1. Data controller
Olivia Flavell, trading as Moo Music Uttoxeter, is the controller for personal information used to administer local classes and bookings. Moo Music Licensing UK and service providers may be separate controllers or processors for information they handle for their own stated purposes.
2. Information collected
- Parent or carer name, email address, telephone number and billing details.
- Child’s first name, age or age band, selected class and attendance history.
- Messages, enquiries, complaints, cancellation requests and booking preferences.
- Payment status and transaction references, but not full payment-card details.
- Whether a customer email has been added to the regular-customer list so the agreed rate can be applied automatically.
- Safety, accessibility or health information you choose to provide when genuinely needed for participation.
- Your optional photo and video permission choice and, only where permission is given, photographs or recordings selected for promotion.
- Technical security logs, cookie choices and records showing which booking terms were accepted and when.
3. Why information is used
Booking and contact information is used because it is necessary to take steps at your request and perform the booking contract, including recognising a regular customer’s email and applying the agreed rate. Records may also be used to meet accounting, consumer, safeguarding or other legal obligations; protect vital interests in an emergency; and pursue legitimate interests in safely administering classes, preventing fraud, handling claims and improving the service.
Photo and video permission is requested separately from the booking terms. If you actively opt in, Olivia may photograph or film your child during the booked sessions and use selected material on Moo Music Uttoxeter’s website and official social-media accounts. This is optional, is not a condition of booking and can be withdrawn for future use at any time by contacting Olivia. After withdrawal, Olivia will stop new use and remove the material from channels she controls as soon as reasonably possible, although copies already shared by others or stored in caches may not be fully retrievable.
Where consent is the appropriate basis for another purpose—such as optional marketing or recording health information that requires explicit consent—it will also be requested separately and can be withdrawn. Refusing optional consent will not prevent you from booking a normal class.
4. Sharing information
Information is shared only where needed with website and email hosts, WooCommerce, the payment provider, professional advisers, insurers, venues where necessary for safety, Moo Music Licensing UK where relevant to the service, and public authorities or emergency services where required or justified. Where photo or video permission is given, selected material may also be published through Moo Music Uttoxeter’s official social-media accounts and those platforms process published material under their own privacy terms. Personal information is not sold.
Some technology providers may process information outside the UK. Where this happens, Olivia must ensure an approved safeguard or other lawful transfer mechanism applies and can provide details on request.
5. Retention
Information is kept only for as long as needed. Routine enquiries are normally deleted within 12 months; booking, payment and accounting records may be retained for up to six years; regular-customer email status is reviewed and removed when it is no longer relevant; photo and video permission records are kept while the relevant material is in use and for an appropriate period afterwards to demonstrate the choice made; marketing records are kept until you opt out and are reviewed regularly; and accident, safeguarding or insurance records are retained according to applicable legal limitation periods and insurer requirements. Data that is no longer needed is securely deleted or anonymised.
6. Your rights
Depending on the circumstances, you may ask for access to your information, correction, deletion, restriction, portability or objection to processing. Where processing relies on consent, you may withdraw it at any time without affecting earlier lawful use. You also have the right to complain to the Information Commissioner’s Office.
7. Children’s information and security
A parent or carer normally supplies information about a child and should provide only what is accurate and necessary. Appropriate organisational and technical controls must be used to protect booking data, restrict access and respond to a suspected breach. No solely automated decision-making or profiling is used to decide whether a child may attend.
8. Updates
This notice will be reviewed at least annually and whenever the booking process, service providers or use of personal information changes. Material changes will be brought to customers’ attention where appropriate.