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Privacy Notice for Students

(How we use students’ information)


The categories of students’ information that we process include:


  • personal identifiers and contacts (such as name, contact details and address)

  • characteristics (such as ethnicity, language)

  • safeguarding information

  • medical information (as provided by students and parents on health forms)

  • attendance (courses attended)

  • dietary requirements

  • physical capabilities (eg; ability to swim)


Why we collect and use students’ information


We use child and young person’s data to:

  1. enable us to carry out courses

  2. derive statistics which inform decisions such as the funding of courses and planning for future years

  3. assess performance and progress


Under the General Data Protection Regulation (GDPR), the legal basis we rely on for processing personal information of students for general purposes is Article 6, 1b: that the processing is necessary for the performance of a contract to which the data subject (student) is party. 

Collecting students’ information

We collect personal information via:

  • initial application forms

  • health forms


We do not import students’ data from other sources.


Students’ data is essential for CSYO’s operational use. In order to comply with the data protection legislation, we will inform you at the point of collection, whether you are required to provide certain personal information to us or if you have a choice in this.


Storing students’ data


We hold data securely for the duration of time the student is a member of the orchestra, or until the age of 21 if the student has indicated they may wish to rejoin the orchestra.

Data is stored in encrypted, password protected files and access to these files is restricted.


Who we share students’ information with:

We do not share child and young person’s information routinely. In exceptional circumstances, we may share data with:


  • NHS or other health care providers (for example, when abroad)

  • Sheffield City Council

  • Charity Commission


Requesting access to your personal data

Under data protection legislation, parents and students have the right to request access to information about them that we hold. To make a request for your personal information, or be given access to your child’s record, contact Gemma Wareham on


You also have the right to:

  • object to processing of personal data that is likely to cause, or is causing, damage or distress

  • prevent processing for the purpose of direct marketing

  • object to decisions being taken by automated means

  • in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed; and

  • a right to seek redress, either through the ICO, or through the courts


If you have a concern or complaint about the way we are collecting or using your personal data, you should raise your concern with us in the first instance. If we cannot resolve your concern you can go directly to the Information Commissioner’s Office at



If you would like to discuss anything in this privacy notice, please contact:

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