This Privacy Notice is regularly reviewed and may be updated or revised at any time. It was last updated in December 2025. It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes.
- Introduction
- What personal data do we collect?
- How we use personal data
- Legal Basis for processing
- Who do we share personal data with?
- How long do we keep personal data?
- Automated decisions
- Your rights
- Data Protection Officer.
Introduction
Our core data protection obligations and commitments are set out in Wigan Council Primary Privacy Notice.
This notice provides additional privacy information for the Music Service.
Purpose statement
We collect and process personal data in order to deliver music education services e.g. manage lesson arrangements and communicate with parents, provide an instrument hire service, notify parents of opportunities for their children and administer ongoing and special project work.
What personal data do we collect?
To carry out activities and obligations as a music service we process the following personal data:
- Name
- Address
- Telephone numbers
- Email address
- Parent/carer details
- School year group
- Personal demographics (including date of birth and gender)
- Passport details (for overseas tours only)
- Images/photos
- For Assisted Tuition Scheme applications only: household income, free school meals eligibility, benefits you are receiving, other circumstantial details you may tell us about in your application.
We also process the following special category data:
- Health-related data (Basic student medical information and special needs and dietary requirements).
How we use personal data
The main purposes for processing your personal data are:
- To provide you with services such as instrumental lessons, instrument hire and music centre ensemble activities and musical opportunities
- To raise invoices for the services you receive from us
- To enable us to assess applications to our subsidy scheme (The Assisted Tuition Scheme)
- To process musical instrument procurement and loan agreements through our Assisted Purchase Scheme
- To enable us to complete mandatory paperwork in order to organise residential and concert tours
- To allow us to comply with juvenile licensing requirements for public performances
- To allow us to look after your child when they are in our care (medical information etc)
- To provide an annual progress report in relation to your child's instrumental music lessons
- To invite you to participate in online video conferencing events in order to engage you and your child in discussion and activities relating to the activity your child is a member of.
Legal Basis for processing
The lawful basis we rely on for processing your personal data is:
- Contract: Where we have entered into a loan agreement with you or service agreement and require the information to perform that contract
- Consent: Where we have your explicit consent e.g. to use of images/photos
- Legal Obligation: To comply with safeguarding, child protection and licensing requirements.
The condition we rely on for processing your special category data is:
- Reasons of substantial public interest: statutory etc and government purposes.
Who do we share personal data with?
In addition to the general reasons for data sharing described in the Council's Primary Privacy Notice, we share data with and collect data from the following when required:
- Other teams within Wigan Council including, but not limited to, Child Employment and Entertainment Licensing, Education, Local Authority Designated Officer
- Other local authorities, including the GM Music Hub and other Local Authority Music Services relating to specific regional events or activities, this is only where your child has signed up to such an event or activity
- Music departments in secondary schools in order to ensure continuing access to the service and to assist with the transition of young musicians when they leave primary school
- Agencies and providers involved in our overseas concert tours for senior ensembles and centres who host residential courses here in the UK in accordance with tourist immigration requirements, when your child is involved.
This is not an exhaustive list.
How long do we keep personal data?
We will only retain your personal data for as long as necessary to fulfil the purpose we collected it for, including for the purposes of satisfying any future legal, accounting or reporting requirements.
We must continue to retain necessary data in accordance with our corporate records policy to fulfil legal, statutory and regulatory requirements.
Automated decisions
All the decisions we make about you involve human intervention.
Your rights
More information on how to seek advice to exercise your rights, raise a concern or complain about the handling of your personal data by the council can be found in at Wigan Council Primary Privacy Notice.
Data Protection Officer
If you wish to raise a concern or seek clarification about any aspect of this notice, please contact our Data Protection Officer. Please provide documents to prove your identity along with a description of your concern.
We will respond to all requests within one month.
If you are unhappy with the way that we handle your concern you may complain to the Information Commissioner’s Office (ICO) (external link).
Document information
Owner: Cath Pealing, Assistant Director of Education
Author: David Little, Head of Instrumental Music Teaching Service
Version and date: V3.0 December 2025