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 of our website visitors, supporters and newsletter subscribers; this policy sets out how we will treat your personal information. Our website uses cookies. By using our website and agreeing to this policy, you consent to our use of cookies in accordance with the information below.


  • Purpose

We are committed to protecting your personal information and being transparent about what information we hold about you and your child/children in your care.

We will never sell, distribute or intentionally make your personal information public and have implemented appropriate technical and organisational security measures to protect the data you share with us from loss and preserve its security and confidentiality. All your interactions with our website are protected by strong 256-bit encryption and we aim to collect the minimum of personal information needed to provide an effective service.

The purpose of this policy is to give you a clear explanation about how we use the information we collect from you directly and from third parties.

  1. The Lawful Basis For Obtaining And Using Personal Data

We need data to help us to fulfil contractual obligations with music service users in order to provide them with the education for which they or their children have applied. Parents or guardians with children under the age of 18 will act on behalf of their children.

We will only process personal data where we have one of 6 'lawful bases' to do so under Article 6 of the EU General Data Protection Regulations.

Most commonly:

  • To fulfil a contract with the individual, or when the individual has asked DDMP to take specific steps before entering into a contract
  • For the legitimate interests of Durham Music Service (provided the individual's rights and freedoms are not overridden)
  • Where the individual (or their parent/carer when appropriate in the case of a child) has freely given consent

And exceptionally:

  • To comply with a legal obligation
  • To ensure the vital interests of the individual e.g. to protect someone's life − To perform a task in the public interest
  1. The Personal Data We Hold

Personal data that we may collect, use, store and share (see Data Sharing below) about individuals and music service users includes, but is not restricted to:

  • Your full name and title and date of birth and your gender
  • Postal address, email address and phone number
  • IP (internet protocol) address e.g. cookies
  • Emergency contact details and contact preferences
  • Name of school attended
  • Student records
  • Results of auditions, internal assessments and externally set exams
  • Characteristics, such as special educational needs
  • Details of any medical conditions or dietary requirements
  • Passport details
  • Attendance information
  • Safeguarding information
  • Details of any support received
  • Photographs and video recording (see below)
  • If you hold a Durham Music Service instrument on loan
  1. Why We Use This Data

We use this data to:

  • Manage the application and audition processes
  • 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
  • Administer applicant waiting lists
  • Manage applications for financial support
  • Carry out research for our own purposes
  • Comply with contractual / regulatory obligations e.g. reporting to the Arts Council
  • 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
  • Keep in touch with our alumni
  • Generate publicity and advertise Durham Music products and services
  • Promote events
  • Celebrate the success of our students and raise awareness of their great achievements
  1. 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 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.

Images that might cause embarrassment or distress will not be used. We will only use images of pupils who are suitably dressed, to reduce the risk of such images being used inappropriately.

  1. 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.

  1. 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
  1. 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.

  1. 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.

  1. 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
  1. 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 email 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 that found on our contact page, 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