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Dudley Performing Arts Privacy Notice

This privacy notice explains what information Dudley Performing Arts may collect and or use as part of providing their service.

What information do we collect?

  • Name, address, contact details including email address, mobile phone number and/or social media user name
  • Correspondence (including emails, social media posts)
  • Photos and videos
  • Information specific to our activity (e.g. musical instrument played, group membership, exam results etc)
  • Medical information required for the safe management of trips/events etc

 

Who uses this information?

  • Dudley Performing Arts / Dudley Music Education Hub

Why do we use this information?

We use this information about you to:

  • Communicate with you in formats (e.g. email newsletter, printed mail-out or magazine) you have consented to receive and about subjects that you have consented to hear about
  • Communicate with you on social media in line with the terms and conditions of those social media sites
  • Communicate with you about changes to teaching/group schedules
  • Communicate with you about routine administration (e.g. request to re enrol to groups, request to provide missing information, requests to make outstanding payments)
  • Communicate with you about additional opportunities organised by ourselves or partner organisations (e.g. BBC, Royal Birmingham Conservatoire etc)
  • In the case of photos and videos, with your consent we may use this to create communications products such as social media posts, advertising, leaflets, digital marketing and printed marketing.

What is the legal basis for processing your personal information?

  • You have given consent
  • You have entered into a contract with us

Who are we likely to share this information with?

  • Within Dudley Council information may be shared with other Council departments where necessary to follow up a service request, complaint or to take other action requested by or agreed with you.
  • With Public Examination Boards in relation to the management of music exams in relation to exams that you have specifically entered for.
  • With other organisations or companies (with your consent, or where the law requires us) as needed for licensing arrangements for large scale events.
  • Aggregated data is shared with Arts Council England and other funding bodies as required by the funding agreement. Individual student information is not shared as part of this process.
  • Information may also be shared with other council departments or third parties where legal to do so – for full details see the council’s main privacy notice main privacy notice.

How do we keep this information secure?

  • Electronic information is stored securely on databases, systems or internal drives.
  • Paper information is in locked storage.

How long do we keep this information?

  • Data you shared with us on social media is stored on those social media sites. You are advised to check the privacy notices or terms and conditions of your social media sites for more information.
  • Information you voluntarily supplied to us will be kept for a period of 6 years after the activity has finished. 
  • Any photos or videos of you, which you have consented for us to use, will be stored on our internal servers for a maximum of one year. You can request your photo or video to be deleted at any point before this expiry date. Photos and videos used on social media and other digital formats are deemed 'published' and in the public domain. Where reasonable and practical we will endeavour to delete such published personal information on request, however we cannot be responsible for any copies of the material created by subsequent sharing by a third party.
     
     

What are your rights?

  • You have the right to request Dudley Council to stop processing your personal data in relation to any council service.  See our main privacy notice for details.

Photography and video – conditions of use

  1. Consent is valid for one year from the date of enrolling. The consent will automatically expire after this time.
  2. We will not re-use any images after this time.
  3. Some material and images may be deposited with Archives for historical purposes.
  4. We will not include details or full names (which means first name and surname) of any child or adult in an image on video, on our website, or in printed publications, without good reason. For example, we may include the full name of a solo performer if we have consent.
  5. We will not include personal email or postal addresses, or telephone numbers on our website, in printed publications or any identifiable social media platforms
    If we use images of individual children, we will not use the name of that child in the accompanying text or photo caption without good reason. If a pupil is named in the text, we will not use a photograph of that child to accompany the article without good reason. For example, we may include a picture and full name of a solo performer if we have consent. However, we will not include a picture and full name of a model used in promotional literature.
  6. We may use group or class images with very general labels, such as “Band Performance, Massed Rehearsal”
  7. We will only use images of children who are suitably dressed, to reduce the risk of such images being used inappropriately.
  8. We will take all reasonable steps to ensure any children we photograph are not put at risk.