Hampshire Music Service

Privacy Notice

Why we collect this information

Hampshire Music Service (HMS) collects and uses information from or about you or your child to provide the following services:

  • access to membership of Hampshire County Youth Music Ensembles
  • provide an opportunity to participate in events, workshops, projects and courses
  • submit applications for Hub Scholar awards
  • the opportunity to purchase musical tuition for parents and educational institutions
  • instrument hire

Hampshire County Council is the organisation responsible for processing your information (the Data Controller).

We collect information about you and your child and hold this personal data securely and use it to:

  • monitor the impact of our services and make relevant service improvements
  • facilitate face to face and online music lessons for your child
  • manage and administer contractual agreements for the delivery of services made directly with parents
  • manage the application and membership for Hampshire County Youth Music Ensembles and associated residential visits, concerts and tours.
  • manage the application for Hub Scholar awards
  • manage applications for participation in HMS run events, workshops, projects and courses
  • review your application and make a decision
  • communicate with you the outcome of your application(s) and answer any enquiries about the application process
  • identify whether a suitable hire instrument is available and communicate with you around the outcome
  • set up the Instrument Hire Agreement Form
  • set up ongoing payment arrangements
  • send out payment request reminders
  • review, evaluate and improve our internal services
  • ensure our services are inclusive
  • provide anonymised reports to relevant central government departments and the Arts Council regarding the impact of the service
  • ensure compliance with our obligations under the accuracy principle of the UK General Data Protection Regulation (Article (5)(1)(d)), making sure our records about you are up to date.

The following sections provide further detail around the information we process setting out what allows us to do this (lawful basis), who we may share it with, how long we keep it for (the retention period), alongside identifying any rights you may have and who to contact if you think we’re not handling your information in the right way.

The categories of information that we collect, hold and share

The following personal information is processed:

  • your personal information (name, address, telephone numbers, email);
  • your child’s information (name, date of birth, unique pupil number) and school details (current school/college name, current year group, school/college name in Sept);
  • your child’s musical information (instrument played, voice type, standard, current Hampshire Music Service ensemble membership status, current Hampshire Music Hub Scholars award, choice of ensembles);
  • information about specific circumstances of your child (access to free school meals, looked after status and access to pupil premium funding); and
  • your child’s special category information such as Special Educational Need (SEN) and ethnicity.

The lawful basis on which we process this information

We collect, store, use and share the information ensuring that we comply with the UK General Data Protection Regulation (GDPR) and the Data Protection Act 2018 (DPA2018) requirements for processing through:

  • Article 6(1)(b) - the processing is necessary for a contract we have with you, or because you have asked us to take specific steps before entering into a contract.
  • Article 6(1)(f) – the processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child. A legitimate interest test has been completed by the County Council which outlines the Council’s belief that the data processing activities being undertaken by HMS are in the legitimate interests of Hampshire County Council and the children of Hampshire.
  • Article 9(2)(g) – Necessary for reasons of substantial public interest on the basis of Union or Member State law which is proportionate to the aim pursued and which contains appropriate safeguarding measures;
  • Sch.1, Pt.2, 8 – Substantial public interest conditions, for processing under the DPA2018.

Under this lawful basis we do not require your consent to process this information, but we are required, through this privacy notice, to ensure you are fully informed of why we are collecting this information and what we will do with it.

Storing and securing data

The information provided to us will be held within the HMS database. The information held within the access database will be kept in line with our retention schedules and will then be deleted when it has met retention. The database is hosted by the County Council in secure data centres based in the UK. No information leaves the European Economic Area (EEA).

Electronic records are also stored within the County Council’s Document Management System (DMS). The information held within the County Council’s DMS will be kept in line with retention schedules and then be deleted when it has met retention. Copies of the retention schedules are available on request. The County Council’s DMS is hosted by the County Council in secure UK based data centres, which are on site.

The County Council takes its data security responsibilities seriously and has policies and procedures in place to ensure the personal data held is:

  • prevented from being accidentally or deliberately compromised;
  • accessed, altered, disclosed or deleted only by those authorised to do so;
  • accurate and complete in relation to why we are processing it;
  • continually accessible and usable with daily backups; and
  • protected by levels of security ‘appropriate’ to the risks presented by our processing.

The County Council also ensures its IT Department is certified to the internationally recognised standard for information security management, ISO27001.

Who we share your information with

We do not share personal information with anyone unless there is a lawful basis that allows us to do so. The information you provide to HMS may be shared with the educational setting where the child is undertaking instrument lessons for the purposes of providing your child with the service.

Requesting access to your personal data and your rights

Under data protection legislation, individuals have the right to request access to information about them that we hold. To make a request for your personal information, or someone you have responsibility for, please contact the Children’s Services Department’s Subject Access Request (SAR) Team.

You also have the right to:

  • prevent processing for the purpose of direct marketing;
  • object to decisions being taken by solely automated means;
  • in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed; and
  • claim compensation for damages caused by a breach of the Data Protection regulations.

Contact Details

If you would like more information about this service, including how to contact them, please visit our website.

Further information

The above information is the specific privacy notice for this service. For more information about your rights in relation to your personal data, see the County Council’s general privacy notice.

You have some legal rights in respect of the personal information we collect from you. See our Data Protection page for further details.

You can contact the County Council’s Data Protection Officer by email [email protected].

If you have a concern about the way we are collecting or using your personal data, you should raise your concern with us in the first instance or directly to the Information Commissioner’s Office.