Who we are
We are a music school and tutoring service covering the area of Greater London, UK. Our services are available to people of all ages. Our company is called London Music Factory. Our website address is: https://londonmusicfactory.co.uk
What personal data we collect and why we collect it
When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.
If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.
When you complete a contact form on our website, the information you submit will initially be sent to the office staff only, not tutors / teachers. The information we collect on contact forms is limited to your name, telephone number, email address, the full postal code of your address, your choice of instrument or what service you are interested in, the tutor you are interested in, and how you heard about our company.
We may also give you the option to input an additional message to help us distinguish more specifically what you are interested in. The title of these message boxes within a contact form are either “Tell us what you would like” or “Your Question” or “Your Message”. The information you input into these boxes is at your own discretion and you should ensure you do not disclose anything you do not wish to tell us.
Once the office receives your information from a contact form, we will then proceed to contacting you. At that point we will ask you if you wish to proceed with your enquiry. This will be done by telephone or email. If you agree, we will then pass on your data to tutors / teachers working on behalf of London Music Factory.
We use contact forms for two reasons: 1. To make it easier for you to contact the office and 2. To make it easier for you to submit an enquiry for one or more of our services.
The information you submit in a contact form will initially be used to proceed with your enquiry and will eventually be included in marketing emails. You will be able to opt out of these emails at any time by contacting us. Likewise, you can ask us to remove your data entirely at any time by contacting us.
Application Forms (Prospective Tutors / Teachers Only)
London Music Factory will use the details you provide on your application including CV and covering letter and any supporting documents requested following any interview process.
You may also be required to undergo certain additional recruitment checks or procedures as part of the job application and offer process (e.g. criminal convictions checks or visa application procedures).
What is the purpose and legal basis of the processing?
London Music Factory will process the personal information provided on your application and the other information referred to above for the purposes of:
- identifying you
- processing your application
- verifying the information provided and assessing your suitability for the role (including any relevant right to work checks)
- deciding whether to offer you a job, and communicating that outcome (together with any feedback)
We may also use or disclose the information provided for the following statutory or public interest purposes:
- To prevent or detect fraud.
- For equal opportunities monitoring.
- To help us to make reasonable adjustments for any disability, as requested by you.
We consider the processing of your personal information for the above purposes to be either necessary for us to take steps with a view to creating a contractual relationship with you (e.g. to assess your application for employment with us), or necessary for compliance with a legal obligation (e.g. equal opportunities monitoring). We require you to provide us with the information we ask for during the application process in order to assess your application properly except where its supply is marked as optional. Application decisions are not automated.
A “cookie” is a small amount of data sent from the server and stored on your computer’s hard drive. We use ‘cookies’ while you access the website to avoid the need to re-enter details on different occasions. Occasionally, we use session recording or click tracking software (e.g. Google Analytics or MouseFlow) to understand how you interact with our websites, for example by scrolling the page, or clicking your mouse on a particular link.
The information is used for analysing sites activities and generating insights to allows us to improve your online experience. Examples include:
- enabling our service to recognise your device so that you don’t have to give the same information several times during one task
- recognising that you may already have given a username and password so that you don’t need to do it for every web page requested
- measuring how many people are using services, to make the services easier to use and to ensure sufficient capacity for quick delivery to your web browser
- adding new features or removing element that make the website difficult to use
- informing the choice of words and images that appear on the site to improve responses to our campaigns
- informing future changes to website design and functionality
Depending on the type of device you’re using and settings, it may supply us with additional information about the device type, your operating system, and details associated with this. Only your interaction with our website is captured and we receive no information about other sites you may view.
- Cookie settings in Internet Explorer
- Cookie settings in Firefox
- Cookie settings in Chrome
- Cookie settings in Safari
Please note that we do not recommend turning cookies off when visiting londonmusicfactory.co.uk as this will prevent you from using many of the services on the Sites. For further information about cookies and how to control their use, please visit the following third party educational resources: www.allaboutcookies.org and www.youronlinechoices.eu.
If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.
If you have an account and you log in to this site, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.
When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.
If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.
Embedded content from other websites
Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.
We use Google Analytics to determine our sites performance based on visitors coming to our website.
Who we share your data with
We will never share your data with a third party company or person who is not associated with our company. By associated we mean a person who is working on behalf of our company or a third party company or person that we are paying for tools or services to help with the day-to-day operations of our company. These companies / persons are limited to office staff, tutors / teachers, Google GSuite, Simplybook.me, Siteground, WordPress.org, MailChimp, Mouseflow, and Square Inc..
Your data will be saved on Google GSuite, internal servers within the company office such as laptops and telephones, our payment processor (Square Inc.), our mailing provider (MailChimp), our website provider (WordPress.org), our website hosting provider (Siteground), booking platform (Simplybook.me), and any tutors / teachers preferred method of collecting and storing data. Any tutor / teacher will only have your contact form data if you give the office consent to pass on this data as outlined above in “Contact Forms”.
How long we retain your data
If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognize and approve any follow-up comments automatically instead of holding them in a moderation queue.
For users that register on our booking platform (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.
For users that submit information via our contact forms, payment processor, or booking platform, we will retain this data while we are processing your enquiry or while you are receiving services from our company. We will retain this data for 12 months after you submit the information, or 12 months after you stop using our services. This is for administration purposes so we can recognise any returning clients and treat them accordingly.
For users that share their data via job application forms, we will keep this information indefinitely for the purpose of considering you for any relevant job opportunities that become available in the future. You can contact us to remove this data by emailing dataprotection(at)londonmusicfactory.co.uk
For users that opt into marketing emails, we will retain this data only up until you ask us to remove it by opting out of the emails.
What rights you have over your data / How can you access your data
You have the right, subject to certain exemptions, to access a copy of your personal information that is held by London Music Factory by submitting a request (commonly known as a ‘subject access request’).
If you wish to make a subject access request, please email dataprotection(at)londonmusicfactory.co.uk.
Upon verification of your identity and sufficient details to enable us to locate the information, London Music Factory is obliged to respond within one calendar month. In circumstances where the request is excessive, we may extend the deadline for up to two months to provide a full response. If so, we will notify you of this extension and the reason it has been applied.
The information will be supplied subject to any applicable exemptions. The data will be provided as of the date of receipt of your request.
You can request that we remove any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.
Where we send your data
Visitor comments, contact forms, and application forms may be checked through an automated spam detection service.
If you have any queries about this Privacy Notice or would like to exercise your rights, please contact us at dataprotection(at)londonmusicfactory.co.uk
How we protect your data
We have protected our website with necessary security measures. Our office staff have been trained in data protection. We also use encrypted cloud based software to hold your data, which is protected by the company provider (Google G Suite).
How to change the way we contact you
You have the right to stop receiving marketing communications from us if you wish, you can do so at any time by clicking ‘unsubscribe’ in any of the previous marketing emails we sent you.
It might take up to 14 days for our system to be updated, so you might still receive messages from us while we process your request. Please be aware that stopping marketing communications will not stop student service communications (such as student updates/ notification), which are essential communications if you are using London Music Factory’s services.
Changes to this policy
This information was last updated in May 2018. It will be reviewed periodically and updated at least annually. The amended information will apply from the date it is posted and will govern the way in which we collect and use personal information from then on.