Our contact details
Name: West of England Music and Arts
Address: Little Stoke Lane, Bristol. BS34 6HY
Phone Number: 01454 863147
Email: music@wema.org.uk
The type of personal information we collect
We collect and process the following information:
- Personal identifiers and contacts
- E.g. Name, contact details, date of birth
- Characteristics
- E.g. Ethnicity
- E.g. Whether you/the child is registered for support, such as financial support (pupil premium)
- E.g. Learning needs and disabilities
- Some special category information
- Medical and dietary needs
How we get the personal information and why we have it
All of the personal information we process is provided to us directly by you.
We ask for it for one of the following reasons:
- To provide you with the services you have requested
- To enable us to look after and provide for those in our care
We use the information that you have given us in order to
- Contact you about the services you have requested
- Enable us to better understand and provide for the learning and access needs of those who use our services
- Look after those in our care and take appropriate action, eg in a medical emergency
- Enable us to invoice you for the services you have requested
- Provide information about other opportunities directly related to the services you have requested, which may be of interest to you
- Enable us to complete our mandatory statistical reporting to the Department for Education. No individual is identifiable via this reporting.
- Enable us to monitor our own performance and effectiveness, such as knowing that we are reaching a proportionally representative section of the community.
Sharing your information
We may share this information with specific education providers who work with us or for us to deliver services you have requested. You will always know when a partner organisation is involved and they are required by us to only use it to deliver the specific activity you have requested.
In some situations we may verify your information with a third party, such as your child’s school. This will only be in special circumstances, such as to validate your eligibility to, eg, reduced fees due to financial circumstances should you request financial assistance. We do not give, or ask for, new information, we only request information to verify what you have already told us.
Bases for the information we collect
Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing your information are:
- Consent.
We only hold information about you that you have given us. We do not collect information about you from any other source. You are able to remove your consent at any time. You can do this by contacting us on 01454 863147 or music@wema.org.uk. However, if you are currently receiving services from us, if you do withdraw consent for us to hold your information, we will no longer be able to provide these services.
- Contract.
We need the information we collect in order to deliver the contract you have requested, such as to communicate with you, look after the student/client and organise the most appropriate service. Where there is a cost for the service you have requested, we need to be able to charge you.
- We have a legitimate interest.
We request some information, such as learning and access needs, so that we can better meet the educational and welfare needs of our students. We ask for special category information such as dietary and medical needs so that we can better look after those in our care and take appropriate action in an emergency.
We are required to report to the Department for Education and Arts Council England about the characteristics of those who use our services. We also request this data monitor our own performance. This monitoring and reporting does not identify any individual person, but is used to better understand the characteristics and needs of those we work with and help us ensure we are delivering a representative and accessible service.
How we store your personal information
Your information is securely stored. We keep all your information until:
Students: the student is aged 25 or has not used our services for more than 7 years, whichever is the latter.
Adults: information is held for 7 years after the client stops receiving services from us.
Some data is held for longer, but only where we are required by law to do so, such as due to safeguarding or healthcare legislation.
We will then dispose your information by anonymising your information on our database and deleting or anonymising other places where your data may be stored.
Online Payments:
The information about you which your enter into our online payment process is only used for the purpose of processing and tracking your payment, so the payment can be allocated to your account. We do not use or share this information in any other way.
We do not process the financial transaction; our payments are handled directly by First Data (also known as FiServe and Clover), our bank's preferred provider of online payments. This means we do not see your full payment card information. Our payment processes are PCI DSS compliant.
Your data protection rights
Under data protection law, you have rights including:
Your right of access – You have the right to ask us for copies of your personal information.
Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing – You have the the right to object to the processing of your personal information in certain circumstances.
Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us at music@wema.org.uk or on 01454 863147 if you wish to make a request.
How to complain
If you have any concerns about our use of your personal information, you can make a complaint to us at music@wema.org.uk or on 01454 863147.
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk
