Lancashire Music Service

In order to comply with the UK General Data Protection Regulation (UK GDPR), where personal data relating to a data subject is collected, Lancashire County Council would like to provide you with the following details.

Identity and contact details of the data controller

• Lancashire County Council, PO Box 78 County Hall, Fishergate, Preston, Lancashire, PR1 8XJ

Contact details of the data protection officer

• Our Data Protection Officer is Paul Bond. You can contact him at dpo@lancashire.gov.uk or Lancashire County Council, PO Box 78 County Hall, Fishergate, Preston, Lancashire, PR1 8XJ

Purposes for processing

Lancashire Music Service is part of Lancashire County Council's services and has been providing support, advice and musical opportunities for children and young people across Lancashire for over 50 years. Our approach to teaching is broad and inclusive and we aim to inspire a lifelong love of music.

We offer children and young people the chance to learn woodwind, brass, strings, guitar, ukulele, singing, percussion, drums, keyboard and piano with our experienced and inspiring teachers and with the first year of learning supported by award-winning online resources. We also offer an affordable instrument hire scheme.

The Music Service also offers pathways for musical development and progression, both with workshops and performances in schools and also through our wide network of Music Centres and outstanding County Ensembles.

We provide a bursary scheme offering financial support for lessons and musical activities. Parents/carers can apply for bursaries and applications are assessed by an external panel and allocated based on need and availability of resources.

Category of personal data being processed

1. Personal data (information relating to a living, identifiable individual)
2. Special category personal data (racial, ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, and the processing of genetic data, biometric data for the purpose of uniquely identifying a natural person, data concerning health or data concerning a natural person's sex life or sexual orientation)

Legal basis for processing personal data

The legal basis for processing your personal data, in accordance with the UK GDPR is:

• Consent: the individual has given clear consent for you to process their personal data for a specific purpose.

(f) Legitimate Interests: pursued by the controller or by a third party.

Legal basis for processing special categories of personal data

The legal basis for processing your special categories of personal data, in accordance with the UK GDPR is:

(a) The data subject has given explicit consent to the processing of this personal data.

Recipients of the data

The information you provide Lancashire Music Service may be shared internally with tutors in order to arrange music lessons for your child. We will only share your information with your child's school that are relevant to your child's tuition.

Lancashire County Council utilise customer management software hosted by Speed Admin.

We collectively gather numbers for statistical purposes in order to receive Grant Funding from Arts Council England. (Government Data Analysis)

Information we share

Lancashire Music Service collects the following information in order to manage and facilitate the service.

• Parent Name
• Parent Address
• Parent Contact Number
• Pupil Premium Status
• Child Name
• Child Date of Birth
• Child Gender
• Child Looked after status
• Child Special Educational needs status
• Child Disability
• Child School
• Child Year Group
• Instrument
• Type of lesson

The following categories of information will be shared with your child's school in order to provide your child with music tuition.

• Child Name
• Instrument
• Type of Lesson

To receive Grant Funding we provide total numbers of children participating in musical activities who receive tuition through Lancashire Music Service.

These totals are separated by gender, year group, SEN and pupil premium categories

Any transfers to another country

The Lancashire Music Service processes personal data in the EEA (Denmark) through the use of it's customer management platform provided by Speed Admin.

We will always process as little personal data as is necessary to meet the purpose of the processing activity. We will inform you where your personal and sensitive data will be stored and of the additional safeguards that we have taken to ensure compliance with UK GDPR and data protection legislation which applies within the country where your personal and sensitive information is held, should this be outside of the UK.

Retention periods

Lancashire County Council will only store your information for as long as is legally required or in situations where there is no legal retention period they will follow established best practice.

File typeDescriptionSecurity

File type	Description	Security	Retention period
email	emails held in Outlook that haven't been exported or moved elsewhere.	encrypted used when emailing personal data to partners.	Retained in accordance with appropriate internal retention guidelines
Music Service Application Forms	Completed application forms.	Retained on the SpeedAdmin platform	7 years from end of financial year the form was submitted.
Student File	Information relating to the service a student is accessing from the Music Service.	Retained on the SpeedAdmin platform	7 years after the close of the file.

Your rights

You have certain rights under the UK General Data Protection Regulation (UK GDPR), these are the right:

• to be informed via Privacy Notices such as this.
• to withdraw your consent. If we are relying on your consent to process your data then you can remove this at any point.
• of access to any personal information the council holds about yourself. To request a copy of this information you must make a subject access request in writing. You are entitled to receive a copy of your personal data within 1 calendar month of our receipt of your subject access request. If your request is complex then we can extend this period by a further two months, if we need to do this we will contact you. You can request a subject access request, either via a letter or via an email to Information Governance Team, address below.
• of rectification, we must correct inaccurate or incomplete data within one month.
• to erasure. You have the right to have your personal data erased and to prevent processing unless we have a legal obligation to process your personal information.
• to restrict processing. You have the right to suppress processing. We can retain just enough information about you to ensure that the restriction is respected in future.
• to data portability. We can provide you with your personal data in a structured, commonly used, machine readable form when asked.
• to object. You can object to your personal data being used for profiling, direct marketing or research purposes.
• in relation to automated decision making and profiling, to reduce the risk that a potentially damaging decision is taken without human intervention.

If you want to exercise any of these rights then you can do so by contacting:

Information Governance Team
Lancashire County Council
PO Box 78
County Hall
Preston
PR1 8XJ

Email: dpo@lancashire.gov.uk

To ensure that we can deal with your request as efficiently as possible you will need to include your current name and address, proof of identity (a copy of your driving licence, passport or two different utility bills that display your name and address), as much detail as possible regarding your request so that we can identify any information we may hold about you, this may include your previous name and address, date of birth and what council service you were involved with.

Further information

If you would like more information about this specific service, then please contact lancs.music@lancashire.gov.uk

For more information about how we use personal information see Lancashire County Council's full privacy notice.

If you wish to raise a complaint on how we have handled your personal data, you can contact the Information Governance team who will investigate the matter.

Lancashire County Council, PO Box 78 County Hall, Fishergate, Preston, Lancashire, PR1 8XJ or email: dataprotection@lancashire.gov.uk

If you are not satisfied with our response or believe we are processing your personal data not in accordance with the law you can complain to the Information Commissioner’s Office (ICO).