Data Protection Policies

Thank you for visiting St Mary’s Music School’s website

We hope that you enjoy using our site. We’ve prepared these Data Protection Policies to help you better understand and to feel more confident about how we use cookies on our site located at: www.st-marys-music-school.co.uk.  

We have divided our data protection policies into three separate sections:

1. Privacy Policy: Our privacy policy which explains generally how we collect, use, store, and protect your personal information.

2. Cookie Policy: Our cookie policy explains more about how we may collect personal information about you via cookies (it also explains what cookies are).

3. Retention Policy: Our retention policy, which is this document, explains how long we may hold onto personal information collected or processed by us when you visit our site.

If you have any questions please do not hesitate to contact us at dataprotection@st-marys-music-school.co.uk or, if you prefer to call or write to us, then you can find our contact details at the bottom of this page.

WHO WE ARE

We are St Mary’s Music School Trust Ltd. We are registered in Scotland as a Company Limited by Guarantee. Our registered number is 54504 and our registered office is at Coates Hall, 25 Grosvenor Crescent, Edinburgh EH12 5EL, but, for the purposes of this Cookie Policy, it’s just easier if we refer to ourselves as “we”. 

Privacy Policy

Last Updated: 20 March 2018

Your privacy is important to us. This Privacy Policy is where we explain to you what personal information is collected when you visit our site, how it is collected, how we may use that information, where we store it, how long we store it for, and how we protect it. We will also explain your rights in relation to your personal information.

Please read the following carefully to understand our views and practices regarding your personal information and how we may collect it and treat it.

WHAT THIS PRIVACY POLICY GOVERNS

This Privacy Policy applies to our site, www.st-marys-music-school.co.uk and any other services that we may provide to you through our site (we’ll just call these “our services” for short).

In the context of this Privacy Policy “personal information” means information which, on its own or in combination with other information, can be used to identify you, in particular by reference to an identifier such as your name, your address, or location data.

Provided that you consent to us collecting your personal information when you visit our site then this Privacy Policy will govern how we may use that personal information.

Because we are a school located in Scotland the personal information that you give us or that we collect from you will be held under Scottish data protection legislation (but we’ll just refer to this as “the legislation”). The legislation requires that we tell you that we are a data controller for your personal information or, in other words, we determine the purposes for which and the manner in which any of your personal information are, or are to be, processed by us.

HOW YOU CONSENT TO US COLLECTING YOUR PERSONAL INFORMATION

When you visit our site you should see an overlayat the bottom of your screen directing you to this Privacy Policy and our Cookie Policy.

By clicking or selecting the “I Agree” button that appears in the overlaythen you are demonstrating to us that you are freely giving us informed and specific consent for us to collect and process your personal information for the purposes specified in this Privacy Policy and you are accepting and consenting to the practices described.

If you do not click or select the “I Agree” button that appears in the overlayat the bottomof your screen then we will endeavour to not collect your personal information – this is subject to the caveat below.

If you do not see an overlayat the bottomof your screen then you may have already accepted our Privacy Policy and our Cookie Policy. You may also be using a pop-up blocker or similar tools that may prevent this policy from being brought to your attention. Please ensure that any pop-up blockers are disabled when you use our site. We cannot be held liable to you if you use pop-up blocks or similar tools that prevent us from complying with our obligations under the legislation.

Caveat: Even if you do not click or select the “I Agree” button there is still some information that we may automatically collect about you – this normally isn’t personal information but rather technical information sent by your device and used to connect your computer, tablet, or mobile device to the Internet, including your browser type and version, the time when you visit our site, your time zone setting, certain browser plug-in types and versions, operating system and platform. This type of information is sent by you to our site automatically and it isn’t something that we can prevent. We only use this information to administer our site including troubleshooting, load testing, traffic throughput, data analysis, performance testing, and for anonymised research and statistics purposes that we only use internally.

We will only hold your personal information as detailed in our Retention Policy.

INFORMATION WE MAY COLLECT

If you consent to us collecting your personal information then we may process the following data about you:

Information you give to us:

You may give us personal information about you by filling in forms on our site or by corresponding with us by phone, e-mail or otherwise. This includes information you may provide to us when you register to use our site, subscribe to our services, search our site, participate in any discussion boards or other social media functions on our site, enter a competition, promotion or survey, and when you report a problem with our site.

The information you give us may include:

- Your name;
- Address;
- E-mail address;
- Phone number;
- Comments on any enquiry page

Information we collect about you:

When you visit our site we may collect information about you, including which pages you have visited (including date and time) which services and pages you viewed or searched for, page response times, download errors, files downloaded, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), and methods used to browse away from a page and any phone number used to call our customer service number.

The purpose of this information is to allow us to administer our site and for internal operations, including troubleshooting, data analysis, testing, research, improving our site to ensure that content is presented in the most effective manner for you and for your computer, and as part of our efforts to keep our site safe and secure.

Information we receive from other sources:

We are also working closely with third parties (including payment and delivery services, and analytics providers) and may receive information about you from them.

Information you may pass to third-parties outside our control:

On many of the pages on our site you will see ‘social buttons’. These enable you to share or bookmark pages on our site. These may include buttons for: Twitter, Google+, Facebook or other social features.

In order for us to implement these buttons on our site and connect them to the relevant social networks and external sites, there are scripts that are executed from domains owned by third-parties and outside of our control.

You should be aware that these sites are likely to be collecting information about what you are doing all around the Internet, including on our site. So if you click on any of these buttons, these sites will be registering that action and may use that information. In some cases these sites will be registering the fact that you are visiting our site, and the specific pages you are on, even if you don’t click on the button but are already or automatically logged into their services, like Google and Facebook.

We recommend that you check the respective policies of each of these sites to see how exactly they use your personal information and to find out how to opt out, or delete, such personal information.

If you are a parent of a pupil who attends our school, an alumni, a member of staff, or a pupil who is 12 years or older and attending our school then this Privacy Policy will apply alongside our additional privacy policies. These other policies would have been brought to your attention separately, however, if you are unsure then please do not hesitate to get in touch with us.

HOW WE MAY USE YOUR PERSONAL INFORMATION

When you give us your personal information then we may use it to:

1. Carry out our obligations from any contracts entered into between you and us and to provide you with information that you request from us.
2. Provide you with information about our school.
3. Ensure that content from our site is presented in the most effective manner for you and for your computer.

If you provide us with your e-mail, telephone or mobile number then we may contact you by these electronic means (e-mail or SMS). However, we will not use your personal information for marketing purposes without your express consent.

If you do not wish to receive any information by electronic means then please get in touch with us.

Marketing

If you opt-in to receive information about us then, depending on what personal information we hold about you, we may decide to contact you via:

- E-mail;
- Telephone or
- Post.

You may opt-in to receive general school information or we may ask you to opt-in on a case by case basis.

We will do our best to let you know what method or methods of communication we will use. Don’t forget, you can always opt-out from receiving communications from us after you have opted-in or you can tell us that you only want to receive communications in a particular manner, or about a particular element of the school. Depending on the type of campaign we might give you the ability to select how you would like to be contacted but this might not always be possible due to technical issues.

If you opt-in to receive communication then we may need to pass your personal information to select third parties who are responsible for facilitating communication with you on our behalf. For example, we may need to pass some of your personal details if you wish to be contacted via SMS because we need to partner with a third party business to provide us with this ability.

The third parties that we use are as follows:

1. MailChimp

Purpose: Email newsletters 

Information Passed: Email Address and Name

We use MailChimp to manage our email mailing lists; by clicking subscribe you consent to your data being transferred outside the EEA. 

There is no third-party tracking in messages we send through MailChimp besides MailChimp's own analytics, which may aggregate how many subscribers open a message or click the links inside. 

MailChimp participates in and has certified its compliance with the EU-US Privacy Shield Framework and the Swiss-US Privacy Shield Framework.  MailChimp's privacy policy

If you have opted-in to receive communications but that organisation is not listed above then this might be because we are using that organisation or service on a one-off basis – in which case, we will let you know. If you are unsure then please get in touch with us.

The purpose of opting into receiving communications from us is to help us better understand you, engage with you, share details about the school, and to assist us in providing the types of communications that you wish to receive from us. We will not knowingly sell your personal information for marketing purposes or pass your personal information to third parties.

If you are receiving communications from us in error or you have opted-out then please get in touch with us and we apologise for any inconvenience caused.

DISCLOSURE OF YOUR INFORMATION

We may share your personal information with any member of our group, which means St Mary’s Music School Trust Ltd or St Mary’s Music School Enterprises Ltd. The reason for this is that different parts of the school are responsible for different functions within the school and we need to be able to freely pass your personal information within these various units for operational efficiency.

Although we may share your personal information within members of our group, this does not mean that we will use it for advertising or marketing purposes. Unless you opt-in to receive marketing communication we will not contact you unless it is necessary for us to get in touch with you. For example, we may need to get in touch with you if you asked us to provide you with further information about your potential attendance at our school or about a potential letting at the school.

Please remember that our Cookies Policy covers matters such as using your personal information for analytics purposes.

In some cases we may disclose information about you with select third-parties: - We may anonymise and aggregate your information with other users. We may use such aggregate and anonymised information to help reach a particular target audience or understand who uses our site.

WHERE WE STORE YOUR PERSONAL INFORMATION

The personal information that we collect from you will be stored within the United Kingdom and the European Economic Area. We will not knowingly transfer your personal information outside of the European Economic Area. Where it may be necessary for us to transfer your personal information outside of the European Economic Area we will get in touch with us and seek your consent. 

All personal information you provide to us is stored on our secure servers at https://www.ukfast.co.uk/colocation-data-centres-manchester.html

Where we have given you (or where you have chosen) a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.

Unfortunately, the transmission of information via the Internet is not completely secure. Although we will do our best to protect your personal information, we cannot guarantee the security of your data transmitted from our site and any transmission is at your own risk. Once we have received your personal information, we will use strict procedures and security features to try to prevent unauthorised access. We apply a ‘Privacy by Design’ approach to protecting your personal information in order to promote privacy and data protection compliance from the start.

Information regarding the MailChimp third party application is detailed above; information provided for the purpose of subscribing to our email list will be transfered outside of the EEA.  MailChimp participates in and has certified its compliance with the EU-US Privacy Shield Framework and the Swiss-US Privacy Shield Framework.

YOUR RIGHTS

You have the right to ask us not to process your personal information or to restrict the purposes for which we may process your personal information. However, if you have an account with us on our site and you withdraw your consent then we reserve the right to suspend or terminate your access to certain parts of our site.

You can exercise your right to prevent processing of your personal information by not selecting or clicking on the “I Agree” button when you visit our site or when you login or create an account on our site.

You can also exercise your right at any time by contacting us. If you consented to us collecting and/or processing your personal information but you change your mind then you can get in touch with us about erasing the personal information we hold about you.

Please be aware that, even if we receive a request from you to delete your personal information, it may be that we cannot entirely remove all of your personal information. This is usually because we have a legitimate interest to hold onto some of that personal information, for example, if you have an ongoing contract with us, there are outstanding payments due by you to us, the personal information relates to a third-party such as a pupil who attends our school, or we have a legal obligation to retain some or all of your personal information – but we’ll let you know.

ACCESS TO INFORMATION

The legislation gives you the right to access a copy of the personal information that we hold about you.

In order to request a copy you need to submit a request – details on how to get in touch can be found at the bottom of this page. However, please remember that certain types of data cannot be disclosed to you as part of your request. For example, we cannot disclose information to you which identifies another individual or information that may be subject to legal professional privilege. In many cases we may be required to redact some of the documentation that you receive in order to comply with the legislation.

Additionally, we can’t just release your personal information to anyone. We can only release your personal information to you or an authorised third party who can demonstrate that you consented to have your personal information released – this is a legal requirement. Therefore, it is important for us to ensure that we confirm your identity before we can release any personal information.

If you send us a request to provide you with a copy of your personal information then we may ask you to provide some identification. We may ask you to provide a copy of your current and valid passport and/or driving license plus a utility bill (that is no more than 3 months old) and has your current address. We may also ask you to visit one of our offices or obtain a solicitors or notary publics’ confirmation of your identification.

All of this might sound very onerous but please understand that we have an obligation to protect your personal information and we need to be certain that it is being released to the right person.

WHAT IF I DO NOT CONSENT OR WITHDRAW CONSENT?

If you do not consent to us collecting your personal information then we cannot guarantee the full functionality of our site and cannot be held responsible or liable to you for any reduction or restriction in access to our site or any of our other services.

Our site may, from time to time, contain links to and from the sites of our partners and affiliates.  If you follow a link to any of these sites, please note that these sites have their own privacy and cookie policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal information to these sites.

HOW LONG WILL YOU HOLD ONTO MY PERSONAL INFORMATION?

Depending on how you engage with us it may be necessary for us to store your personal information for shorter or longer periods of time. Either way, we will only store your personal information for a legitimate and lawful reason. Please remember that this Privacy Policy only applies to how we may collect, store, use, and retain your personal information when you visit our site. If you are a parent of a pupil or you are a pupil who is 12 years or older and attend our school then you will be bound by the terms of additional policies that specifically relate to how we may use your personal information

You can find details on how long we may hold onto your personal information on our Retention Policy.

CHANGES TO OUR PRIVACY POLICY

We may need to change this Privacy Policy if it’s necessary for legal reasons or to reflect changes to our site and services. In any case, the provisions of this Privacy Policy may be changed without prejudice to your rights. When we change our Privacy Policy we will make the updated Privacy Policy available on our site and we will also update the “Last Updated” date.

Once we change our Privacy Policy, it will become legally binding on you 7 days after we post it on our site. During that period you’re welcome to contact us if you have questions about the changes.

If you don’t agree with our changes to the Privacy Policy (regardless of whether you get in touch with us) then unfortunately we may need to restrict or limit your use of the parts of our site that require your personal information in order for us to deliver our services to you. We’re sorry we have to say that, but we hope you’ll appreciate that in order for certain parts of our site to work properly and in order for us to identify you in connection with our services we need to have everyone using our site and our services under the same rules instead of different people having different rules – that’s why we encourage you to get in touch with us if you have queries.

Cookie Policy

Last Updated: 20 March 2018

We hope that you enjoy using our site. We’ve prepared this Cookie Policy to help you better understand and to feel more confident about how we use cookies on our site located at: www.stmarysmusicschool.co.uk.  

Please read the following carefully to understand our views and practices regarding cookies and how we use them when you visit our site.

You can find out how long we may hold onto your personal information in the Retention Policy.

WHAT IS A COOKIE

We use various technologies on our site to collect information that helps us improve your online experience. We refer to these technologies which include cookies, collectively as “cookies”. This Cookie Policy explains the different types of cookies used on our site and how you can control them.

A cookie is a small file of letters and numbers that we store on your browser or the hard drive of your device. Cookies are widely used throughout the Internet in order to make sites or other online services work or to be better or more efficient. They can do this because sites and other online services can read and write to the cookies stored on your device, enabling them to recognise you and remember important information that will make your use of them more convenience, for example, by remembering your preferences, username, or showing you pages that you seemed to have a particular interest in.

If you consent to us storing cookies on your computer or other electronic device then you

agree that we can store and access cookies as described in this policy.

HOW YOU CONSENT TO US PLACING COOKIES

When you visit our site you should see an overlayat the bottom of your screen directing you to this Cookie Policy and our Privacy Policy.

By clicking or selecting the “I Agree” button that appears in the overlaythen you are demonstrating to us that you are freely giving us informed and specific consent for us to place cookies on your device for the purposes specified in this Cookie Policy and you are accepting and consenting to the practices described.

If you do not click or select the “I Agree” button that appears in the overlaythen we will not place cookies on your device.

The duration of each cookie that we may place on your computer can be found in our Retention Policy.

If you do not see an overlayat the bottomof your screen then you may have already accepted our Cookie Policy and our Privacy Policy. You may also be using a pop-up blocker or similar tools that may prevent this policy from being brought to your attention. Please ensure that any pop-up blockers are disabled when you use our site. If you’re unsure then scroll down to the bottom of this page where we explain how you can manage your cookies.

WHAT DO YOU USE COOKIES FOR?

Our site uses cookies to distinguish you from other users of our site and to save and retain certain parameters about you and your usage of our site. This helps us to provide you with a good experience when you browse our site and also allows us to improve our site.

There are four different categories of cookies that we may use on our site:

Essential cookies: These are cookies that are essential for the operation of our site. They include, for example, cookies that enable you to log into secure areas of our site or make use of e-billing services. We also use cookies to prevent fraudulent use of your login credentials. These cookies are essential for using our site and, therefore, if disabled can severely affect your use of our site.

.NET Framework Cookie

Analytical/performance cookies: Performance cookies allow us to recognise and count the number of visitors and to see how visitors move around our site when they are using it. This helps us to improve the way our site works, for example, by ensuring that users are finding what they are looking for easily. These cookies also allow us to see overall patterns of usage on our site and help us record any difficulties you may have with our site.

Google Analytics Cookie

Functionality cookies: In some circumstances we may use functionality cookies. These are used to recognise you when you return to our site or provide enhanced and more personalised features, for example, to personalise our content for you, greet you by name and remember your preferences (for example, your choice of language or region).

nopCommerce Shop Cookie

Targeting cookies: We and our service providers and partners may use targeting or advertising cookies to record your visit to our site, the pages you have visited and the links you have followed. For example, we may use targeting or advertising cookies to limit the number of times you see the same ad and to help measure the effectiveness of any campaigns. We may also use this information to make our site and any advertising (if applicable) displayed on it more relevant to your interests.

None

If you would like more information about cookies and how you can manage the settings on your computer, you can visit http://www.allaboutcookies.org/manage-cookies/.

COOKIES WE USE

You can find more information about the individual cookies we use on our site and the purposes for which we use them in the table below:

Cookie  Name

Providers

Google Analytics

The cookies used by Google Analytics are used to collect information about how you use our site. We use this information to compile reports and to help us improve our site. The cookie collects information in an anonymous form, including the number of visitors to our site, where visitors have come to the site from and the pages that they visited.

You can read more about Google’s overview of privacy and safeguarding your data at https://support.google.com/analytics/answer/6004245.

Third Parties

Please note that third parties (including, for example, web traffic analysis services such as Google Analytics) may also use cookies, over which we have no control.

HOW DO I CONTROL COOKIES?

You can block cookies by activating the setting on your browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our site. You may also delete any cookies stored on your computer at any time.

You can find out more about changing cookie settings on your computer by visiting http://www.allaboutcookies.org/manage-cookies/.

HOW LONG IS COOKIE INFORMATION STORED?

Different cookies may be stored for different periods of time. In many cases these cookies are updated automatically each time you visit our site or may expire and be deleted by your computer automatically. It is important to understand that when a cookie is placed on your computer it will reside on your hard drive until it expires and is deleted or it may reside on your hard drive until you manually delete it – this entirely depends on your individual browser settings and we do not have control over this.

The duration of each cookie that we may place on your computer can be found in our Retention Policy.

Please remember that you can delete or change the way in which you store cookies on your computer at any time.

CHANGES TO OUR COOKIE POLICY

We may need to change this Cookie Policy if it’s necessary for legal reasons or to reflect changes to our services or the purpose for which we use cookies. In any case, the provisions of this Cookie Policy may be changed without prejudice to your rights. When we change our Cookie Policy we will make the updated Cookie Policy available on our site and we will also update the “Last Updated” date at the top of this page.

Any changes to our Cookie Policy will come into effect 7 days after we post it on our site. During that period you’re welcome to contact us if you have questions about the changes. If you have an account for our site then we may reset your login and seek new consent if there is a change in the purpose for which we may use cookies.

Retention Policy

Last Updated: 20 March 2018

Your privacy is important to us. This Retention Policy is where we explain to you how long we may retain personal information that is collected when you visit our site, www.st-marys-music-school.co.uk

This policy should be read together with our Privacy Policy and Cookie Policy which together with this Retention Policy describe the manner in which we handle your personal information when you visit our site.

PURPOSE OF THIS DOCUMENT

The purpose of the Retention Policy is to explain what personal information we may collect about you when you visit our site or interact with our online services, the purpose of that collection, and how long we store that personal information for.

Our Retention Policy is broadly divided into two sections:

- Our website; and
- Cookies.

Depending on how you interact with our site and our services we may collect different types of personal information about you. The duration that we retain that personal information will vary depending on how you interact with us. For example, we may retain information about you for a longer period of time if you have asked us to keep you updated about developments in the school.

The types of personal information that we collect, its purpose, and retention period is detailed in the tables below.

If you are a parent of a pupil who attends our school, an alumni, a member of staff, or a pupil who is 12 years or older and attending our school then this Retention Policy will apply alongside our additional privacy policies. These other policies would have been brought to your attention separately, however, if you are unsure then please do not hesitate to get in touch with us.

OUR WEBSITE

This table details the personal information and we may collect about you on our site located at www.st-marys-music-school.co.uk.

COOKIES

You can find more information about the types of cookies that we use and their purpose by visiting our Cookie Policy.

You can block cookies by activating the setting on your browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our site. You may also delete any cookies stored on your computer at any time.

You can find out more about changing cookie settings on your computer by visiting http://www.allaboutcookies.org/manage-cookies/.

Different cookies may be stored for different periods of time. In many cases these cookies are updated automatically each time you visit our site or may expire and be deleted by your device automatically. Each time you visit our site you start a new “session”. When you leave our site the session ends. The expiry period of a cookie will usually run from the date of the most recent session. This means that, each time you visit our site, the expiry period for those cookies may reset.

It is important to understand that when a cookie is placed on your device it will reside on your hard drive until it expires and is deleted or it may reside on your hard drive until you manually delete it – this entirely depends on your individual browser settings and we do not have control over this.

MARKETING AND OTHER COMMUNICATION

We do not use any of the personal information collected from our site or that you may pass to us by filling in "contact us" forms on our site for any marketing purposes. If you have requested that we get in touch with you then we will only use your personal information to assist us in answering your query.

CHANGES TO OUR RETENTION POLICY

We may need to change this Retention Policy if it’s necessary for legal reasons or to reflect changes to our site and services or the purposes for which we may wish to collect and process your personal information. In any case, the provisions of this Retention Policy may be changed without prejudice to your rights. When we change our Retention Policy we will make the updated Retention Policy available on our site and we will also update the “Last Updated” date.

Once we change our Retention Policy, we will use our reasonable efforts to inform you. This may include asking you to agree to the updated Retention Policy before we process further information about you or it may require us to suspend access to parts of our site until you agree to the updated Retention Policy – we will only restrict access to parts of our site where we deem it is necessary for us to collect or process personal information about you. If you have an account on our site then we may reset your login and seek new consent if there is a change in the purpose or duration that we retain your personal information.

You’re welcome to contact us if you have questions about the changes.