Data Promise

Data Promise

Updated February 2022

B:Music is committed to protecting your privacy. Any information we collect from you will be used in accordance with, the Privacy and Electronic Communications Regulations 2003 (PECR), the Data Protection Act 1998 (DPA) and any replacement laws, and from May 2018, the General Data Protection Regulation (GDPR).

This Data Promise details who we are, what information we collect, how and why we use it, how it is stored, how we fundraise, which partners we work with, and your rights with regard to any information you share with us

Who we are

B:Music Ltd is an arts organisation and a registered charity. We are the charity responsible for Birmingham’s Symphony Hall and Town Hall venues. We are a charity registered in England and Wales and our charity number is 1053937. B:Music Ltd is a company limited by guarantee registered in England and Wales number 3169600.

We have a voluntary board of trustees. We promote and present concert performances of all genres and educate the public through our education and participation programme; promoting, fostering, and encouraging the knowledge, understanding and appreciation of the arts, particularly music.

The majority of our income comes from ticket sales, grant and foundation funding, corporate support and individual donations. We have a trading subsidiary B:Music Enterprises Ltd which covenants all profit to B:Music Ltd.

The information we collect

  • Title, name, date of birth
  • Contact details including email address, mail address and telephone numbers
  • Transaction history, including donations (we never store your whole card number, although we may keep a note of the last four digits to help us identify transactions)
  • Access requirements (for example if you require wheelchair access, disabled parking, BSL interpretation or any other access requirements) and whether you have a disability defined by the Equality Act 2010
  • Details of visits to our website including traffic data, location data, operation system, browser usage, and the resources you use to access
  • Image and likeness (as captured in our CCTV cameras and in photographs and videos we use for promotional purposes)
  • Your communication preferences

We comply with all relevant Government guidelines related to Covid-19 and when asked by the Government we will collect your data and information so that we can take part in the NHS Test and Trace service to help prevent the spread of Covid-19.

For our current Covid-19 guidelines please click here

By entering your details in the fields requested, you enable B:Music Ltd to provide you with the services you select. Whenever you provide such personal information, we will treat that information in accordance with this policy. B:Music Ltd will act in accordance with the Data Protection Act 1998 and related privacy legislation and will aim to meet current Internet best practice.

How we collect this information

You give us your information when you buy a ticket either online, over the phone or at the Box Office, sign up for one of our free events, update your preferences on our website, buy a membership, tell us your story, make a donation, apply for a job, or communicate with us.

We keep a record of the emails we send you, and we may track whether you receive or open them so we can make sure we are sending you the most relevant information. We may then track subsequent actions online.

When you go on to our website, we receive and store certain details. We use ‘cookies’ to help us continually improve our site. Cookies mean that a website will remember you and enable online transactions. It also helps us understand how you use our website, where we can make improvements and how best to tell our audiences about events they might be interested in.

Find out more about our use of cookies here

We use social media to broadcast messages and updates about events and news. Occasionally, we may reply to comments or questions you make to us on social media platforms. You may also see adverts from us on social media that are tailored to your interests. Please see our cookie policy for more information.

Depending on your settings and the privacy policies used by social media and messaging services like Facebook, Linkedin or Twitter, we may receive non-personally identifying information that enables us to better understand the reach and effectiveness of our advertising.

We may also collect data from third party sources, for example:

  • a family member, friend or colleague contacts us on your behalf, for instance to purchase a gift membership or gift voucher
  • we may ask parents/guardians to supply information about under 16s for workshops or projects
  • if we run an event in partnership with a third party organisation, your details may be shared in order to help us run that event
  • if we engage an external supplier for photography or video
  • if your company or services are recommended to us

How we keep your details safe and secure

Your personal data will be held and processed on B:Music Ltd’s systems or systems managed by suppliers on behalf of B:Music Ltd. We maintain a Customer Record Management system (CRM) to hold contact details and a record of your interactions B:Music such as ticket purchases, donations, memberships, queries, complaints and attendance at special events.

We also seek to hold your data securely. Access to customer information is strictly controlled. The CRM system can only be accessed by people who need it to do their job. Certain data, for example sensitive information, is additionally controlled and is only made visible to members of staff who have a reason to work with it.

How we use this information

We aim to be clear when we collect your data and not do anything you wouldn’t reasonably expect.

We will process your personal data because it is necessary to perform a contract. For example, in order to process a ticket order, for you to sign up to an event, or to make a donation.

We may process your personal data because it is in our legitimate interests to do so. For example we may use your personal information to understand your reasons for donating to us, to update you on our education projects and understand if you would like to continue donating to us, to better understand your interests, and to tailor our communications. We may also collect information about how you use our services including our website to analyse our customer base and improve our processes.

We also record and use film, photographs and audio for promotional purposes on our website, social media accounts and other formats under our legitimate interests basis for processing where it would not be necessary, appropriate or practicable to obtain your specific consent (for example crowd shots, background or internal use).

We may also process your data where:

  • it is necessary for medical purposes
  • it is necessary to protect your or another person’s vital interests

Your control

We may tell you about events, concerts, priority booking or our education and participation work. Occasionally, we may include information in these communications from our partner organisations or organisations who support us. We make it easy for you to tell us how you want to hear from us (by logging on to our website and updating your preferences in the ‘My Account’ section of the website) or by telling our Box Office over the phone or in person. You can opt out of these marketing communications at any time.

We do not sell personal details to third parties for any purpose nor will we share your personal data with any other organisations or promoters that have not been named in our privacy policy for their own marketing communications or where we don’t have your consent to do so.

The personal information that you give us will never be supplied to anyone outside B:Music Ltd for contact purposes without first obtaining your consent, unless we are obliged or permitted by law to disclose it. By booking tickets for an Arts Council England funded National Portfolio Organisation/partner organisation (the CBSO, Ex Cathedra, BCMG, and Orchestra of the Swan), you are giving your consent for your data to be shared with the relevant organisation. We will make your record available to these companies so that they can improve their business knowledge of their bookers and supporters through data analysis.

We may retain information for a period of six years after your association with us has come to an end. Some information may be retained indefinitely for historical, statistical or research purposes. You have the right to require us to erase personal data.

Your rights

Under the DPA you have the following rights:

  • to obtain access to, and copies of, the personal data we hold on you
  • to require that we cease processing your personal data if the processing is causing you damage or distress
  • to require us not to contact you with marketing communications
  • to require us to correct the personal data we hold on you if the data we have is incorrect
  • to require us to erase your personal data
  • to require us to restrict our data processing activities
  • to object, on grounds relating to your particular situation, to any of our particular processing activities where you feel this has a disproportionate effect on your rights

Please note that the above rights are not absolute, and we may be entitled to refuse requests where exceptions apply

Contact us

Please contact us if you have any questions about our Data Promise or information we hold about you:

or write to us: Data Protection, B:Music Ltd, Symphony Hall, 8 Centenary Square, Birmingham, B1 2EA