Hampshire Music Service - ensemble membership privacy notice

Why we collect this information

Hampshire County Council is the organisation responsible for processing your information (the Data Controller). Hampshire Music Service collects and uses information from you for the purpose of managing the application and membership for Hampshire County Youth Music Ensembles.

We collect information about your child as well as information about you as their parent/carer. We hold this personal data securely and use it to:
  • Review the ensemble application and make a decision
    Communicate the outcome of the application with you
    Manage enquiries from you around the application process
  • Set up ongoing payments arrangement
  • Send out payment request reminders
  • Evaluate and improve our services
  • Ensure compliance with our obligations under the accuracy principle of the 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 are 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, email, phone numbers)
  • your child’s information (name, date of birth) and characteristics (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)

The lawful basis on which we process this information

We collect, store, use and share the information ensuring that we comply with the General Data Protection Regulation (GDPR) and Data Protection Act 2018 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.

Under this lawful basis we do not require your consent to process this information for managing your ensemble application and informing you of the outcome, once you have submitted an application form. Once you sign the agreement, we can also process the information provided for maintaining and delivering your membership (the contract). We are required though, through this privacy notice, to ensure you are fully informed of why we are collecting this information and what we will do with it.

Please note that no automated decision making (decisions taken without a person involved) occurs for any parts of these activities controlled by the County Council. The County Council does not use profiling as part of this process.

The County Council does use profiling as part of this process through restricting its membership to young people up to the age of 19, who are in full-time education at school/college/home. Priority is also given first to Hampshire residents, and then to non-Hampshire residents attending Hampshire schools and colleges.

Storing and securing data

The information provided to us will be held within the County Council’s Ensembles database. The information held within the access database will be kept in line with our retention schedules and then disposed of as appropriate. The database is hosted by the County Council in secure data centres based in the UK. No information leaves the European Economic Area (EEA).

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
  • 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 information with anyone unless there is a lawful basis that allows us to do so. The information you provide to apply for and be a member of an ensemble is not shared with any external third parties.

Depending on the individual circumstances of each situation, we may have to share this information with other teams within the County Council to fulfil other duties and powers to support our work. These might include teams such as our Children Missing Education (for ensuring the provision of full time education); Data Protection Team (for personal data incidents); Admissions (for ensuring every child can apply for a school place); Virtual School (for support of children looked after); and/or Social Care teams (supporting welfare, safeguarding and corporate parent functions).

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.

Further information

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 data.protection@hants.gov.uk.

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.