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Information gathered from Customers in order to fulfil a contract

Hertfordshire Music Service collects data from you on behalf of Hertfordshire County Council to establish a contract to provide music tuition, activities and equipment.

Why we need your information

The data gathered is for the purpose of setting up your account and identifying the recipients of the service. Hertfordshire County Council will use this information to raise charges for the service (where appropriate).

We require this information in order to fulfil our obligations under our contract to supply music tuition and activities. This contract may also include the provision of instruments and resources which will be charged for as appropriate. Failure to provide this information will mean that we are unable to set up a contract and supply the service.

If applicablethe information you have provided to us will be used alongside additional information obtained from schools.  

In order to manage and administrate instrumental and vocal lessons, Hertfordshire Music Service will need to share your contact details with the teacher delivering the lessons to the pupil in order to facilitate these lessons.

Communications will normally be via email except in some circumstances when a teacher needs to call a parent/carer via the phone number supplied e.g. when a connection issue arises in an online lesson or in an emergency. All teacher-parent/carer communications will be delivered in line with the HMS Code of Conduct.

Hertfordshire Music Service may also contact you about additional complementary activities the service offers including ensembles, choirs, courses and events that would be beneficial to the musical progress of the pupil.

What we will do with your information

The information you give us will be held by the Hertfordshire Music Service within Hertfordshire County Council and will only be used to administer your account and contract with the Music Service.

Hertfordshire Music Service is a Department for Education (via Arts Council England) funded provider. As such we collect certain data in order to be able to make statistical returns to those bodies but it is anonymised data and no individual pupil can be identified.

We will only share information with third parties if we are legally obliged to do so, for example if it is necessary to safeguard or protect a child.

We may also share information with the police or other agencies if it is necessary for the following purposes:

a) the prevention or detection of crime

b) the apprehension or prosecution of offenders

c) the assessment or collection of any tax or duty or any imposition of a similar nature

How long we will keep your information

The information that you supply to us will be kept on file for 7 years and then disposed of securely.

How we store your data

We use Musictutors to provide the online learning platform for our blended learning offer. All direct billed pupils are assigned an account on Musictutors.co.uk as part of the Agreement HMS holds with More Music UK Ltd. HMS remains the 'data controller' however Musictutors.co.uk is the 'data processor' in this instance. The full privacy policy is available to view here.

We sometimes use an online application called Eventbrite to manage online bookings for our events. Data is held securely by Eventbrite. You can view Eventbrite’s data security and privacy information.

We use Schooble and Paritor to administer the delivery of music including sign up and billing. Data is held securely by Schooble and Paritor. You can view Schooble data security and privacy information and Paritor data security and privacy information.

What are your rights?

Hertfordshire County Council will be the Data Controller for this information.

You have the following rights in relation to this data:

  • You have the right to be informed about what information we hold about you and how we use it.
  • You have the right to request copies of any information the Council holds about you by making a subject access request.
  • If information we hold about you is factually inaccurate you have the right to have it corrected.
  • You have the right to object to the way we are using your data.
  • You have the right to request that your data is deleted. However we may be unable to delete your data if there is a need for us to keep it. In this case you will receive an explanation of why we need to keep the data.
  • You can also request that we stop using your data while we consider a request to have it corrected or deleted. There may be some circumstances in which we are unable to do this however we will provide an explanation if this is the case.
  • In certain circumstances you may also request data we hold about you in a format that allows it to be transferred to another organisation.
  • In the event that decisions are taken using automated processes you have the right to request that these decisions are reviewed by a member of staff and to challenge these decisions.

If you would like to request copies of your data, request that your data is deleted or have any other queries in relation to data which the Council holds about you please contact the Data Protection Team.

Data Protection Team

Hertfordshire County Council
County Hall
Pegs Lane
Hertford
SG13 8DQ

Tel: 01992 588099

Email: data.protection@hertfordshire.co.uk

You can also contact our Data Protection Officer at dataprotection.officer@hertfordshire.gov.uk or in writing to the address above.

If you are unhappy with the way that Hertfordshire County Council has used your data or with the way we have responded to a request you also have the right to contact the Information Commissioner’s Office www.ico.org.uk.

Cookies

Like many other websites, we place small information files called 'cookies' on your computer.

Why do we use cookies?

To remember your settings, for example your language and location. This means you don’t have to keep entering these details when you visit a new page.

To find out how you use the site to help us update and improve it.

How do I change my cookie settings?

You can change the settings of your web browser so that it won’t accept cookies. For more information visit AboutCookies.org.

But, doing this may stop you from using some of the online features and services on this website. 

Cookies we use

Cookies do a lot of different jobs, and we use 2 types of cookies:

Required functionality cookies – these cookies are essential for the website to work.

Performance and feature cookies – these cookies help to improve the performance and feel of this website, for example providing you with personalised services.


Take a look at a list of cookies we use on our website:

NameTypeHow we use itHow long we use the information for

ASP.Net_Sessions

 

Required functionality

An automatic cookie set by our software. 

Just for the time you are on our website.

ServerID

 

Required functionality

An automatic cookie set by our software. 

Just for the time you are on our website.

_ga

Required functionality

To track the effectiveness of our website using Google Analytics. 

2 years

saved-pages

Performance and feature

To save the pages that you visit by clicking the heart at the top of the page. 

1 month

geoPostcode

Performance and feature

This stores your postcode (or partial postcode) when we ask you for your location.

Just for the time you are on our website or 30 days (you choose this).

geoCoordinates

Performance and feature

This stores your location as a pair of latitude / longitude coordinates.

Just for the time you are on our website or 30 days (you choose this).

reckonerName-history

Performance and feature

This keeps a history of all answers submitted to the ready reckoner.

This is set in the control for each ready reckoner. If you haven't interacted with the ready reckoner for the set amount of days, the cookies are deleted.

reckonerName-content

Performance and feature

This keeps a history of what content cards are clicked on when using the ready reckoner.

This is set in the control for each ready reckoner. If you haven't interacted with the ready reckoner for the set amount of days, the cookies are deleted.

SQ_SYSTEM_SESSION

Required functionality

This used to track user sessions on forms hosted on eservices.hertfordshire.gov.uk

Just for the time you are on our website.


Third party cookies

There are links and content from other sites and services on our website. These sites and services set their own cookies.

Below are a list of cookies that the other sites and services use:

Service namePurposeMore information

Google analytics (_utma/b/c/z)

These are used to compile reports for us on how people use this site.

Cookies of the same names are also used for the same purpose by other websites such as Building FuturesCountryside Management Service and Hertfordshire LIS.

Visit the Google Analytics website for more information about the cookies they use.

You can prevent data from being collected and used by Google Analytics by installing Google's Opt-out Browser Add-on.

Google Translation - googtrans

This cookie is used to remember which language to translate each page into if you have chosen to do so.

It expires at the end of your browser session.

Bing

We use a Bing cookie to track the success of our marketing campaigns and make them more efficient.

Visit Bing to find out more about their cookies.

Google

We use a Google cookie to track the success of our marketing campaigns and make them more efficient.

Visit Google to find out more about their cookies.

Facebook

We have a number of presences on Facebook, which we may link to. Facebook may set some of its own cookies if you follow these links.

Visit Facebook to find out more about their cookies.

Twitter

We have a number of presences and feeds on Twitter, which you may wish to follow or read from this website. Twitter may set some of its own cookies.

Visit Twitter to find out more about their cookies.

YouTube

We have a YouTube channel, which we may link to. YouTube may set some of its own cookies if you follow those links.

Visit YouTube to find out more about their cookies.

Netloan

This ASP.NET_Sessionid cookie is essential for the Netloan secure online payments website to work, and is set when you arrive to the site. This cookie is deleted when you close your browser.

 

HotJar

This session cookie is set to let Hotjar know whether that visitor is included in the sample which is used to generate funnels.

Visit HotJar to find out more about their cookies.

Siteimprove

These cookies are set to help us report on how people are using the site so we can improve it.

Visit Siteimprove to learn more about their cookies.