As a customer of Loughton Music Academy, we will send you regular and vital information about your individual bookings and also to keep you updated with term dates, course fees, exam information, concerts dates and any other general information of interest or association to our school or changes to our services.
This Policy sets out the following:
- What personal data we collect and process about you in connection with your relationship with us as a customer and through your use of our website, mobile applications and online services;
- Where we obtain the data from;
- What we do with that data;
- How we store the data;
- Who we transfer/disclose that data to;
- How we deal with your data protection rights;
- And how we comply with the data protection rules.
- All personal data is collected and processed in accordance with Irish and EU data protection laws.
“LMAT” (referred to as “we”, “us”, “our” or “LMAT” in this policy) in this policy primarily refers to Loughton Music Academy, the main operating company of LMAT, and, where appropriate, to other companies in the LMAT group or other entities over which LMAT exercises management control. LMAT is the “data controller” of all personal information that is collected and used about LMAT customers.
What personal data we collect
Personal data means any information relating to you which allows us to identify you, such as your name, contact details, payment details and information about your access to our website.
We may collect personal data from you when you book a lesson or lessons with us, use our website or when you contact us.
Specifically, we may collect the following categories of information:
- Name, home address, e-mail address, telephone number, credit/debit card or other payment details;
- Medical ailments or conditions and/or educational needs for students who have special medical requirements and/or special educational requirements;
- Student date of birth, for the purpose of exam entries;
- Information about lessons you book with us and products you purchase through us;
- Information about your use of our website;
- The communications you exchange with us or direct to us via letters, emails, chat service, calls, and social media.
What do we use your personal data for, why and for how long
Your data may be used for the following purposes:
- Providing products and services you request: we use the information you give us to perform the services you have asked for in relation to your lessons and/or enrolments, including requested lesson and/or enrolment changes;
- Contacting you in the event of a lesson time change or cancellation: we send you communications about the services you have asked for and any changes to such services. These communications are not made for marketing purposes and cannot be opted-out of;
- Credit or other payment card verification/screening: we use your payment information for accounting, billing and audit purposes and to detect and / or prevent any fraudulent activities;
- Customer Services communications: we use your data to manage our relationship with you as our customer and to improve our services and enhance your experience with us;
- Provide tailored services: we use your data to provide information we believe is of interest to you to personalise the services we offer to you, such as term enrolments, exam information, special offers, news updates, etc.
We will only process your personal data where we have a legal basis to do so. The legal basis will depend on the reasons we have collected and need to use your personal data for.
In most cases we will need to process your personal data so we can enter into our service of lesson provision with you.
We may also process your personal data for one or more of the following:
- You have consented to us using your personal data;
- To protect your vital interests or those of another person (e.g. in case of a medical emergency);
- It is in our legitimate interests in operating (e.g. for administrative purposes).
Only children aged 16 or over can provide their own consent. For children under this age, consent of the children’s’ parents or legal guardians is required.
We will not retain your data for longer than is necessary to fulfil the purpose it is being processed for. To determine the appropriate retention period, we consider the amount, nature and sensitivity of the personal data, the purposes for which we process it and whether we can achieve those purposes through other means. When we no longer need your personal data, we will securely delete or destroy it.
Sharing your personal data with third parties
For us to provide you with certain qualifications, such as Grade exams, we must share some of your personal data with these approved organisational bodies to be able to provide you with your booked courses and examinations. We provide this information when required by these organisations in a way that is both secure and sensitive.
In order to fulfil our newsletter emails, we collect and store your: first name, last name, email address and company name (if given). We use a third-party provider, Mailchimp, to deliver our newsletter emails. We gather statistics around email opening and clicks using industry standard technologies including clear gifs to help us monitor and improve our newsletters. For more information, please see Mailchimp’s privacy notice.
We are also required to co-operate with regulators (like the Information Commissioner’s Office) and law enforcement agencies (like the police or the Serious Fraud Office). Although it does not happen often, regulators and law enforcement agencies can require use to share information with them as part of an investigation, and this may include your personal data.
You have a number of individual rights relating to the processing and storage of your personal data.
Under certain circumstances, by law you have the right to:
- Request information about whether we hold personal information about you, and, if so, what that information is and why we are holding/using it.
- Request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
- Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
- Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
- Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
- Object to automated decision-making including profiling, that is not to be subject of any automated decision-making by us using your personal information or profiling of you.
- Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
- Request transfer of your personal information in an electronic and structured form to you or to another party (commonly known as a right to “data portability”). This enables you to take your data from us in an electronically useable format and to be able to transfer your data to another party in an electronically useable format.
- Withdraw consent. In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.
If you want to exercise any of these rights, then please submit a request in writing to info@LMAT.co.uk or LMAT 257a High Road, Loughton, Essex IG10 1AD.
You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.
We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.
Further information can be found at the Information Commissioner’s Office website.
Withdrawal of consent, erasure, and information access
Please email firstname.lastname@example.org or contact us at LMAT, 257a High Road, Loughton, Essex, IG10 1AD if you wish to do any of the following:
- To withdraw your consent for activities for which you have previously consented
- To request a copy of the information that we hold on you
- To request the deletion of information that we hold on you
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Loughton Music Academy, LMAT Building, 253a – 257a High Road, Loughton, IG10 1AD
UK Tel: 020 8502 2992 International Tel: +44 208 502 2992
Email: email@example.com Web: www.loughtonmusicacademy.co.uk