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Fair processing notices - City Music Service

How we use your data

We take your privacy seriously and will only keep and use your personal information for reasons the law requires or allows. We are a data controller for the personal information we hold about you in relation to the City Music Service. In order to comply with data protection legislation, we must be sure you understand how we use this information.

The personal information we collect, process, hold and share includes name of pupil, unique pupil number, name of parent/guardian, contact information for parent/guardian, ethnicity, age, language, gender, year group, medical information, special education needs, free school meal eligibility, and other information which you provide to the council.

The purposes for which the data will be used are:

  • the provision of music services, including (where applicable) the loaning of musical instruments, attendance at practice and events. We are able to do this because the processing of the data is necessary for the performance of contract(s) with you or your child in connection with the provision of music services under Article 6(1)(b) of the GDPR
  • we are required by education, child safeguarding and equality law to hold and use some of your information in discharge of our statutory functions
  • We are allowed to carry out this processing as it is part of our public task.

As part of this we may need to share your data with, or obtain data from, our service partners including CapitaOne, other teams within Stoke-on-Trent City Council, the Arts Council and Department for Education, North West Midland Music Education Hub Partners (NWMMEH), Schools and other partners. Data will only be shared where it is necessary for the provision of the services or where otherwise permitted by law.

As part of the provision of these services, your personal data may be processed by CapitaOne outside of the European Economic Area, using the services of their trusted Third Parties, or their SIMS India team. We understand from Capita that ‘processing’ in this instance relates to the use of data, or visibility of, for the further investigation and resolution of support incidents.

Personal data will be retained strictly in accordance with council data retention policies and, where applicable, in accordance with any specific periods notified to you when we collect your data.

Data protection law provides you with certain rights, however not all of these rights will be available to you in all situations. Where we are under a legal duty to use data for a particular purpose you will not have the right to prevent it being used in that way:

  • you can ask to see the information we hold about you
  • you can ask what is being done with the information we hold about you
  • you can ask to have some of the data we hold about you deleted
  • you can ask us to review a decision made about you by a computer, and ask for a new decision to be made by a person
  • you can ask us to stop processing the data we hold about you
  • you can ask us to make changes to data about you that you believe is inaccurate
  • in some circumstances you can ask us to help you move your information to another organisation
  • you can ask us to restrict or limit what we do with your data, for example if you believe the data we hold is inaccurate, or if you believe the processing in unlawful

If you fail to provide certain information when requested, we may not be able to provide a service to you.

We may share data with our internal audit team to evaluate the effectiveness of the organisation’s risk management, control and governance processes.  We may also share your data with the council's fraud team to help to prevent and detect fraud.


Who to contact if you have questions

If you wish to contact us in relation to any of your information rights, contact the information rights team at or Information Rights Team, Floor 2, Civic Centre, Glebe Street, Stoke-on-Trent ST4 1HH

Complete the online form

If you wish to complain about how your personal information has been handled by Stoke-on-Trent City Council, contact the Information Rights Team in the first instance using the details above.

If you are not satisfied you can complain the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, or call 0303 123 1113.

Information Commissioner's Office website

You can contact the council by phone on 01782 234234, via email to or by writing to us at Civic Centre, Glebe Street, Stoke-on-Trent, ST4 1HH.