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Privacy Notice - Oldham Music Service

What this privacy notice is for

Our core data protection obligations and commitments are set out in the council’s primary privacy notice:

This notice provides additional privacy information for:

  • All users of Oldham Council Music Service

Updating our privacy notices

We may update or revise our privacy notices at any time so please refer to the version published on our website for the most up-to-date details.

What we use your information for

We collect/obtain your personal information for the following purpose(s):

  • sharing information with schools
  • managing and organising tuition between students and teachers
  • managing your account with us
  • marketing of Oldham Music Service (where you have given us your permission to use your information for our marketing strategies)
  • provision and tracking of musical instruments
  • carrying out our regulatory activities/statutory functions eg. safeguarding, DBS checks
  • to perform any statistical analysis including reporting to government agencies such as Department for Education, Arts Grant Fund, etc
  • to plan and co-ordinate events with other organisations including other local authorities
  • to monitor the quality and improvement of our services

Information sharing/recipients:

  • schools

What categories of personal information do we use?

Personal information can be anything that identifies and relates to a living person. This can include information that when linked with other information, allows a person to be uniquely identified. For example, this could be your name and contact details.

The law treats some types of personal information as ‘special’ because the information requires more protection due to its sensitivity. This information consists of:

  • Racial or ethnic origin
  • Sexuality and sexual life
  • Religious or philosophical beliefs
  • Trade union membership
  • Political opinions
  • Genetic and bio-metric data
  • Physical or mental health
  • Criminal convictions and offences

In order to carry out these purposes we collect and obtain the following personal information.

Category of personal data

Special/Sensitive

Name, date of birth, address, email address, phone number

No

parent/guardian/carer

No

financial information

No

employment and education

No

student and pupil records

No

racial or ethnic origin

Yes

health information (acting in locus parentis)

Yes

Legal basis for processing

The legal basis for processing and/or sharing your personal information is: 

  • you or your legal representative have given consent
  • you have entered into a contract with us
  • where we have a statutory duty/legal obligation

The legal basis for processing and/or sharing any of your personal information where it is deemed sensitive/special is:

  • where we have a statutory duty/legal obligation
  • it is necessary to protect you or another’s vital interests

Information sharing/recipients

In order to perform our functions and statutory duties/obligations, we may share personal information about you with the following types of people/organisations:

  • Other areas of the council
  • Other Local Authorities
  • Other government agencies eg Department for Education
  • Music Teachers
  • Event organisers
  • Companies that help us to provide our services eg. website hosting, financial transactions,
  • Social Care teams
  • Other organisations that ensure the safeguarding of children and vulnerable individuals

As well as information collected directly from you, we may also obtain or receive information from:

  • Other areas of the council
  • Other Local Authorities
  • Other government agencies eg Department for Education
  • Music Teachers
  • Event organisers
  • Companies that help us to provide our services eg. website hosting, financial transactions,
  • Social Care teams
  • Other organisations that ensure the safeguarding of children and vulnerable individuals
  • Members of the public

In certain circumstances we may need to share your personal data with other organisations in certain situations such as where there is an immediate need (ie vital interests, safeguarding)

Data Transfers beyond European Economic Area

We do not transfer any of your personal information outside the European Economic Area (‘EEA’).

Automated Decisions

No automated decision making takes place within our service area of Oldham Council.

All the decisions we make about you involve human intervention.

How long do we keep your data

We keep your personal information for a period of 3 years after the date you cease to use/access our services which includes any professional relationship you have with Oldham Music Service.

After 3 years, only non-identifiable, anonymised data for statistical comparison will be retained. 

An exception to this is our legal obligation to keep financial data for a minimum of six years plus current year.

Where can I get advice?

More information on how to seek advice in order to exercise your rights, raise a concern or complain about the handling of your personal information by the council can be found in the council’s privacy notice which can be found at: