Privacy Policy and Cookie Statement
Wee Music School
Last Updated: 18/08/2024
1. Introduction
Welcome to Wee Music School ("we," "our," or "us"). This Privacy Policy and Cookie
Statement explains how we collect, use, disclose, and safeguard your information when you
visit our website (www.weemusicschool.co.uk) or use our services, including online lessons
and communications through the Wee Music School Portal (MyMusicStaff). We are
committed to protecting your privacy and ensuring the security of your personal data.
2. Information We Collect
We collect information that you provide directly to us, including:
● Contact details (e.g., name, address, email, phone number)
● Product preferences (e.g., instruments your child would like to play)
● Your child’s information (e.g., name, date of birth, relevant medical/educational
notes)
● Communication history (e.g., emails, portal messages)
● Billing history (e.g., payment details, invoices)
● Lesson attendance and participation records (e.g., online lesson attendance,
performance notes)
● Lesson recordings (e.g., video/audio recordings of online lessons when necessary
for educational or safeguarding purposes)
3. How We Use Your Information
We use the information we collect for the following purposes:
● To provide, maintain, and improve our services
● To communicate with you about our services, including scheduling and lesson
updates
● To process payments and manage billing information
● To ensure the safety and well-being of children in our care
● To use lesson recordings (if applicable) for educational purposes, such as reviewing
progress or safeguarding, and to maintain accurate attendance and participation
records
● To respond to your comments, questions, and requests in a timely manner
4. Legal Basis for Processing
We process your personal data based on the following legal grounds:
● Performance of a contract: When we provide you with our services
● Legitimate interests: In the effective delivery of our services and communication
with you
● Consent: For the use of special category data (e.g., health information, lesson
recordings), which you can withdraw at any time
● Vital interests: Particularly in relation to the safeguarding of children and their health
information
5. Data Sharing and Third-Party Services
We use the following third-party services to help deliver our services:
● MyMusicStaff (www.mymusicstaff.com): For lesson sign-ups, portal access, and
communication management.
● Google Workspace: For our email services and secure storage of lesson-related
communications.
These third-party services may have access to your personal information only to perform
specific tasks on our behalf and are obligated not to disclose or use it for any other purpose.
We ensure that any personal data shared with these providers is transferred securely and
used solely for essential operational purposes. Their use of your information is governed by
their respective privacy policies:
● MyMusicStaff Privacy Policy
● Google Privacy Policy
6. Data Retention
We retain your personal information only as long as necessary to provide our services and
comply with legal obligations under Scottish and UK law. Specifically:
● Customer records (including contact, identity, financial, and transaction data) are
retained for six years after you cease being a customer, for tax purposes.
● Children’s records are retained until they reach the age of 21, or for six years after
their last interaction with us, whichever is later, to comply with the Prescription and
Limitation (Scotland) Act 1973.
● Special category data (such as health information) and lesson recordings are
reviewed annually and deleted when no longer necessary for the purpose they were
collected.
7. Your Rights
Under the UK GDPR, you have several rights regarding your personal data:
● The right to be informed about our collection and use of your personal data
● The right to access the personal data we hold about you
● The right to have your personal data rectified if it is inaccurate or incomplete
● The right to request the deletion of your personal data ("the right to be forgotten")
● The right to restrict the processing of your personal data
● The right to object to us processing your personal data for specific purposes
● The right to withdraw your consent at any time, particularly regarding the processing
of special category data
● The right to data portability, allowing you to obtain and reuse your data for your own
purposes across different services
If you wish to exercise any of these rights, please contact us using the details provided
below. We may ask you to verify your identity before responding to such requests.
You also have the right to file a complaint with the Information Commissioner's Office (ICO),
the UK supervisory authority for data protection issues, at www.ico.org.uk. We would
appreciate the opportunity to resolve your concerns before you approach the ICO, so please
contact us first.
8. Children’s Privacy
We collect information about children only with the consent of their parents or guardians.
This information is processed with the highest level of care and protection in line with our
safeguarding policies and legal obligations.
9. Cookie Policy
We use Plausible.io for website analytics. This service does not use cookies and does not
collect any personal data. All statistics gathered from site usage are anonymous and strictly
non-personal, used to monitor trends in website traffic and improve our services.
We do not track individual activity or collect personally identifiable information through
cookies or similar tracking technologies.
10. Changes to This Policy
We may update this policy from time to time to reflect changes in our practices or for legal
reasons. Any updates will be posted on this page, and where necessary, notified to you via
email. Please check back periodically to stay informed of any changes.
11. Contact Us
If you have any questions about this Privacy Policy, please contact us at:
Wee Music School
Phone: 07405025704
Email: hello@weemusicschool.co.uk