PORTSMOUTH MUSIC HUB PRIVACY POLICY

Portsmouth Music Hub is supported by Portsmouth City Council.

Portsmouth City Council is a registered Data Controller (Registration Number Z5578313). For Portsmouth City Council's privacy notice please click here.

The Hub aims to meet the highest standards when collecting and using personal information in accordance with data protection law.

This privacy notice informs you about how the Hub collects and uses personal information.

It applies to information Portsmouth Music Hub collects about:

  • People who use our services, or request a service from us;

  • Business customers,

  • Job applicants and our current and former employees

How Portsmouth Music Hub uses your information

Your information is used to primarily provide and improve our customer service and services to you.

Portsmouth Music Hub uses personal information to:

  • Deliver services, support and updates to schools, colleges and academies

  • Deliver services, support and updates to parents, carers and guardians of ensemble members

  • Investigate any concerns or complaints including those raised by schools, colleges, academies, staff and individuals

  • Plan and manage Music Hub services, including monitoring the quality of services, developing future services and keeping track of spending

  • Carry out the Council's regulatory performance licensing

  • Deal with payments, grants, benefits and other financial transactions

When you make a purchase from us, you are entering into a contract with us. In order to perform this contract we need to process and store your data. We may need to contact you by email or telephone in cases relating to your purchase of services. 

In certain situations we collect and process you personal information for purposes that are in our legitimate organisational interests. However we only do this if there is no overriding prejudice to you by using your personal information in this way. 

Additionally, we may need to ask for you explicit concert before using your personal information in that specific situation. 

People who use Portsmouth Music Hub services

The Hub provides various services to the public and local businesses.  Portsmouth Music Hub is required to hold the details of the people who have requested a service in order to provide a service to them. By completing online forms for Music Hub services, events and activities you are agreeing to the terms of this privacy notice.

Portsmouth Music Hub only uses these details to provide the service the person has requested and for other closely related purposes. 

People who email Portsmouth Music Hub

Any email sent to Portsmouth Music Hub, including any attachments, may be monitored and used by the Hub for reasons of security and for monitoring compliance with the Council's information security policies.  Email monitoring or blocking software may also be used.

The Hub uses a secure email service for sending personal data outside the Council. Other organisations are responsible for ensuring that any email that is sent to the Council is secure and within the bounds of the law.

People who contact Portsmouth Music Hub via social media

Portsmouth Music Hub uses a range of social media services to publicise news, stories and events and to receive comments and feedback from customers including through direct messages, which are private, and through posts which are public to other social media users.

The information you provide via social media is subject to the social media service providers' privacy notices and policies. Any information you post on the Hub's social media platforms is also subject to the Council's social media moderation policy. 

Job applicants, current and former Music Hub employees

Portsmouth Music Hub advertises and recruits through Portsmouth City Council - please see the Council's full privacy policy regarding employees. 

People who join the Music Hub forums for teachers

Portsmouth Music Hub runs online discussion forums for music teachers from schools in Portsmouth. Posts on these forums are visible only to other members of the forum and the Portsmouth Music Hub Senior Leadership Team. By posting on these forums you are agreeing to the terms of this privacy notice. Any information you post on these forums is also subject to the Council's social media moderation policy. 

Photographic and Video Consent

Consent will always be sought before taking photographs/video. Where possible, we will record this consent in writing using an online consent form, along with contact details.

We will store the photo files and consent forms on the Hub’s network, which is secure. Consent forms will be stored digitally. We will index the files and store them for as long as required. Depending on the subject and reason for taking the photograph, this could be only a few months, or indefinitely.

As we work with a variety of partners such , from time to time, we may need to share images. We will contact you to obtain consent if this is the case. If we are taking photographs on behalf of a partner or client, the ownership and copyright of the images may be transferred. In this case, responsibility for consent management will also be transferred. We will contact you for consent before transferring ownership.

If you wish to withdraw your consent, you may do so at any time. Your photos will be withdrawn from the image library and deleted. If the images are in use in print, we will not be able to recall printed copies. If the images are in use online, we will remove them as soon as we can. To do this, please contact us using the details below. If the ownership has been transferred, you will need to contact the new owner.

How does Portsmouth Music Hub keep personal information secure? 

Portsmouth Music Hub will take appropriate steps to make sure that the personal information that is held (on paper and electronically) is kept securely and only used by people who have a right to see it. The Council's security measures include encrypting personal data and equipment, system access controls and training in data protection for all staff.

How long does Portsmouth Music Hub keep hold of personal information?

Records are kept in line with the Council's retention policy and information is not retained longer than necessary.

Access to personal information

Individuals can find out if the Hub holds any personal information by making a ‘subject access request’. If information about you is held, the Hub will:

  • give you a description of the information;

  • tell you why we are holding information;

  • tell you who it could be disclosed to;

  • provide you with a copy of the information in an intelligible form

There are several ways to access the information. Please contact Portsmouth City Council directly or visit their privacy notice to find out the ways in which you can request this information. 

Sharing or disclosing personal information

We will not share or disclose personal information beyond relevant staff without consent. 

Contact

Any questions relating to this privacy policy and in particular if you would like to object to any processing of your personal information please contact us.