About this notice
Pay It Forward is a funded programme run by The Music Industry Therapist Collective CIC (MITC), providing eligible touring teams with access to specialist health and wellbeing support. We recognise that applications may include commercially sensitive information, and that confidentiality is especially important when people seek mental health support.
This notice explains how we handle personal information when you apply for Pay It Forward or take part in the programme. It should be read alongside MITC’s main Privacy Policy, which explains your wider data protection rights and how we manage information across our services.
Who is responsible for your information?
The Music Industry Therapist Collective CIC is the data controller for Pay It Forward application and programme administration information. We are registered in England and Wales (company number 16853747). You can contact us about your information at info@musicindustrytherapists.com.
What information do we collect?
When you apply, we collect information needed to understand your tour and assess eligibility. This may include:
- The applicant’s name, contact details and role within the touring team.
- Artist and tour information, itinerary, dates, venue capacities, team size and relevant working arrangements.
- Details of existing health, welfare or other support available to the tour.
- Information about the tour’s financial circumstances, including its budget or profit-and-loss statement (P&L), and any external support or funding.
- The challenges the tour faces, why support is being requested, and what the team hopes to gain.
- Correspondence with MITC and records of the assessment and outcome.
If your application is successful, we may also collect the contact and scheduling information needed to arrange the package of support, together with information about use of the programme and feedback on its usefulness. Booking or intake information for individual Tour Check-Ins is handled as described in MITC’s main Privacy Policy.
Applications are made on behalf of a tour. Please provide only the information needed to assess the application. Do not include individual diagnoses, medical histories, therapy disclosures or other detailed clinical information in your application or P&L documents. Please avoid including unnecessary personal details about other team members.
How do we use it, and why?
We use application and programme information to:
- Check eligibility and assess applications fairly and consistently, taking account of need, available resources and the funding available.
- Contact applicants, explain decisions and, where appropriate, discuss eligibility or clarify financial information.
- Arrange and administer support for successful touring teams.
- Manage programme safeguarding, governance and accountability requirements where necessary.
- Evaluate the programme, improve future provision and report on its reach and impact.
For application assessment, administration and programme evaluation, we generally rely on MITC’s legitimate interests in operating a fair, effective funded support programme and demonstrating responsible use of its resources. Where particular processing is necessary to comply with a legal obligation or to perform an applicable agreement, the relevant legal basis may instead apply. We do not ask for detailed health information at application stage; any health-related information needed later for individual support is handled subject to the additional protections described in our main Privacy Policy and applicable law.
We do not use Pay It Forward application information to add you to marketing lists unless you separately choose to receive updates.
Who can see the information?
Applications, including P&Ls, are accessible only to authorised MITC team members involved in assessing applications or administering the programme, including the relevant internal assessment panel. Access is restricted according to their responsibilities. Where a tour is approved, the practitioners delivering support receive only the information necessary to provide that service. Individual practitioners are responsible for their own confidential clinical records where applicable; MITC does not receive therapy session notes.
We use third-party service providers to operate the programme, including Google Forms for applications and relevant booking and administration systems. These providers process information in connection with the services they supply to MITC, subject to
appropriate arrangements and safeguards.
Pay It Forward funders do not receive applicants’ P&Ls, identifiable applications, the names of individual people accessing support, clinical information or session content. Funders may receive aggregated, anonymised reports showing, for example, the number of touring teams supported, services used and overall themes or outcomes. We take care not to include details that could identify individuals, particularly in small groups.
We will not publish an identifiable testimonial, case study or personal quotation without seeking appropriate permission separately.
How long do we keep information?
We retain identifiable Pay It Forward applications, including P&Ls, assessment records and related correspondence, for up to 36 months from the date of application. For successful tours, additional programme administration, contact and identifiable feedback records are retained for up to 36 months from the date they are collected. At the end of the relevant period, these records are securely deleted or anonymised.
We may need to keep particular records for longer where this is necessary to meet a legal obligation or establish, exercise or defend a legal claim. Any such exception is limited to the information required for that purpose. Anonymised, aggregated programme statistics may be retained beyond 36 months for longer-term evaluation and reporting because they no longer identify individuals.
How do we protect information?
We restrict access to people who need the information for their role and use appropriate technical and organisational safeguards. Some service providers may process information outside the UK. Where this happens, we use appropriate international transfer safeguards as explained in MITC’s main Privacy Policy.
No decisions to award Pay It Forward support are made solely by automated processing: applications are assessed by MITC personnel.
Your choices and rights
Applying is voluntary. However, we need sufficient information to assess eligibility; if required details are not provided, we may be unable to consider an application.
Subject to applicable law, you may ask to access or correct personal information, request its deletion or restriction, or object to certain uses of it. In particular, you have the right to object to processing based on legitimate interests. Please contact info@musicindustrytherapists.com. You can also complain to the UK’s Information Commissioner’s Office at ico.org.uk.
This notice may be updated if the programme or the way we handle information changes. The current notice will be published on MITC’s website.