Young Grittleton Privacy Policy
Last updated: October 2025
Young Grittleton is committed to protecting the privacy and personal data of all participants, parents, and staff involved in our residential chamber music courses. This policy explains how we collect, use, store, and protect your information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1. Our Data Protection Principles
Any information we hold about you or your child will be:
- Used fairly, lawfully and transparently
- Collected for specific and legitimate purposes
- Relevant and limited to what is necessary
- Accurate and kept up to date where required
- Retained only for as long as necessary
- Stored and processed securely to protect against unauthorised access, alteration, loss or disclosure
2. What Information We Collect
We collect personal information through our course booking forms, consent forms, and website. This may include:
- Participant name, date of birth, gender, instrument and playing level
- Parent or guardian contact details (address, phone, email)
- Medical or dietary information relevant to the participant’s care during the course
- Emergency contact details
- Payment and invoice information
- Images and video recordings (only with explicit consent)
- Feedback or reports prepared by course tutors
We do not collect or store unnecessary information and will only process personal data for purposes directly related to the running of our courses.
3. How We Use Your Information
We use personal data to:
- Administer your course booking and communicate essential information
- Allocate chamber music groups and plan tuition
- Arrange accommodation and meals with the host venue (currently St Mary’s School, Calne)
- Comply with health, safety and safeguarding obligations
- Process payments (via Stripe)
- Maintain attendance records for safeguarding and insurance purposes
- Contact you about future Young Grittleton courses or alumni events (with your consent)
We will not share your data with third parties for marketing or unrelated purposes.
4. Storing and Retaining Your Data
Personal data is held securely on password-protected systems and in encrypted storage.
We retain participant and parent data for up to six years after the end of the course to meet insurance, tax, and safeguarding record-keeping requirements. Tutor reports and group lists are destroyed after this period unless there is a legal reason to retain them longer.
5. Sharing Your Data
We only share data when necessary to deliver our services, including:
- With venue partners (for accommodation and catering arrangements)
- With Stripe for secure payment processing (we do not receive or store your card details)
- With Mailchimp for course communications (if you subscribe to our mailing list)
All third-party providers meet UK GDPR standards and have their own published privacy policies:
- Stripe Privacy Policy
- Mailchimp Privacy Policy
- WordPress.org Privacy Policy
- Krystal Hosting Privacy Policy
6. Photographs, Video and Media
We may take photographs and short video recordings during the course for educational and promotional use (e.g. on the website, printed materials, or social media).
We will only use images of children where parental consent has been explicitly given on the booking form.
Consent can be withdrawn at any time by contacting admin@younggrittleton.org.
7. Your Rights
Under the Data Protection Act 2018 and UK GDPR, you have the following rights:
- Access: You can request a copy of the personal data we hold about you or your child.
- Rectification: You can request corrections to any inaccurate or incomplete data.
- Erasure: You may ask for data to be deleted where it is no longer required.
- Restriction: You can request that we limit the processing of data.
- Objection: You can object to data being used for certain purposes (e.g. marketing).
To exercise any of these rights, please email admin@younggrittleton.org.
If you are unhappy with how your data is handled, you can contact the Information Commissioner’s Office (ICO):
www.ico.org.uk | Tel: 0303 123 1113
8. Data Breaches
In the unlikely event of a data breach involving personal data, Young Grittleton will report the incident to the ICO and affected individuals within 72 hours, where required by law.
9. Data Controller
Young Grittleton Course Organiser:
Philip Aird
61 Worlds End Lane
Weston Turville
Buckinghamshire HP22 5RX
Email: admin@younggrittleton.org
10. Changes to This Policy
We may update this policy from time to time to reflect legal or operational changes. The latest version will always be available on our website at www.younggrittleton.org/privacy
