Privacy Notice

Shropshire Music Service 

Under data protection law, individuals have a right to be informed about how the service uses any personal data that we hold about them. We comply with this right by providing ‘privacy notices’ (sometimes called ‘fair processing notices’) to individuals where we are processing their personal data. 

This privacy notice explains how we collect, store and use personal data about pupils and parents. 

We, Shropshire Music Service, Longeadow, Bayston Hill, SY3 0NU are the ‘data controller’ for the purposes of data protection law. 

Our data protection officer is  

Alison Stevens 


01743 874145 



The personal data we hold 

Personal data that we may collect, use, store and share (when appropriate) about pupils includes, but is not restricted to: 

·            Parental contact details, date of birth, identification documents

·            Results of internal assessments and externally set tests/exams 

·            Pupil and curricular records 

·            Characteristics, such as eligibility for free school meals, or special educational needs 

·            Exclusion information

·            Details of relevant medical conditions, including physical and mental health 

·            Attendance information 

·            Safeguarding information 

·            Details of any support received, including care packages, plans and support providers 

·            Photographs 

·            Video images captured at concerts or rehearsals. 


We may also hold data about pupils that we have received from other organisations, including schools, local authorities and the Department for Education. 

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Why we use this data 

We use this data to: 

·            Support pupil learning 

·            Monitor and report on pupil progress 

·            Provide appropriate pastoral care 

·            Protect pupil welfare 

·            Assess the quality of our services 

·            Comply with the law regarding data sharing 

·            Comply with the law regarding child performance licensing 

·            Contact parents in the event of unexpected events or changes of circumstances 

·            Carry out research


Our legal basis for using this data 

We only collect and use personal data when the law allows us to. Most commonly, we process it where: 

·            We need to comply with a legal obligation 

·            We need it to perform a public task 

Less commonly where:

·            We have obtained consent to use it in a certain way 

·            We need to protect the individual’s vital interests (or someone else’s interests) 

·            We need to protect the legitimate interests of the service or organisations who work on its behalf (provided the individual’s rights and freedoms are not overridden)


Where we have obtained consent to use pupils’ personal data, this consent can be withdrawn at any time. We will make this clear when we ask for consent, and explain how consent can be withdrawn. 

Some of the reasons listed above for collecting and using pupils’ personal data overlap, and there may be several grounds which justify our use of this data. 


Collecting this information 

While the majority of information we collect about pupils is mandatory, there is some information that can be provided voluntarily. 

Whenever we seek to collect information from you or your child, we make it clear whether providing it is mandatory or optional. If it is mandatory, we will explain the possible consequences of not complying. 

Without mandatory information the pupil may be unable to perform in concerts arranged by Shropshire Music Service due to licensing law.


How we store this data  

We keep personal information about pupils while they are attending our service events and rehearsals. We will also keep it beyond their attendance if this is necessary in order to comply with our legal obligations and to enable us to contact parents following an event with relevant information.  

If you wish to see a copy of your retained records, please contact  We will acknowledge the request within a working week at the office. 


Data sharing 

We do not share information about pupils with any third party without consent unless the law and our policies allow us to do so. 

Where it is legally required, or necessary (and it complies with data protection law) we may share personal information about pupils with: 

·            Our local authority – to meet our legal obligations to share certain information with it, such as safeguarding concerns and child performance licensing 

·            The Department for Education  to meet our legal obligations to share certain information with it 

·            The Arts Council  for the legitimate interests of the service

·            The pupil’s family and representatives to ensure the vital interests of the individual

·            Educators – to fulfil a contract with the individual

·            Examining bodies – to fulfil a contract with the individual

·            Ofsted, HMI  to comply with a legal obligation

·            Suppliers and service providers – to enable them to provide the service we have contracted them for  

·            Our auditors – to meet legal requirements for accurate inspection of accounts 

·            Security organisations – in the public interest

·            Health and social welfare organisations to ensure the vital interests of the individual

·            Professional advisers and consultants for the legitimate interests of the service

·            Charities and voluntary organisations for the legitimate interests of the service

·            Police forces, courts, tribunals  to comply with a legal obligation

·            Surveys and research – for the legitimate interests of the service


Transferring data internationally 

Where we transfer personal data to a country or territory outside the European Economic Area, we will do so in accordance with data protection law. This is most