Primary purpose definition.
Personal information is collected and retained concerning past and present members, parents/guardians of Performer Members, music teachers, staff, audience members and other individuals for the primary purpose of running MYME programs. All information collected is directly applicable to the functions and activities of MYME and to the health, well-being and protection of its members. This information is entered and stored in an online database and may also be retained in electronic or hardcopy format by staff at other locations, e.g., home computers, and portable devices.
Collection of data.
We will only collect personal information in a fair and lawful manner, and then only that information which we require to manage and promote our organisation. When you apply for membership, the acceptance form includes statements about privacy and requests for consent. Those privacy statements refer you to this policy where more detail is available on how any information about you may be used and disclosed in relation to your membership of MYME. When you apply for membership, you consent to us collecting, maintaining, using and disclosing personal information about you provided by you or by another person in accordance with this policy.
Type of data collected.
Generally, we only collect personal information about you and from you, unless it is not reasonable or practical for us to do so or with your consent. We do not collect or store information about you from individuals or organisations not connected with MYME. Our membership forms generally request information that identifies you, such as your full name and date of birth; and information that enables us to contact you such as an address, phone number, and email address. We need to know the names and contact details of your parents/guardians in case we have to contact them in an emergency or to ensure they are informed about MYME activities, policy issues or other important matters involving their children. We request medical and dietary information to assist MYME staff to manage the safety, health and well-being of all members while they participate in MYME activities. Our audition form asks for additional information such as former and current ensemble positions held, current instrumental teacher and their contact details, approximate AMEB level and the ensembles and instruments for which the applicant is auditioning.
When you join MYME, you agree that we may use your contact/personal details to send you information about our organisation and its activities and services that we feel may be of interest to you. You also agree to the collection of sensitive data for the purposes disclosed in this policy. We will not use your personal information for any purpose that you would not reasonably expect us to use it for. You may decide on joining, or you may decide at any other time by informing us by email or in writing, that you do not wish to be contacted in this way. It is assumed that existing members have given consent unless they advise us otherwise.
Use and disclosure.
By submitting the membership application form you consent to us using your personal information in the following way:
To maintain a register of our membership
To respond to your request or help us process any request for our activities or services.
To effectively administer all activities and services that we provide to you
To communicate with you about the activities and services that we may provide you
To inform you of relevant internal or external activities, or events that may be of interest to you
To identify geo-demographic details of our membership for the purpose of building membership
To ensure the safety, health and well-being of all members while they participate in MYME activities.
Data quality and integrity.
We rely on the accuracy of the information that members provide us. We try to ensure that all information which we collect, use or disclose is accurate, complete and up to date. We conduct periodic internal checking procedures to ensure that, as far as is practicable, the data held by us is accurate and current. You should promptly notify us if there are any changes to your personal information.
Data access and correction.
You can request access at any time to the personal information we hold about you. We will process your request within a reasonable time, usually 14 days. There is no fee for requesting access to or updating your information. Before giving you access to, or amending your records, either in person or over the phone, we may require you to prove your identity. We may ask you to verify your full name, date of birth and address or other information.
MYME uses forms other than the audition and membership application forms for various operational purposes. These forms often request personal details from members, which were previously collected from their original membership application. These provide us with further opportunities to ensure our data is accurate and current.
Any amendments to member records will be processed as soon as possible after the forms are submitted.
Access to data by staff and members of MYME.
Communication between staff is of primary importance for MYME's successful operation. The provision of some personal details about members to volunteers, typically current or former parents of members, whose role is to supervise members, is essential. For these reasons, MYME staff are authorised to provide limited personal information about members to another staff member for bona fide purposes.
Access to data by non-staff.
Access to personal information by non-staff, except custodial parents/guardians, is not permitted. Personally identifiable data is not provided to third parties.
We take all reasonable steps to protect your personal information from misuse, loss, unauthorised access, modification or disclosure. We have physical, electronic and procedural safeguards to protect your information held by us. For example, your personal information in the form of original or copies of paper forms is stored securely in our storage rooms. Authorised staff may also hold forms and are accountable for the security and privacy of your data. The MYME online database is the only location of the data held in electronic databases. We require all staff to maintain the confidentiality of customer and member information. The database is backed up on a daily basis.
Commercial use of data.
There are rare occasions when external organisations or individuals wish to offer a product or service to members, which we consider would be beneficial, or of interest. Subject to our approval of the organisation and the material to be sent to members, and a signed agreement between MYME and the organisation regarding data confidentiality, we may provide mailing data in a secure format to that organisation, or to a mailing house on their behalf. In general, MYME does not rely on third-party suppliers to conduct specialised activities such as bulk mailouts, data processing etc. While your personal information may be provided to an agent to enable them to perform their agreed tasks, such information remains the property of MYME at all times and the agent organisations involved are bound by specific confidentiality, non-disclosure agreements and data disposal protocols.
Website Online Services Policy
MYME does not collect any personal information about you via our internet site except when you knowingly provide it. It is possible for you to visit this website without telling us who you are. We may use your email address to send you from time-to-time various promotional offers, MYME program information, special events or other marketing communications that may be of interest to you. It is our policy only to email customers who give us permission to do so. If we send you an email for a commercial purpose, we will give you the option of not receiving further communications of this nature.
Personal information obtained on the site will never be released to a third party without your consent. We will use any collected information to improve our service to users, and from time to time may contact registered users about new features and improvements to the website.
MYME will take reasonable steps to ensure that member information is secure from any unauthorised access or disclosure. We review our security procedures from time to time and update them when relevant.
MYME may amend this policy from time to time. If we make any substantial changes in the way we use your personal information we will notify you by posting a prominent announcement on our pages, and via an email to registered users.
If you have any questions or feedback on our website privacy policies, please send an email to firstname.lastname@example.org.
You do not need to give us any personal information about you or any other person, which may be requested in our communications with you. However, without that information, we may not be able to process an application, fulfil your request to become a member or provide you with an appropriate level of service. You are entitled to ask us for access to your personal information records at any time or to choose to cancel or opt out of any service or future mailing. You may elect to advise us that your phone or email details are to be marked as ‘silent’ in which case we will not release or publish them in any form.
Complaints will be resolved by MYME Staff as they arise. Where a complainant is dissatisfied with the action or response from staff, they are encouraged to submit a complaint in writing or by email to the MYME President for consideration by the MYME Executive Committee and the MYME Executive Committee will issue a response by email.
The contents of this site are collated and presented in good faith. Moreton Youth Music Ensembles Incorporated (MYME) accepts no responsibility for the accuracy of the contents nor for any actions taken by any individual or organisation based on the information presented. Moreton Youth Music Ensembles Incorporated (MYME) reserves the right to delete or modify any aspect of the information without notice.
Updated February 2023.