Privacy Policy
This is the Privacy Notice for Junior Academy of Music. In this document “we”, “our” or “us” refers to Junior Academy of Music.
This is a notice to inform you of our policy regarding the information we record about you. It sets out the conditions under which we may process any personal information that we collect from you, or that you provide us with.
At Junior Academy of Music, we are committed to protecting and respecting your privacy. We take this responsibility very seriously.
We will only use your personal information to deliver the services that you have requested from us, and to meet our legal responsibilities.
This Privacy Notice explains when and why we collect personal information about you, how we use it and how we keep it secure.
Our Policy complies with UK Law, accordingly implemented, including that required by the EU General Data Protection Regulation (GDPR). We are required to inform you of your rights and our obligations to you regarding the processing and control of your personal data.
How do we collect information about you?
We obtain personal information about you when you engage us to deliver our services by completing our registration consent form and/or when you contact us via letter, telephone, email, our website or Facebook.
What type of information do we collect about you?
• personal identifiers and contacts (such as pupil name, parent/carer name, postal address, landline phone number, mobile phone number, email address and school year group/class)
• special educational needs (if the pupil has any learning/physical needs which would require specific teaching requirements)
• attendance (we record on a weekly register the number of sessions attended each half term)
• assessment and attainment (we aim to provide annual progress reports for each child)
How is your information used?
We collect and use pupil information, for the following purposes:
a) to provide you with the teaching services that you require;
b) to contact you by post, email or telephone;
c) to process your payments for each half term;
d) to contact you with information on any performance opportunities that your child has been invited to attend;
e) to monitor and report on pupil attainment progress;
f) to contact you with marketing material via our Junior Academy of Music emails;
g) to maintain our records in accordance with applicable legal and regulatory obligations.
How we collect pupil information
We collect pupil information via our registration consent forms given out by the pupil’s school (hard copy or email) or emailed out directly upon request.
How long is your information kept?
We hold pupil information securely for the period in which they have lessons with us or until the end of the academic year in which they cease to be a customer. We do not keep information for longer than we need to.
Who has access to your information?
Only managers and administration staff of Junior Academy of Music have access to personal data.
Employees of Junior Academy of Music have access to limited information regarding pupils in the form of a weekly register (name, school and attendance). They have no access to personal data such as parent’s name, address, contact telephone numbers or email addresses.
We will not share your information with third parties for marketing purposes.
We will not sell or rent your information to third parties.
We do not share information about our pupils with anyone without consent unless required to for legal reasons or our policies allow us to do so.
What security precautions are in place to protect the loss, misuse or alteration of your information?
Once we receive your information, we make our best effort to ensure its security on our systems.
Hard copy reports/registers are stored in folders which are kept in a lockable filing cabinet in a secure building.
Managers mobile phones may contain phone numbers and emails. We ensure all phones are password protected to the highest standard and are only accessible by the member of staff who holds it.
Whilst we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk.
How do we dispose of your information?
Pupil information is removed from our electronic records once that pupil ceases to be a customer.
Any confidential paper records are shredded and disposed of by a professional waste company.
What rights do you have to correct your personal information?
Keeping your information up to date and accurate is important to us. We commit to regularly review and correct where necessary, the information that we hold about you. Under the General Data Protection Regulation, you have the right to ask us to correct any personal information about you that you believe does not meet these standards.
When we receive any request to correct personal information, we shall first take reasonable steps to verify your identity before taking any action. This is important to safeguard your information.
What rights do you have to ask for your personal information to be deleted?
Under the General Data Protection Regulation, you have the right to ask us to delete personal information about you where; • you consider that we no longer require the information for the purposes for which it was obtained • our use of your personal information is contrary to law or our other legal obligations When we receive any request to delete personal information, we shall first take reasonable steps to verify your identity before taking any action. This is important to safeguard your information.
What to do if you wish to complain
Under the General Data Protection Regulation, you have the right to object or complain about how we use your personal information. If you wish to raise a complaint on how we have handled your personal data or you feel there has been a data breach, you can contact us to have the matter investigated. In the first instance please contact us using the contact details at the end of this Privacy Notice.
Changes to our Privacy Notice
We keep this Privacy Notice under regular review and will place any updates on our website at
www.junioracademyofmusic.co.uk
Paper copies of the Privacy Notice may also be obtained by request from our office, please see contact information below.
This privacy notice was last updated in April 2019.
Contacting Junior Academy of Music
If wish to contact us regarding the General Data Protection Regulation, data protection or how we handle your data in general, please feel free to contact us:
GDPR Officer: Rachel Carter
Junior Academy of Music
3 School Lane
Stapleton
Leicester
LE9 8JR
Email: email@junioracademyofmusic.co.uk (mark for the attention of the GDPR Officer) Telephone: 01455 841696
Complaints and Information Commissioner’s Office
We seek to directly resolve all complaints concerning the handling of your personal information, however, if you are dissatisfied you have the right to lodge a complaint with the Information Commissioner’s Office at:
Information Commissioner's Office
Wycliffe House, Water Lane
Wilmslow
Cheshire,
SK9 5AF
Telephone - 0303 123 1113 (local rate) or 01625 545 745
Website: https://ico.org.uk/concerns