How we use your personal information within the Music Service
The Council provides services for local communities and the people who live in them. Undertaking this work means that we must collect and use information about the people we provide services to and keep a record of those services. Because we collect and use personal information about individuals we must make sure that they know what we intend to do with their information and who it may be shared with.
In this privacy notice we have summarised some of the key ways in which we use your personal information within the Access & Inclusion Service. This information should be read in conjunction with the Council’s corporate privacy notice
1. Who we are, what we do
The Council’s Music Service provides a wide range of musical opportunities to young people across RCT. These include:
School based opportunities such as:
- Instrument/vocal tuition – This can be delivered individually or in groups of up to 30 students
- Curriculum lessons – Qualified teachers deliver the music curriculum in a traditional classroom setting
- Instrument Hire – All students in RCT have access to an instrument through our hire service
- Ensembles – Staff deliver or provide support for school groups, such as a choir or orchestra etc.
- Instrumental/vocal examinations – Access to external examination boards
- Ensembles – A comprehensive range of weekly groups are run after the school day. Senior orchestra, folk group and string club are just a few examples.
- Workshops – One off projects often aimed at particular groups or standards of instrumentalists. These can be delivered by Music Service staff or in collaboration with other organisations
- Trips – Opportunities such as attending classical concerts are provided to further students experiences of music
2. What and whose personal information we hold?
The types of pupil information we collect and use for school based activities will typically include:
- Pupil name, date of birth, school, instrument/s played, learning progress, examination details and results.
The types of pupil information we collect and use for activities delivered beyond the child’s normal school day or venue will typically include:
- name, date of birth, school, instrument/s played, address, emergency contact details, medical details, dietary requirements
In some cases, such as a trip or residential course we will need to collect and use information about a pupil’s parent/carer, this will include:
- name, relationship to child, address, telephone number, email address
3. Where does the service get my information from?
The above information will be provided by:
- Pupil directly - e.g. during first instrumental/vocal lesson
- School – school clerk may provide limited data e.g. date of birth if needed
- Parents/carers – through paper form or online forms
4. What we will do with your personal information?
We will use this personal information for the following:
- Keep registers of lesson/ensemble attendance
- Provide feedback to parents and teachers of child’s learning/progress
- Process examination applications
- Allocate hire instruments to individuals and send them a yearly renewal notice
- Contact parent/carer in the event of an emergency
- Send payment details/reminders for activities
- Email/post details of upcoming opportunities (such as a concert or trip etc.)
- Ensure adequate provision is provided for dietary or medical needs
5. What is the legal basis for the use of this information?
Data Protection law says that we are allowed to use and share personal information only where we have a proper and lawful reason for doing so.
Our lawful basis for processing personal information to provide music service support to pupils is:
- To carry out a task in the public interest or in the exercise of official authority in our capacity as a public body
- To comply with the contract for instrument hire, exam applications, additional lessons/workshops and trips.
6. Does the service share my personal information with any other organisation?
For the Service to undertake its duties in providing support, we are required to share information with the following:
Other Council Services
- RCT Finance (to process the payments for the music services you receive)
- Schools (to give them updates on how you are progressing with lessons and examinations)
- Examinations are provided by ‘Trinity College London’ and ‘The Associated Board of the Royal School of Music’. To process exam applications, we will give them the candidate’s name, date of birth, instrument and grade. In some instances, we will also provide medical details. We do this because e.g. a pupil with poor vision will be provided with larger print music during the examination.
7. How long will my information be kept?
We will keep your personal information for different times depending on the service we provide to you. These are as follows:
- Additional instrument lessons – until the musical instrument lessons have ceased
- Musical instrument hire – until the musical instrument has been returned to the service
- Music examination application – until the end of the term that the examination has been held in
- Ensembles / workshops / trips – until the activity has finished
8. Your information, your rights
The General Data Protection Regulation (GDPR) gives you important rights, including the right to access the personal information the services hold about you.
View further details on your information rights and how to exercise them.
9. Contact us
If you have any concerns or would like to know more about how the service uses your personal information, please contact us in one of the following ways:
By email: firstname.lastname@example.org
By telephone: 01443 744017
In writing: Music Service, Ty Trevithick, Abercynon, Mountain Ash, CF45 4UQ