Music Staff Privacy Policy

Privacy Notice – Music Service Staff


Wandsworth Music (WM) is committed to protecting your personal information and being transparent about what information we hold about you.

This privacy policy is intended for music service tutors and staff.

This policy is to help you understand how and why Wandsworth Music collects your personal information and what we do with that information.

WM are the data controller for the purposes of data protection law.

The lawful basis for obtaining and using personal data

WM collects your data for employment purposes to assist in the running of the Music Service, to enable individuals to be paid and to let others know what we do here.

We will only process personal data where we have one of 6 lawful bases to do so under Article 6 of the EU General Data protection Regulations.

Most commonly:

  • To fulfil a contract with the individual, or when the individual has asked WMSM to take specific steps before entering into a contract
  • For the legitimate interest of WM (provided the individual’s rights and freedoms are not overridden)
  • Where the individual (or parent/guardian when appropriate in the case of a child) has freely given consent

And exceptionally:

  • To comply with a legal obligation
  • To ensure the vital interests of the individual e.g. to protect someone’s life
  • To perform a task in the public interest

 How and why does the Music Service collect and use personal information?

WM will use the information you provide in the registration form. Personal data that we may collect, use and store includes, but is not restricted to:

  • Name, date of birth and gender
  • Address, email address and contact phone number
  • Financial data
  • Emergency contact details and contact preferences
  • Results of exams/ assessments
  • Medical and dietary requirements
  • Passport details
  • Safeguarding information
  • Photo and video

WM collect this information for employment purposes and to ensure that services are run properly and safely. Some examples of how we use this data include:

  • Provide music tuition
  • Manage registration, participation and progression through WM programmes
  • Support student learning
  • Monitor and report progress
  • Provide appropriate pastoral care and ensure welfare of children while in our custody, particularly when on tours and courses
  • Meet our legal obligations relating to child protection and safeguarding
  • Assess the quality of our services
  • Comply with contractual / regulatory obligations
  • Share with partners for joint activities e.g. London Music Fund/ Wimbledon Tennis
  • Administer payments
  • enable ethnicity and disability monitoring
  • Keep you updated with WM activities that are relevant to you
  • Offer you opportunities to engage further with our activities
  • Promote concerts and events
  • Celebrate the success of WM and our students and raise awareness
  • Inform the development of recruitment and retention policies
  • enable development of a comprehensive picture of the workforce and how it is deployed
  • Improve the management of workforce data across the sector
  • Allow better financial modelling and planning

Photographs and video recording

 As part of WM activities, we will take photographs and video recordings. Such material will be used solely by WM, for example, for publicity purposes; display in buildings; on banners in concerts; on our website and for social media purposes; for assessment and educational purposes and for fundraising purposes.

When using photos and videos for publicity or website/ social media purposes we will not accompany them with any other personal information. We may continue to use these photographs and videos after you have left employment.

Although we will carefully use images based on the basis of our ‘legitimate interests’ we understand there may be occasions where music service users provide good reason why we should withdraw certain images. If you have any concerns about the use of photographs or videos please speak to the Head of the Music Service.


 CCTV may be used in partner locations, including schools and council buildings that are used for music service activities, to ensure the safety of the site.

Data sharing

We do not share personal information with any third party unless otherwise stated in this policy without consent, unless the law requires us to do so.

Where it is legally required, or necessary we may share personal information with:

Local authority – to meet our legal obligations to share information, such as safeguarding concerns

  • Schools
  • Educators and exam bodies
  • Suppliers and service providers – e.g. examining bodies, tour companies, scholarship providers, concert venues, payroll services, cloud computer service providers, registration services
  • Financial organisations – to enable payment processing
  • Government
  • Police forces, courts, tribunals
  • Health and social welfare organisations
  • Professional advisers and consultants

Security of your data

We will put in place appropriate safeguards to keep your personal information confidential and as secure as possible. Your data will only be accessible to authorised staff. We will ensure, as far as possible that any third parties we use for processing your personal information do the same.

Information will only be stored for as long as it is needed or required and will be disposed of appropriately. In exceptional circumstances, we may keep information for a longer time than usual, but we would only do so if we had a good reason and only if we are allowed to do so under data protection law.

Where we transfer data to a country of territory outside the EEA, we will do so in accordance with data protection law.

We undertake to report any data breaches in accordance with Data Protection Act and General Data Protection Regulations guidelines.

Your rights to your personal information

  • You have the right to request a copy of the personal information that we hold about you
  • You have the right to request that any inaccuracies in this data are corrected
  • You can ask us to delete the information that we hold in certain circumstances. For example, where we no longer need the information
  • You can ask us to send you, or another organisation, certain types of information in a format that can be read by computer
  • If we ask for your consent to use your personal information you have the right to take back this consent at any time. Please note that if we can also rely on other bases to process your personal data aside from consent then we may do so even if you have withdrawn your consent

Further information and guidance

If you would like further information or would like to exercise your right to request a copy of your personal information then please contact the Music Service Administrator