Privacy Notice


This privacy notice covers pupils and parents/carers taking part in services with East Sussex Music.

East Sussex County Council takes data protection seriously. Please be assured that your information will be used appropriately in line with data protection legislation, will be stored securely and will not be processed unless the requirements for fair and lawful processing can be met.

What information is being used?

In order to provide the service, we will collect pupil name, school, date of birth, gender and ethnicity, any disability or special learning needs. Also, the parent/carer names, addresses, phone numbers and email addresses and financial circumstances (where appropriate).

How will your information be used?

We will use your data to deliver the services you request from us.

We use personal data to care for students effectively (eg understand your personal medical and learning needs).

We may print students’ names in our concert programmes.

We use your data to inform our equal opportunities monitoring.

We keep you informed about the education opportunities and events which form part of the music service’s offer to students.

We aim to maintain high standards, adopt best practice for our record keeping and regularly check and report on how we are doing. Your information is never sold for direct marketing purposes.

Our staff are trained to handle your information correctly and protect your confidentiality and privacy.

Your information is not processed outside of the European Economic Area.

What is the legal basis for processing your information?

We collect your data for the following reasons:

  1. To deliver the contract for the services you have asked us to provide for you, such as instrumental lessons or membership of a music centre.

  2. Some information such as any medical or learning needs and financial background is used for ‘vital interest’ - that is, to make sure we can support you to take part in activities, look after our students and teach them effectively.

  3. We collect information about the ethnic background of our students to ensure we are offering an inclusive and accessible service across the county. You have the option not to give this information if you prefer not to.

  4. We may keep you up to date with other music activities provided by us which we think you may be legitimately interested in. These are activities which enhance the service you request from us.

How long will your information be kept for?

The information you give through our online application form will be stored in our online eforms system for 3 months, then deleted.

When you apply for a service, your data is transferred to our education database. This is a third party system which has been checked by our IT security department. Your data will be retained whilst you are taking part in activities with us, and for a further five years so that we can fulfill our reporting duties to the Department for Education and monitor our business performance.

Information that you submit when you pay your invoice online is retained for 7 years.

If you give us permission to do so, we may use images in our promotional materials. We will delete these five years after the student ends services with us.

Sharing your information

Some of our activities are delivered by and with other music education organisations. In order to deliver this contract we may need to share your data with these education partners. This includes your child’s school.

They will not use your data anything other than delivering the service you have requested (eg future marketing) without your additional consent nor will they retain your data once the activity has ended.

Any sharing of personal data is always done:

  • on case-by-case basis

  • using the minimum personal data necessary

  • with the appropriate security controls in place

  • in line with legislation.

Information is only shared with those agencies and bodies who have a "need to know" or where you have consented to the sharing of your personal data to such persons.

We may use the information we hold about you to assist in the detection and prevention of crime or fraud. We may also share this information with other bodies that inspect and manage public funds.

Your rights

Under data protection legislation, you have the right:

  • to be informed why, where and how we use your information

  • to ask for access to your information

  • to ask for your information to be corrected if it is inaccurate or incomplete

  • to ask for your information to be deleted or removed where there is no need for us to continue processing it

  • to ask us to restrict the use of your information

  • to ask us to copy or transfer your information from one IT system to another in a safe and secure way, without impacting the quality of the information

  • to object to how your information is used

  • to challenge any decisions made without human intervention (automated decision making)

Please visit data subject rights for further details.

How to find out more or complain

Should you have any further queries on the uses of your information, please speak directly to our service:

Email us at

or phone us on 01273 261540

To complain about the use of your information, please contact our Customer Services Team or our Data Protection Officer.

Further information on making a complaint.

You can also contact the ICO for further information or to make a complaint:

Information Commissioner's Office
Wycliffe House
Water Lane
Cheshire SK9 5AF

Phone: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number.

Email ICO

Report a concern on the ICO website