Derby & Derbyshire Music Partnership (DDMP) are committed to protecting your personal information and being transparent about what information we hold about you and your child/children in your care.
We will never sell, distribute or intentionally make your personal information public and have implemented appropriate technical and organisational security measures to protect the data you share with us from loss and preserve its security and confidentiality.
All your interactions with our website are protected by strong 256-bit encryption and we aim to collect the minimum of personal information needed to provide an effective service.
The purpose of this policy is to give you a clear explanation about how DDMP use the information we collect from you directly and from third parties.
Derbyshire County Council (DCC) is the 'data controller' for the purposes of data protection law.
The lawful basis for obtaining and using personal data
DDMP needs data in order to fulfil its contractual obligations with music service users in order to provide them with the education for which they or their children have applied. Parents or guardians with children under the age of 18 will act on behalf of their children.
We will only process personal data where we have one of 6 'lawful bases' to do so under Article 6 of the EU General Data Protection Regulations.
- To fulfil a contract with the individual, or when the individual has asked DDMP to take specific steps before entering into a contract
- For the legitimate interests of DDMP (provided the individual's rights and freedoms are not overridden)
- Where the individual (or their parent/carer when appropriate in the case of a child) has freely given consent
- To comply with a legal obligation
- To ensure the vital interests of the individual e.g. to protect someone's life − To perform a task in the public interest
The personal data we hold
Personal data that we may collect, use, store and share (see Data Sharing below) about individuals and music service users includes, but is not restricted to:
- Your full name and title and date of birth and your gender
- Postal address, email address and phone number
- IP (internet protocol) address e.g. cookies
- Emergency contact details and contact preferences
- Name of school attended
- Student records
- Results of auditions, internal assessments and externally set exams
- Characteristics, such as special educational needs
- Details of any medical conditions or dietary requirements
- Passport details
- Attendance information
- Safeguarding information
- Details of any support received
- Photographs and video recording (see below)
- If you hold a DDMP instrument on loan
Why we use this data
We use this data to:
- Manage the application and audition processes
- Manage students' registration, participation in, and progression through DDMP programmes
- Provide music tuition
- Support student learning
- Monitor and report on student progress
- Provide appropriate pastoral care and ensure welfare of children while in our custody, particularly when on tours and courses
- Protect student welfare and meet our legal obligations relating to child protection and safeguarding
- Assess the quality of our services
- Administer applicant waiting lists
- Manage applications for financial support
- Carry out research for our own purposes
- Comply with contractual / regulatory obligations e.g. reporting to the Arts Council
- Share with partners for joint activities e.g. Music for Youth/National Concert Band Festival
- Keep you updated with DDMP activities that are relevant to you
- Offer you opportunities to engage further with our activities
- Keep in touch with our alumni
- Generate publicity and advertise DDMP products
- Promote events
- Celebrate the success of our students and raise awareness of their great achievements
Photographs and Video Recording
As part of DDMP's activities, we will take photographs and record images of county groups, music centre activities and individual performers.
Such material will be used solely by DDMP, for example, for publicity purposes, such as prospectuses and other similar information about the service; for display in DCC buildings, on banners at concerts, on our website and for social media purposes; for assessment and educational purposes.
When using photographs and videos for publicity, display or website purposes, we will not accompany them with any other personal information about the child, to ensure they cannot be identified. Although we will carefully use images, we understand there may be occasions where music service users provide good reason why we should withdraw certain images.
If you ask us to withdraw an image of your child with good cause, we will delete the photograph or video and not distribute it further.
Images that might cause embarrassment or distress will not be used. We will only use images of pupils who are suitably dressed, to reduce the risk of such images being used inappropriately.
When you send us an email, either to one of the addresses displayed on our website or to an individual member of staff, we will collect your email address and any other information you provide within your email.
Microsoft are our email service provider so any emails you send us will be stored on their servers. Therefore your email and any associated personal data may be transferred outside of the European Economic Area to servers located in the USA. Microsoft's certification under the EU-US Privacy Shield Framework commits it to maintaining appropriate safeguards for international data transfers.
The information you provide will only be processed in relation to the purpose of your correspondence with us.
We have no fixed retention period for email correspondence, but we are committed to only storing your data for no longer than is necessary to serve our legitimate interests of record keeping or to perform a contract we have entered into with you
We do not share personal information with any third party unless the law requires us to do so. Where it is legally required, or necessary (and it complies with data protection law) we may share personal information with:
- A student's family and representatives
- Schools − where we provide tuition for your child
- Central government
- Health and social welfare organisations
- Police forces, courts, tribunals
Security of your personal data
We will put in place appropriate safeguards (both in terms of our procedures and the technology we use) to keep your personal information confidential and as secure as possible. Your data will only be accessible to authorised staff and volunteers.
We will ensure, as far as possible, that any third parties we use for processing your personal information do the same.
Where you have chosen a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential. We ask you not to share a password with anyone. Information will be stored for only as long as it is needed or required by statute and will be disposed of appropriately.
Where we transfer data to a country or territory outside the European Economic Area, we will do so in accordance with data protection law.
We undertake to report any data breaches in accordance with Data Protection Act and General Data Protection Regulations guidelines.
Your rights to your personal information
You have the right to request a copy of the personal information that we hold about you and to have any inaccuracies in this data corrected. Please use the contact details at the end of this policy if you would like to exercise this right.
As joint data controllers with schools, we will co-operate with valid requests from schools to supply them with information we hold about children who are joint students.
Contact details and further information
This is a living document. Updates and amendments should be expected. Regularly reviewing this webpage ensures that you are always aware of what information we collect, how we use it and under what circumstances, if any, we will share it with other parties.
The policy will be reviewed on a biennial basis, or to reflect updates in legislation.