Durham Music Service and Trust Website - Privacy & Cookies Policy

The term ‘Durham Music’ or ‘us’ or ‘we’ refers to Durham Music Service and Durham Music Trust who are the owners of the website whose registered office is Ushaw College, Durham, DH7 9RH.

Durham Music are committed to safeguarding the privacy and protecting the data of our website visitors, supporters and registered subscribers. This policy sets out how we will treat your personal information, as well as how we store and process it in accordance with the General Data Protection Regulation 2018 and the Privacy and Electronic Communications Regulations 2003. By using our website and agreeing to this policy, you consent to our use of cookies in accordance with the information below.

Information we collect

We collect and process the following data:

  • Information that you provide us in order to register with Durham Music which we need in order to effectively provide our services to you. This may include your full name and title and date of birth and your gender. Postal address, email address and phone number
  • Information that you provide when registering for an Ensembles, Indemnity forms, emergency contact details, contact preferences and health concerns/medications
  • Name of school attended
  • IP (internet protocol) address e.g. cookies
  • Student records
  • Information that pupils are entitled to free school meals and/or pupil premium funds
  • Results of externally set exams
  • Characteristics, such as special educational needs
  • Details of any medical conditions or dietary requirements
  • Passport details
  • Attendance registers
  • Safeguarding information
  • Digital information such as photographic and video recordings of events, and media consent records where relevant
  • If you hold a Durham Music Service instrument on loan/hire
  • Information about your engagement with Durham Music, including registration records, event attendance and donation history
  • Information that you provide us with in order to receive information from us about our events
  • Credit or debit card details. Whenever you make one-off donations your transaction is processed by Stripe. Our staff can access the transaction information but do not have access to your full credit card details, which are held securely by Stripe. You can review Stripe’s privacy policy here
  • Bank account details. Whenever you make a donation to us by Direct Debit via our website, your transaction is processed by GoCardless. Our staff can access the transaction but do not have access to your full bank account details, which are held securely by GoCardless. You can review GoCardless’s privacy policy here;
  • Information from third parties through data-sharing agreements, where you have given consent for your information to be passed to us from a partner organisation
  • Information about you that is available from other sources including information in the public domain. More detail on this is included in the ‘How we might use your information’ section below

How much of this information we collect depends on the type of relationship you have and what we record in the course of your relationship with us.

How we might use your information

We use this data to;

  • Maintain records of current pupils who are registered as having music lessons with Durham Music. As well as personal information such as name, contact details and date of birth, we also collect other information to ensure we can plan and deliver activities effectively and provide appropriate services. This may include information about an individual’s education, musical history, as well as feedback from staff on their musical performances and any pastoral issues
  • Full pupil records are kept for the duration of registration and are updated as the pupil progresses through the organisation. When a pupil leaves Durham Music and becomes an Alumnus, a basic record of their contact details are kept. Funding requirements and financial regulations require that we keep information about participation and payments for seven years
  • Manage students' registration, participation in, and progression through our programmes
  • Provide music tuition
  • Support student learning
  • Monitor and report on student progress
  • Provide appropriate pastoral care and ensure welfare of children while in our custody, particularly when on tours and courses
  • Protect student welfare and meet our legal obligations relating to child protection and safeguarding
  • Assess the quality of our services
  • Carry out research for our own purposes
  • Comply with contractual / regulatory obligations e.g. reporting to the Arts Council and Department for Education
  • Comply with mandatory submissions for our funding provider, Arts Council England
  • Share with partners for joint activities e.g. Youth Music / Durham Vocal Festival
  • Keep you updated with Durham Music activities that are relevant to you.
  • Offer you opportunities to engage further with our activities
  • Generate publicity and advertise Durham Music services
  • Promote events
  • Celebrate the success of our students and raise awareness of their great achievements

Photographs and video recording

As part of our activities, we may take photographs and record images of performances by our musical ensembles and individual performers. Such material will be used solely by Durham Music for example, for publicity purposes, such as prospectuses and other similar information about the service; for display in Durham Music buildings, on banners at concerts, on our website and for social media purposes; for assessment and educational purposes. We will seek permission to use all images of children before use.

When using photographs and videos for publicity, display or website purposes, we will not accompany them with any other personal information about the child, to ensure they cannot be identified, unless specific permission for this has been received (ie to celebrate exam success).

Although we will carefully use images, we understand there may be occasions where music service users provide good reason why we should withdraw certain images. If you ask us to withdraw an image of your child with good cause, we will delete the photograph or video and not distribute it further.

Emailing us

When you send us an email, either to one of the addresses displayed on our website or to an individual member of staff, we will collect your email address and any other information you provide within your email.

Microsoft are our email service provider so any emails you send us will be stored on their servers. Therefore your email and any associated personal data may be transferred outside of the European Economic Area to servers located in the USA. Microsoft's certification under the EU-US Privacy Shield Framework commits it to maintaining appropriate safeguards for international data transfers. You can learn more here

The information you provide will only be processed in relation to the purpose of your correspondence with us. We have no fixed retention period for email correspondence, but we are committed to only storing your data for no longer than is necessary to serve our legitimate interests of record keeping or to perform a contract we have entered into with you.

Processing your donation

When you make a donation to Durham Music, we will use your payment and contact details, payment amount, date and time of payment, to process that payment and take any follow-up administrative action needed.

We will also ask you for your address and UK taxpayer status as if you choose to include Gift Aid with a donation to us, this information is required by law. This information is needed for us to fulfil our obligations under tax and charity law (sections 413 to 430 Income Tax Act 2007). Information associated with Gift Aid declarations must be retained for 7 years. This information will be shared with HMRC for tax regulation purposes and may also be shared with the Fundraising Regulator and the Charity Commission in the event of an enquiry or investigation.

Requesting information if you are attending our events

If you participate in an event that we have organised, we may ask you to provide information to make sure we can manage the event safely and efficiently. We may also ask you for details of any accessibility need which you may have, so that we ensure our event is inclusive, in line with the provisions of the Equality Act 2010.

Children’s information and Safeguarding

We process information about participants who are under the age of 18 in order to conduct or supply the services for which you have registered. We only process this information with the consent of a parent or guardian, and require them to be the primary contact for provision of services to their child.

We take our safeguarding responsibilities seriously. In the course of discharging these responsibilities we may collect and store personal information about children who are participants in our activities, where a child protection concern has been raised. In certain circumstances, we may be required to share this information with the relevant safeguarding authorities without the consent of the individual child or responsible adult. In accordance with our safeguarding policy, we will keep securely records of any child protection issues for twenty five years.

Sensitive information

As part of our activity planning processes, we may ask you for sensitive information about any medical needs you may have. This information is required to ensure that we can provide access to our activities, and to make sure that participants are safeguarded while in our care. By supplying us with this information you are giving your consent for us to process it for this purpose.

As with all personal information we hold, sensitive information is held securely and restricted to those who need to use it. We will delete sensitive information when we no longer need it.

Data Sharing

We do not share personal information with any third party unless the law requires us to do so. Where it is legally required, or necessary (and it complies with data protection law) we may share personal information with:

  • A student's family and representatives
  • Schools − where we provide tuition for your child
  • Central government
  • Health and social welfare organisations
  • Police forces, courts, tribunals

Security of Your Personal Data

We will put in place appropriate safeguards (both in terms of our procedures and the technology we use) to keep your personal information confidential and as secure as possible. Your data will only be accessible to authorised staff and volunteers. We will ensure, as far as possible, that any third parties we use for processing your personal information do the same.

Where you have chosen a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential. We ask you not to share a password with anyone. Information will be stored for only as long as it is needed or required by statute and will be disposed of appropriately. Where we transfer data to a country or territory outside the European Economic Area, we will do so in accordance with data protection law.

We undertake to report any data breaches in accordance with Data Protection Act and General Data Protection Regulations/guidelines.

Your Rights to Your Personal Information

You have the right to request a copy of the personal information that we hold about you and to have any inaccuracies in this data corrected. Please use the contact details at the end of this policy if you would like to exercise this right.

Contact Details and Further Information

Please get in touch with us if you have any questions about any aspect of this privacy policy.

  • By email                   [email protected];
  • By telephone             03000 262368
  • Address                    Ushaw College, Durham, DH7 9RH

Living Document

Please note that this is a living document. Updates and amendments should be expected. Regularly reviewing this webpage ensures that you are always aware of what information we collect, how we use it and under what circumstances, if any, we will share it with other parties.

The Policy will be reviewed on a regular basis, or to reflect updates in legislation

Cookies Policy

What Are Cookies?

This site uses cookies, which are tiny files that are downloaded to your computer to improve your experience when visiting a website. Cookies are then sent back to the originating website on each subsequent visit, or to another website that recognises that cookie. Cookies are useful because they allow a website to recognise a user’s device. You can find out more about cookies at:-


 How we use cookies

Our website offers subscriptions and cookies may be used to remember if you are already registered and whether or not to show certain notifications which might only be valid to a subscribed or unsubscribed user. This site offers e-commerce and payment facilities and some cookies are essential to ensure that your order is remembered between pages so that we can process it properly. When you submit data to us through a form such as our Donate pages, cookies may be set to remember your details for future correspondence.

 Third Party Cookies

 In some special cases, we also use cookies provided by trusted third parties. Our site uses Google Analytics which is one of the most widespread and trusted analytics solutions on the web. This helps us to understand how you use the site and ways that we can improve your experience. These cookies may track things such as how long you spend on the site and the pages that you visit so we can continue to produce engaging content. For more information on Google Analytics cookies, see the Google’s Analytics page.

When you make a payment on our website the transaction is completed using Stripe, a payment processor. For more information on Stripe’s cookies, see their privacy page at  


Disabling Cookies

You can prevent the setting of cookies by adjusting the settings on your browser (see your browser Help for how to do this). Disabling cookies could affect the functionality of this website. Further information about managing cookies can be found at