the top of the browser page.

• Select ‘Options’.

• Click the ‘Privacy’ tab.

• Set ‘Firefox will:’ to ‘Use custom settings for history’.

• Manage your settings to accept or reject cookie types.

Safari

• Click ‘Safari’ at the top of the screen.

• Select ‘Preferences’.

• Click the ‘Privacy’ tab, where you can manage your cookie settings.

Embedded content from other websites

Articles on this website may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracing your interaction with the embedded content if you have an account and are logged in to that website. We cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

Analytics

The SMIA website uses Bitly to collect information about accesses (such as clicks) of every Bitly Link created to access our services. This information includes, but is not limited to: (i) the IP address and physical location of the devices accessing the Bitly Link; (ii) the referring websites or services; (iii) the time and date of each access; and (iv) information about sharing of the Bitly Link on Third Party Services such as Twitter and Facebook. This information is used by the SMIA, Bitly and its partners to improve their websites and services by, for example, providing value-added features, and to analyse clicks on Bitly Links, for example to understand how, when and where Bitly Links are clicked.

Who we share your data with

If you join the SMIA as a member, you will have the option to consent to being publicly listed on our website as a member. The information that will be publicly displayed includes your name, position and company, as well as links to your company website and social media channels. Should you consent to being listed as an SMIA member and later want to be removed from this list, you can email info@smia.org.uk and we will remove your information as soon as possible.

The SMIA uses Wild Apricot as membership management software. Wild Apricot is web-based software for small associations and non-profits to help manage membership, website, events and other activities. It is “cloud” software, meaning it runs through a web browser without needing to install anything on your local computer. By joining the SMIA, you agree to also providing data to Wild Apricot in order to effectively manage your membership. You can review Wild Apricot’s Privacy Policy on their website: https://www.wildapricot.com/PrivacyPolicy

All website users will have the opportunity to provide personal information to be included in our Scottish Music Industry Database. This database exists to provide SMIA members access to contact information for other music business practitioners who they may wish to contact regarding business opportunities. Information we will request from you which will be displayed on our database includes your name, position, company, email address, office address and links to your social media channels. Should you consent to becoming part of our database and later want to be removed, you can email info@smia.org.uk and we will remove your information as soon as possible.

As part of the SMIA’s services, we conduct research on the Scottish music industry. For specific research projects, we may contact you using the email address you have provided us with to request your participation. We will explain what data we require, as well as how it will be used and shared. Any sensitive data will be anonymised and aggregated before our findings are published.

How long we retain your data

If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognise and approve any follow-up comments automatically instead of holding them in a moderation queue.

For SMIA members that login to our website, we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.

Except to the extent that we are required or permitted by law, any personal information which we collect will be used solely for the purpose of providing our services, and we will not hold it for any longer than is necessary for this purpose.

What rights you have over your data

If you have joined the SMIA as a member and have an account on this site, or have left comments/provided us with personal information, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.

Where we send your data

The SMIA uses cloud based software Dropbox to store all company data. Personal data we have collected from you will therefore be stored on Dropbox, and by using our services and providing us with data you agree to allowing your data to be stored and sent to Dropbox. You can review Dropbox’s Privacy Policy on their website: https://www.dropbox.com/en_GB/privacy

Our contact information

If you have any questions or concerns regarding the personal data we collect from you and the terms set out in this policy, please email info@smia.org.uk and we will get back to you as soon as possible.

Additional information

How we protect your data

If you are an SMIA Member and login to our website, your Account information is protected by a password for your privacy and security. You can prevent unauthorised access to your account by selecting and protecting your password appropriately and limiting access to your computer and browser by signing off after you have finished accessing your account.

The SMIA endeavours to protect the information it collects about its members and website visitors using industry-standard security processes and controls, however, despite these efforts, no security measure is perfect or impenetrable and the SMIA does not guarantee or warrant that such measures will prevent unauthorised access to the information about you that is stored by the SMIA.

What data breach procedures we have in place

In the event we experience a breach of security, we will promptly notify you if your personal information has been compromised, in accordance with applicable law. If you have any questions about the security of your personal information, you can contact us at info@smia.org.uk

What third parties we receive data from

The SMIA does not receive data from third parties about their users

What automated decision making and/or profiling we do with user data

The SMIA may use personal data we obtain from website users for analytical purposes to allow us to provide the best service possible.

Industry regulatory disclosure requirements

N/A