Doncaster Music Service / Doncaster Music Education Service Privacy Notice

This Privacy Notice sets out what you need to know about how Doncaster Council will use your information for the Doncaster Music Service / Doncaster Music Education Service


What Information about you do we collect?

For the processing to which this notice relates to, to be carried out, we use the following information:
• personal information – such as: your name, address, telephone number
• special category personal information – such as your ethnicity, physical or mental health, Special Educational Need information, Looked After Children information

How do we collect information about you?

We collect your information from you directly (e.g. by asking you to complete this online form, or when you telephone our Customer Services Contact Centre)/other agencies/government departments (e.g. the police, Department of Work and Pensions, etc.).

How will your information be used?

Your information might be used to: provide music tuition during term time at your school, or engaging in a music ensemble outside of school hours, for examinations, to provide results, to advice DMBC finance department of outstanding debts in relation to unpaid hire of instrument or other charges, to share management information with music hub partners. For the management and administration of the Service.

The legal basis for using your information

The table below sets out the legal basis for each of the activities that this Privacy Notice applies to.

Personal Data Activity

Legal basis - GDPR Article 6

S8 DPA (delete as appropriate)

UK Legislation

Provision of Music Examinations

Loan of equipment


(1)(b) Because to do so is necessary to take steps at your request to enter into a contract for this service, or for the performance of a contract to which you are party.



Provision of Music Service

Participation in music events and competitions

Participation in music ensembles

(1)(a) Because to do so explicit consent is provided to administer and deliver the service



Special Category Data Activity

Legal basis - GDPR Article 9

Schedule 1 DPA 


Provision of Music Examinations

Loan of equipment


  Paragraph 16(1)(c)  

Provision of Music Service

Participation in music events and competitions

Participation in music ensembles

(2)(a) the data subject has given explicit consent to the processing    

Who will your information be shared with?

We sometimes need to share your information within the Council or with other organisations. We will only share your information when necessary and when the law allows us to, and we will only share the minimum information we need to. For [function] matters we may need to share your information with:
  • Your Councillor (for example, if you have made a complaint to them about the Council); 
  • Doncaster Music Service 
  • Arts Council England 
  • darts (Doncaster Community Arts) 
  • Music in the Round 
  • Doncaster Children’s Trust 
  • Right Up Our Street 
  • Yorkshire Youth and Music 
  • Doncaster Children’s University 
  • Doncaster Cultural Education Partnership 
  • IVE 
  • Music for Youth 
  • Opera North 
  • National Youth Jazz Association 
  • University Centre Doncaster 
  • CAST 
  • Orchestras Live 
  • Doncaster Youth Alliance 
  • Doncaster Culture & Leisure Trust 
  • Mapfest 
  • Doncaster Music Education Hub partners 
  • Examination boards – ABRSM, Trinity Guildhall, LCM 
  • William Appleby Trust Board 
  • Doncaster Council internal departments 

In certain cases, we may also share your information with other individuals and organisations. For example, if you make a complaint to your Councillor, or if the sharing would help with a safeguarding issue, or help prevent a crime. Sometimes, we might share your information without your knowledge.

The Council will never sell your information to anyone else

Transfers to countries other than the UK and outside of the EU: We will not transfer your information outside of the EU

How long will we keep your information?

We will keep your information for different periods of time, depending on what we are using it for. We only keep your information for as long as we need to, after which we will either securely delete the information.

We will keep your information for only so long as is necessary – the table below sets out typical timescales for each activity


Time information kept for

Music records

In line with other Education records: Date of Birth of child +25 yrs

Music examination results

Date of exam + 6 years

Permission slips for music trips (no incident)

Till end of trip

Permission slips for music trips (if incident occurred)

Date of Birth of child +25 years

Your rights

The law gives you specific rights over your information.
These rights are:
• to be informed of our use of information about you;
• of access to information about you;
• rectify information about you that is inaccurate;
• to have your information erased (the ‘right to be forgotten’);
• to restrict how we use information about you;
• to move your information to a new service provider;
• to object to how we use information about you;
• not to have decisions made about you on the basis of automated decision making;
• to object to direct marketing; and,
• to complain about anything the Council does with your information (please see the ‘Complaints’ section below).

Some of the rights listed above apply only in certain situations, and some have a limited effect. Your rights are explained further in the Individuals’ Rights Procedure on our website, as is how to make a request under one or more of them.

You can request information about yourself by making a subject access request on this page of the Council’s website.

Changes to this privacy notice

This notice is kept under regular review to make sure it is up to date and accurate.

Data Protection Officer (DPO)

The Council is required by law to have a DPO.

The DPO has a number of duties, including:
• monitoring the Council’s compliance with data protection law;
• providing expert advice and guidance on data protection;
• acting as the point of contact for data subjects; and,
• co-operating and consulting with the Information Commissioner’s Office (see ‘Complaints’ below).

The Council’s Data Protection Officer can be contacted by email at


If you are unhappy with the way in which your information has been handled you should contact the Council’s Data Protection Officer so that we can try and put things right. Alternatively, and if we have been unable to resolve your complaint, you can also refer the matter to the Information Commissioner’s Office (ICO). The ICO is the UK's independent body set up to uphold information rights, and they can investigate and adjudicate on any data protection related concerns you raise with them. They can be contacted via the methods below:


Telephone:              0303 123 1113
Post:                       Information Commissioner’s Office
                              Wycliffe House
                              Water Lane
                              SK9 5AF


Last updated: 11 December 2020 14:39:00