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PRIVACY POLICY

For the purposes of the General Data Protection Regulation (“GDPR”) and UK data protection laws, the controller is Red Butler Music School Limited (the “Venue”) of RBMS Music Hub, Rear of The Old Post Office, 75 High Street, Uckfield, East Sussex, TN22 1AP, United Kingdom.
 

About this document
 

This privacy policy sets out how we process your personal data as a member of our music venue. We’ve created this policy to ensure you’re aware of how we use your data.
 

How we collect your information
 

We may collect your personal data in a few limited ways, namely:

  • Directly from you when you fill in an application for lessons, make inquiries on our website, provide information via the Venue’s management software or booking system, or interact with us in other ways during your time as a student or parent/guardian (e.g., entering a competition, renewing your membership, signing up for a course or lessons).

  • From someone else who has applied for membership/coaching on your behalf (e.g., a family member or parent/guardian who has provided us with your contact details for that purpose).
     

The types of information we collect
 

We may collect the following types of personal data about you:

  • Contact and communications information, including your contact details (email addresses, telephone numbers, postal addresses) and records of communications and interactions we’ve had with you.

  • Financial information, including records of payments.

  • Certain other information you volunteer, e.g., data about your health or medical conditions so that we can cater to your needs when you attend a Venue social event or a course/camp.
     

How we use personal data
 

Personal data provided to us will be used for the purposes set out at the time of collection and, where relevant, in accordance with any preferences you express. More generally, we will use your personal data for the following purposes:

  • Administration of your Venue membership.

  • Fulfilment of orders for goods and services, including lesson bookings.

  • Research and statistical analysis about who is taking lessons at our venue.

  • Communication about our Venue activities that we think may be of interest to you.

  • Storing your details on the software platform we use for our online Venue member management database/lesson booking system.

  • Promoting our Venue and goods and services of third parties.
     

Your marketing preferences
 

We respect your communication preferences. However, there are essential service communications that we need to send you via email, such as records of transactions and membership/lesson-related mailings.

You can update your choices and contact details by emailing us at: office@rbmsmusic.com
 

Sharing your information with others
 

We do not sell or share your personal data for other organizations to use. Personal data collected and processed by us may be shared with third parties only where necessary, such as with our employees, volunteers, contractors, suppliers, and providers of membership management services.
 

Where is the information stored?
 

All physical documents featuring personal information in our office are stored securely in a locked cabinet when staff are not present and are shredded when no longer needed.

All electronic devices have passwords or passcodes and are locked or logged out of when not in use.

All RBMS Ltd email accounts are secure.

We are careful when opening attachments and visiting websites to minimize the risk of virus attacks. No persons aside from RBMS Ltd staff and school staff are given any devices or documents containing personal information unless it is their own. 

Printed registers only include information necessary to maintain a safe and efficient service. Tutors are only provided with additional printed information when it is necessary to provide a safe, inclusive environment. We understand that it is an offense to release any information we hold about any individual without that person’s consent.

The information is stored electronically through MyMusicStaff, a specialist software platform for music teachers. Further information on how MyMusicStaff handles data privacy can be found at https://www.mymusicstaff.com/privacy-policy/

We also use another booking platform called Acuity Scheduling, a specialist booking platform which is part of the Squarespace Group. Further information on how Acuity Scheduling handles data privacy can be found at https://www.squarespace.com/privacy
 

Are any payment details stored?
 

Payment card or bank details are not stored by Red Butler Music School Limited, but we keep records of who has paid and any outstanding payments to manage accounts and send invoices. Payments can be made via cheque, cash, or BACS transfer.
 

How long your information is kept
 

We retain your personal data for as long as necessary for each purpose we use it. For most membership/lesson data, this means we retain it for as long as you continue to participate in Venue membership and lesson-related services, plus six years after your last interaction with us for accounting, tax reporting, and record-keeping purposes.
 

Your rights
 

You have the following rights under certain circumstances:

  • Request access to your personal data.

  • Request correction of the personal data we hold about you.

  • Request erasure of your personal data.

  • Object to processing of your personal data.

  • Request the restriction of processing of your personal data.

  • Request the transfer of your personal data to another party.

Please note that these rights are not absolute, and we may be entitled to refuse requests where exceptions apply.
 

Contact and complaints
 

If you have any queries about this privacy policy, how we process your personal data, or if you wish to exercise your legal rights, you may contact us at office@rbmsmusic.com

If you are not satisfied with how we are processing your personal data, you can make a complaint to the Information Commissioner. Find out more about your rights under applicable data protection laws from the Information Commissioner’s Office website: www.ico.org.uk.
 

How can you review, update, or delete the data we collect from you?     
 

Based on the applicable laws of your country, you may have the right to request access to the personal information we collect from you, change that information, or delete it in some circumstances. To request to review, update, or delete your personal information, please contact office@rbmsmusic.com
We will respond to your request within 30 days.

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