Privacy Policy

Last updated: January 2025

1. Introduction

McFarlane Music ("we", "us", "our") respects your privacy and is committed to protecting your personal data. This privacy policy explains how we collect, use, and safeguard your information when you use our music education services or visit our website.

This policy applies to all students, parents/guardians, and website visitors.

2. Data Controller

McFarlane Music is the data controller responsible for your personal data. We are based in Telford, Shropshire, United Kingdom.

Contact details:

• Email: hello@mcfarlanemusic.co.uk
• Phone: 07494 921 925
• Website: mcfarlanemusic.co.uk

3. Information We Collect

3.1 Student Information

When you enroll for music lessons, we collect:

• Full name
• Date of birth
• Address
• Email address
• Phone number
• Emergency contact details
• Medical information (if relevant to lesson provision)
• Previous musical experience
• Learning preferences and goals

3.2 Parent/Guardian Information

For students under 18, we collect:

• Parent/guardian name
• Relationship to student
• Contact details (phone and email)

3.3 Payment Information

We collect payment information necessary for lesson fees, including:

• Payment method preferences
• Payment history and receipts
• Bank account details (if paying by bank transfer)

Note: We do not store credit/debit card details.

3.4 Website Usage Data

When you visit our website, we may automatically collect:

• IP address
• Browser type and version
• Pages visited and time spent on pages
• Referring website
• Device information

3.5 Communications

We keep records of:

• Email correspondence
• Contact form submissions
• Phone call notes
• Text messages (if used for lesson confirmations)

4. How We Use Your Information

We use your personal data for the following purposes:

4.1 To Provide Music Education Services

• Scheduling and conducting lessons
• Tracking student progress
• Preparing lesson materials
• Tailoring instruction to individual needs
• Entering students for examinations (if applicable)

4.2 Administrative Purposes

• Managing bookings and cancellations
• Processing payments and issuing receipts
• Maintaining attendance records
• Sending lesson reminders
• Communicating about schedule changes

4.3 Safety and Wellbeing

• Ensuring appropriate care during lessons
• Emergency contact in case of incidents
• Accommodating medical needs or learning requirements

4.4 Marketing (with consent)

• Sending newsletters or updates about our services
• Sharing student achievements (anonymously or with consent)
• Promoting upcoming events or workshops

You can opt out of marketing communications at any time.

5. Legal Basis for Processing

We process your personal data under the following legal bases:

• Contract performance: To fulfill our agreement to provide music lessons
• Legitimate interests: To run our business efficiently and maintain student records
• Legal obligation: To comply with tax, accounting, and safeguarding requirements
• Consent: For marketing communications and photography (where required)

6. Data Sharing

6.1 Who We Share Data With

We do not sell or rent your personal data to third parties. We may share information with:

• Examination boards: When entering students for music exams (ABRSM, Trinity, etc.)
• Payment processors: To process lesson payments securely
• IT service providers: Who host our website and email services
• Legal authorities: If required by law or to protect safety

6.2 Data Protection

Any third parties we work with are required to keep your data secure and use it only for specified purposes.

7. Data Retention

We retain your personal data for as long as necessary to provide our services and comply with legal obligations:

• Active students: For the duration of your enrollment plus 6 years (for tax/accounting purposes)
• Former students: Student records retained for 6 years after last lesson
• Website enquiries: Deleted after 2 years if no lessons booked
• Financial records: Retained for 7 years (HMRC requirement)
• Safeguarding records: Retained according to UK safeguarding guidelines

After these periods, personal data is securely deleted or anonymized.

8. Your Rights

Under UK GDPR, you have the following rights:

• Right to access: Request a copy of your personal data
• Right to rectification: Correct inaccurate or incomplete data
• Right to erasure: Request deletion of your data (in certain circumstances)
• Right to restrict processing: Limit how we use your data
• Right to data portability: Receive your data in a portable format
• Right to object: Object to processing based on legitimate interests
• Right to withdraw consent: For marketing communications

To exercise any of these rights, please contact us at hello@mcfarlanemusic.co.uk

Response time: We will respond to your request within 30 days.

9. Data Security

We implement appropriate technical and organizational measures to protect your personal data:

• Secure password-protected systems
• Encrypted email communications for sensitive information
• Regular data backups
• Limited access to personal data (only authorized personnel)
• Secure physical storage of paper records
• Regular review of security practices

While we take all reasonable precautions, no method of electronic storage is 100% secure. We cannot guarantee absolute security but strive to use industry-standard practices.

10. Children's Privacy

We provide music lessons to children and young people. When a student is under 18:

• We obtain consent from a parent/guardian before collecting data
• We collect only the minimum data necessary for lesson provision
• Parents/guardians can access, correct, or request deletion of their child's data
• We comply with UK safeguarding requirements

11. Photography and Video

Occasionally, we may wish to take photographs or videos for:

• Social media and website promotion
• Celebrating student achievements
• Marketing materials

We will always obtain explicit consent before using images. You can withdraw consent at any time by contacting us.

12. Cookies

Our website uses essential cookies to ensure the site functions correctly. We do not use tracking or advertising cookies.

You can control cookie settings through your browser preferences.

13. Third-Party Links

Our website may contain links to external websites (e.g., social media, exam boards). We are not responsible for the privacy practices of these sites. Please review their privacy policies separately.

14. Changes to This Policy

We may update this privacy policy from time to time to reflect changes in our practices or legal requirements. Any changes will be posted on this page with an updated "Last updated" date.

Significant changes will be communicated to current students via email.

15. Complaints

If you have concerns about how we handle your personal data, please contact us first:

• Email: hello@mcfarlanemusic.co.uk
• Phone: 07494 921 925

You also have the right to lodge a complaint with the UK supervisory authority:

16. Contact Us

If you have any questions about this privacy policy or how we handle your data, please get in touch:

• Email: hello@mcfarlanemusic.co.uk
• Phone: 07494 921 925
• Website: mcfarlanemusic.co.uk

We are committed to transparency and will be happy to answer any questions about your privacy.