Warwickshire Music Service

Privacy Notice

Last updated: 10th August 2018

The following privacy notice applies to Warwickshire County Council’s Music Service. It should be read in addition to the council’s overall Customer Privacy Notice.

Purpose for processing

The Warwickshire Music service provides support and advice on all aspects of music education to Warwickshire schools and settings. It is the lead organisation for the Warwickshire Music Hub and responsible for funding administered by Arts Council England. Our services include:

  • Instrumental and vocal lessons
  • Instrumental hire to parents and schools
  • Workshops and staff training
  • Music centre groups
  • Music events, such as tours and concerts
  • Music therapy

We will process your personal information for the purposes of:

  • Recording attendance
  • Providing progress reports
  • Instrument hire
  • Instrumental tuition
  • Membership of Warwickshire Hub groups
  • Application for remission of fees
  • Publicity
  • Health & Safety
  • Providing equal opportunities

Personal information collected and lawful basis

We process the following personal information:

  • Personal and Family details (name, address, date of birth, gender) of pupils, parents/carers, and teachers – where applicable. For music therapy services family circumstances, including information on siblings, will also be noted where applicable.
  • Personal Reference Numbers (Unique Pupil Number and Teacher DBS number) – where applicable
  • Contact details (email, phone numbers, mailing address; emergency contact details) of pupils and parents/carers – where applicable. For Music Therapy name and contact details of referrer will be obtained, which could be parent/carer or health professional.
  • School Name – where applicable, i.e. for school and music centre tuition, name of employer if school staff booked onto one of our training sessions
  • Music skills – instruments played and grade levels, if applicable
  • Financial details for processing payments
  • Lifestyle and social circumstances – if applying for remission of fees we will need confirmation of financial status which will include documenting whether in receipt of Free School Meals, Income Support, Job Seekers Allowance (JSA), Employment and Support Allowance (ESA), Universal Credit. It will include, where applicable, whether you are a looked after child (in care). Details on who can claim Fee Remission can be found here: www.warwickshiremusichub.org/payments-remissions-and-help-for-families
  • Photos and videos, with documented consent
  • Dietary Requirements – when attending a professional development training course.
  • Medical information – for pupils attending our music centre lessons, music centre groups or Warwickshire Music events.

Depending on how you interact with the service, we may receive this information directly or via third party, i.e. your school when in relation to school tuition or Warwickshire Hub partners in relation to County Groups.

Our lawful basis for processing this personal information is:

  • Contract

We also process some sensitive (special category) information, which may include but is not limited to:

  • Physical or mental health details

Our lawful basis for processing this sensitive (special category) data is:

  • For music centres and events = consent
  • For music therapy = processing is necessary for the purposes of preventive or occupational medicine

For all marketing and feedback where personal information is obtained alongside, and directed at, individuals, and where personal information, such as photographs/videos, are used for publicity purposes, the lawful basis for the processing of this data is:

  • Consent

Who we may share your information with

Where we provide services in partnership, your personal information may be shared with the Music Hub partner involved in the performance of your contract, as necessary to it. We currently share with:

  • Coventry and Warwickshire Youth Orchestra

Aggregated data is shared with Arts Council England and Warwickshire Music Hub partner Yamaha – no individual data is given and no pupil can be personally identified.

We use an external software system, provided by Paritor, to host data under contract to request and record information. Paritor will only access data to resolve technical problems under strict contractual terms.  The system is hosted within the EEA.

How long we will hold your information

Music Therapy case files will be retained for a period of time appropriate to the patient/speciality. Records concerning children will be kept for a minimum period of DOB + 25 years or 7 years from date of death. Records concerning mentally disordered persons will kept 20 years after last entry into the record or 8 years from date of death if they have died whilst in the care of the organisation.

Information gathered for contract purposes will be kept 6 years from end of contract.

Financial records will be retained 6 years from end of financial year record concerns.

If you withdraw consent to receive marketing we will delete your email from our marketing list immediately.

Please note: all stated retention periods will be subject to any legal holds imposed under the Inquiries Act 2005 that may concern the information and override standard retention.

Your information rights

For Access to your personal information – see https://www.warwickshire.gov.uk/accesstoinformation
For rectification, erasure (if information given by consent or no longer necessary – retention may apply depending on lawful basis for processing), and portability of your personal information, or to restrict, or object to (if information given by consent), the processing of your personal information please contact us by email at: music@warwickshire.gov.uk

See our overall privacy notice at www.warwickshire.gov.uk/privacy for further contact details and if you have a complaint about your information rights.

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Warwickshire Music Service was last updated on August 7, 2018.