Context – Who we are:
Gloucestershire Music is the music service for Gloucestershire County Council (GCC). We are the largest delivery partner for the council’s Music Hub ‘Make Music Gloucestershire’ which is funded by Arts Council England. All of our staff areemployed by Gloucestershire County Council and all of our policies are in line with their guidelines.
Gloucestershire Music runs an instrument hire scheme, music centres and county music groups for children and adults around the county and support schools in their delivery of music, the national curriculum and the National Plan for Music Education. We also organise and run events and large scale, high quality opportunities for musicians of all standards throughout the year.
Why we collect and use your information:
Gloucestershire Music (GCC) is the data controller for the personal information we collect from you. The council will collect and use your personal information in order to process the necessary information to form a contract for the hire of instruments or membership to our music groups and events. We are also required to collect information to comply with legal obligations surrounding the safeguarding of our clients.
The information we collect about you:
Gloucestershire Music (GCC) will collect only the personal information we need to perform our functions. We will collect:
- Contact Details
- Adult/Parental Details
- Child’s Details (if applicable)
- School Details (if applicable)
- Bursary Eligibility Evidence (if applicable)
- For Membership Subscriptions we would also need to collect:
- Relevant Health Details
- Emergency Contact Details
- Instrument/Grade Details
- Permissions surrounding inclusion in media and free time where applicable (and consent can be changed around these areas at any time)
We collect information from you in the following ways:
- In writing
- Over the telephone
- Electronic (via our online Parent Portal)
How we will use the information about you:
Gloucestershire Music (GCC)l will use the information about you to provide a service to you and to complete the required information to form a contract for instrumental hire and membership to groups / events and thereafter the management of those contracts and relevant invoicing. We will also use the information to ensure we have the statutory information for safeguarding the clients in our groups and events.
We will occasionally make contact with you relating to your contract, membership or event subscription with relevant information for your attention. We will also ask you permission to be able to send you occasional emails, which we believe with be of interest to you based on the services you have requested from us and you are free to unsubscribe from these at any point.
How long we keep your information for:
Gloucestershire County Council will keep the personal data of adults for 6 years. We are required to keep this information for this long because of the Limitation Act 1980, Section 2.
Information relating to children or regarding services to children will be stored until a review of the moratorium issued as part of the IICSA in July 2015 comes to an end in 31/12/2021 at which time the retention periods will be updated and this privacy notice will be amended.
Who we share your information with:
Gloucestershire County Council does not share your information with any third party, unless we are required to by law.
We are required to supply Arts Council England with certain annual statistics linked to our funding conditions but these are totally anonymised data returns.
Access to your information:
You have the right to request a copy of the information we hold about you. If you would like a copy of some or all of your personal information, please visit our website using the link below:
Correction of inaccurate information:
You have the right to request that the council correct information that you believe is inaccurate or incomplete. You may not always be able to change the information. However, we will correct factual inaccuracies and may include your comments in the records.
The right to be forgotten (erasure):
You have the right to request that the council delete your information when there is no compelling reason for us to continue using it. Please be aware that in certain situations we are still allowed to keep and use your information, even when you request that it should be erased.
The right to object:
You have the right to object to us using your information if you feel we have used it outside the remit of our public tasks or when you have received marketing from us. Please be aware that in certain situations we are allowed to still use your information if there are compelling legitimate grounds to do so.
If you wish to use any of these rights, please email or write to us at address below.
How to contact us:
Please contact us if you have any questions about this privacy notice:
By email: firstname.lastname@example.org
In writing: Gloucestershire Music, Colwell Arts Centre, Derby Road, Gloucester. GL1 4AD
By telephone: 01452 427242
You can contact the council’s Data Protection Officer, via the InformationManagement Service, by emailing email@example.com or by calling 01452 324000.
Making a complaint to the Information Commissioner
If you wish to make a complaint about how we use your personal data to the Information Commissioner’s Office, you can contact them by visiting their website https://ico.org.uk/ or by calling 0303 123 1113.