This privacy notice tells you what to expect us to do with your personal information.
- Contact details
- What information we collect, use, and why
- Lawful bases and data protection rights
- Where we get personal information from
- How long we keep information
- Who we share information with
- Sharing information outside the UK
- How to complain
Contact details;
Telephone – 07944139844
Email – ashley@ashleyfieldsmusic.co.uk
What information we collect, use, and why
We collect or use the following information for student education and welfare:
- Names and contact details for students/children
- Names and contact details for carers
- Payment details and financial information including transactions
- Special Educational Needs and Disabilities (SEND) or additional support information (includes reasonable adjustments and special educational needs and disabilities)
- Welfare information (includes family and home life circumstances and history)
We also collect or use the following information for student education and welfare:
- Health information
We collect or use the following personal information for dealing with queries, complaints or claims:
- Names and contact details
- Address
- Financial transaction information
- Special Educational Needs and Disabilities (SEND) or additional support information (includes reasonable adjustments and special educational needs and disabilities)
We also collect the following information for dealing with queries, complaints or claims:
- Health information
We collect or use the following information for information updates or marketing purposes:
- Names and contact details
Lawful bases and data protection rights
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.
Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:
Your right of access – You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right here.
Your right to rectification – You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right here.
Your right to erasure – You have the right to ask us to delete your personal information. You can read more about this right here.
Your right to restriction of processing – You have the right to ask us to limit how we can use your personal information. You can read more about this right here.
Your right to object to processing – You have the right to object to the processing of your personal data. You can read more about this right here.
Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. You can read more about this right here.
Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right here.
If you make a request, we must respond to you without undue delay and in any event within one month.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
Our lawful bases for the collection and use of your data
Our lawful bases for collecting or using personal information for student education and welfare are:
- Consent – we have permission from you after we gave you all the relevant information. All your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
- Contract – we must collect or use the information so we can enter or carry out a contract with you. All your data protection rights may apply except the right to object.
Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:
- Consent – we have permission from you after we gave you all the relevant information. All your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
- Contract – We must collect or use the information so we can enter or carry out a contract with you. All your data protection rights may apply except the right to object
Our lawful bases for collecting or using personal information for information updates or marketing purposes are:
- Consent – we have permission from you after we gave you all the relevant information. All your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
- Contract – we must collect or use the information so we can enter or carry out a contract with you. All your data protection rights may apply except the right to object.
Where we get personal information from
- Directly from you
- Parents or carers
- Other education establishments
- A charity
How long we keep information?
Purpose: This policy outlines the guidelines for retaining, archiving, and securely disposing of data collected by Ashley Fields. The goal is to retain all data for 2 years from the date of creation or last use, after which it will be securely deleted.
Scope: This policy applies to all data collected, stored, or processed by Ashley Fields. The retention period for each data type is generally 2 years, after which outdated or obsolete data will be deleted or anonymised unless required to be kept longer due to legal, regulatory, or business reasons.
Data Deletion & Anonymisation: After the 2-year retention period, data will be securely deleted from systems and backups or anonymised if it no longer serves its operational purpose. In cases where data needs to be retained longer due to legal or contractual obligations, the retention period will be extended accordingly.
Who we share information with
Data processors
Setmore
This data processor does the following activities for us: Online booking calendar stores contact information i.e names, email address’ and telephone numbers, allows online financial transactions through stripe which is an online merchant.
https://www.setmore.com/privacy
This data processor does the following activities for us: Connects with the Setmore booking system to share contact details i.e telephone numbers, email address’ and names of clients.
https://policies.google.com/privacy?hl=en-US
Stripe Inc
This data processor does the following activities for us: Process financial transactions, retains records of financial transactions, stores contact information i.e names and email address’
This data processor does the following activities for us: stores contact information i.e names, email address’ and telephone numbers, Health and wellbeing information which includes any special needs the client may have.
https://www.whatsapp.com/legal/privacy-policy
Web Mail
This data processor does the following activities for us: stores contact information i.e names, email address’ and telephone numbers, Health and wellbeing information which includes any special needs the client may have.
Others we share personal information with
- Parents and carers
Sharing information outside the UK
Where necessary, we may transfer personal information outside of the UK. When doing so, we comply with the UK GDPR, making sure appropriate safeguards are in place. For further information or to obtain a copy of the appropriate safeguard for any of the transfers below, please contact us using the contact information provided above.
Organisation name: Setmore
Category of recipient: Online Calendar and booking system
Country the personal information is sent to: United States
How the transfer complies with UK data protection law: The country or sector has a UK data bridge (also known as Adequacy Regulations)
How to complain
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice. If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint
Last updated
9 December 2024