Introduction
This statement explains how we (S4E Limited) handle and use data about our students, students’ parents, customers, friends, current and future supporters (our “audiences”). We promise to respect all personal data; we aim to be clear when we collect data; and promise not to do anything with your data that you would not reasonably expect.
 
The nature of our work often requires us to send our audiences information about what we do, what we are planning to do, or how to sign up for our many events, concerts and courses. This correspondence is classed as ‘marketing.’ We are adopting an opt-in only communication policy from September 2017. This means that we will only send marketing communications to those that have explicitly stated that they are happy for us to do so via their preferred channels (Post, Email, Phone or Text).
 
Developing a better understanding of our audiences through collecting and analysing their personal data allows us to make better decisions, raise more funds and operate more efficiently. This allows us to deliver better education services that benefit all of the young people across Birmingham. 
 
We may make changes to this policy from time to time. If we do so, we will post the changes on this page and they will apply from the time we post them. If we make any significant changes we will make this clear on our website and/or by communicating with you directly. This page was last changed on the 21 May 2018
 
How we collect data
We require your consent to send you marketing material and we will give you the opportunity to opt-in to receive this communication through the enrolment process to our courses and ensembles, newsletter requests, registration for membership, product purchases, feedback, donations, competition entries, or in direct correspondence with us.
 
The records we hold contain contact information, and where appropriate and relevant, education, ensemble and career details as well as other achievements. Contact and relationships with us after enrolment are also recorded. In some cases other information is added; special categories of data you provide for a specific purpose (disability or lifestyle status for event management for example), information about your family and other relationships, financial data, and information about your areas of interest, hobbies and potential to support us. We also use data from reputable public sources. 
 
How we will use your data
These records are used by us for marketing, research, reporting and fundraising purposes. This includes sending publications (hard copy and electronic), surveys, fundraising appeals, invitations to events, information on upcoming concerts and events, course details, conferences, briefings, information about other services and volunteering opportunities. Communications may be sent by post, email, telephone, text or other electronic means. You do not have to opt-in, however, if you choose not to, we may not be able to provide you with certain services.
 
Tools may be used to monitor the effectiveness of our communications with you including email tracking, which records when an email from us is opened and/or how many links are clicked within the message. The data from this tracking is generally used in an aggregated and anonymised from. We will continue to process your personal data until we no longer have your consent to do so.
 
We may combine information you provide to us with information available from external sources. This is to gain a better understanding of our audiences to improve our products, services, marketing and fundraising methods. We use profiling to improve engagement, to ensure communications are relevant and timely, and to provide an improved experience for all of our audiences. Profiling allows us to use our resources in a more cost-effective way and to raise more funds than we otherwise would. This enables us to deliver the best education services possible for the benefit of all the young people of Birmingham.
 
When building a profile we may analyse geographic, demographic, measures of affluence and other information relating to you, in order to better understand your interests and preferences, and to help us contact you in the most relevant way possible. In doing so, we may use additional information from third party sources when it is available. Such information is compiled using data about you that is publicly available. 
 
Safeguarding your data
Your data will not be given, without your explicit permission, to external organisations or individuals other than those acting in a capacity as agents for us. All of our selected agents are required by contract to treat your data as carefully as we do, to only use it as instructed, and to allow us to check that they do this. Carefully selected agencies that work on our behalf may include:  
  • mailing houses
  • marketing agencies
  • IT specialists
  • research firms 
The kind of work includes: 
  • Processing
  • packaging 
  • Mailing
  • delivering purchases
  • sending postal mail
  • Emails
  • text messages
  • carrying out research or analysis
  • processing financial transactions
Agencies working on our behalf currently include: 
  • Charities Aid Foundation
  • JustGiving
  • Charities Trust
  • Vodaphone
  • MailChimp
  • Google
While we will not  share with, give or sell your details to other organisations for their own marketing purposes we may send marketing materials on their behalf. To do this we still need to seek your consent to do so. We will send information on behalf of organisations whom we deem to be relevant and of interest to our audiences. Organisations may include members of the Birmingham Music Education Partnership, organisations that are sponsoring us, and other cultural organisations within the West Midlands. We will endeavour to name these organisations on this policy. Third party organisation currently include:
  • Birmingham City University
  • Birmingham Contemporary Music Group
  • City of Birmingham Symphony Orchestra
  • Ex Cathedra
  • Midlands Arts Centre
  • Quench Arts
  • Town Hall Symphony Hall
Information is stored by us on servers located in the UK. We may transfer the information to other offices and to other reputable third party organisation as outlined above. They may be situated inside or outside the European Economic Area. S4E Limited may also store information in paper files.
 
We place great importance on the security of all personally identifiable information associated with our supporters, customers and users. We have security measures in place to attempt to protect against loss, misuse and alteration of personal data under our control. While we cannot ensure or guarantee that loss, misuse or alteration of data will not occur while it is under our control, we use our best efforts to prevent this.
 
What if I do not want my data to be used?
Your rights in respect of the personal data we hold about you are very important to us. If you have any queries, wish to restrict data processing, including the use for marketing, or do not want to be contacted by us, please contact us or update your preferences online. If you chose to opt-out of all communications, minimal information is always retained to make sure you are not contacted again inadvertently. When we no longer need information it will always be disposed of securely, using specialist companies if necessary to do this work.
 
As a data subject, under the Data Protection Act, you have a right to request access to the personal data held about you, although we may charge £10 to cover the costs involved. Please contact Sarah Marshall our Data Protection Officer at This email address is being protected from spambots. You need JavaScript enabled to view it. for more information. We are not a ‘public authority’ as defined under the Freedom of Information Act and it will not therefore respond to requests for information under this act.
 
If you have a concern
If you have any concerns about how we are handling your data please contact our Data Protection Officer on This email address is being protected from spambots. You need JavaScript enabled to view it. in the first instance. You may also escalate any concerns you have to our Chief Executive Officer, on This email address is being protected from spambots. You need JavaScript enabled to view it.. We will do our best to resolve any issues. However, if you are unhappy with the way in which your personal data has been processed, you may complain directly to the Information Commissioner’s Office, further information can be found at the Information Commissioner’s Office website.
 
Children’s data
Some of our services are specifically aimed at young people and to deliver these services safely it is necessary for us to collect data through a registration process, and to store it on our databases. Before we collect data from anyone under 18, we will ask them to obtain permission from a parent or guardian before registering, or advise a parent or guardian to register on their behalf. It is our policy not to request donations or subscriptions, or to accept product orders from anyone under 18 years of age. 
 
We will use your data to inform our procedures and practices in relation to safeguarding. This will include sharing your emergency contact details and your child's declared medical needs with anyone who needs them in order to ensure the safety of your child at rehearsals, events and other identified activity. 
 
Cookies
Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site.This website makes use of cookies to monitor visitor sessions. No personal information is stored in the cookie that is issued by the site. The value stored in the cookie is an anonymous identifier, which is not linked to any other personal information you may give us during your visit. If you do not wish to receive these cookies you can disable them in your browser, though doing so may affect the functionality of our website. Most web browsers allow some control of cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit: https://en.wikipedia.org/wiki/HTTP_cookie
 
How do we use cookies?
We may collect technical data about the type of Internet browser and computer operating system that you use, and also which pages you visit and interact with. This information does not identify you as an individual and is used only for tracking site use so that we can improve your experience on the site. We might also place a "cookie" on your hard drive that will help us to identify you when you return to the site and allow us to tailor content to your personal preferences. If you do not wish to use "cookies" you may disable this option in your Internet browser settings. "Cookies" can be removed from your computer.
 
Third party cookies
Throughout our website we have integrated social media share buttons from third party websites such as Facebook and Twitter. Pages with this embedded content may present cookies from these websites over which Services for Education has no control. You should check the relevant third party website for more information about how these cookies are controlled.
 

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