Da Capo Academy of Music

Who We Are

Da Capo Academy of Music holds information about students, families, tutors, and suppliers to operate effectively and safely. We are committed to complying with the Data Protection (Jersey) Law 2018, which requires us to collect, store, and use personal data only for specific, lawful purposes. This policy explains what data we hold, why we hold it, and how it may be shared.

What This Notice Covers

This Privacy Notice explains how Da Capo Academy uses (“processes”) personal data about:

Current, former and prospective students
Their parents, carers or guardians
Tutors, contractors, volunteers, and staff

It is intended to help individuals understand their rights under Data Protection Law, and how Da Capo meets its responsibilities in protecting personal information.

This notice applies alongside other Da Capo policies, such as:

Contracts with tutors or families
Our Image Use Policy
Our Safeguarding and Health & Safety Policies

Anyone working with or on behalf of Da Capo must also comply with this notice.

Data Protection Responsibility

Da Capo has appointed Claire Harvey as our Privacy & Compliance Officer. She oversees how we handle personal data and responds to any data-related enquiries or rights requests.

Why We Process Personal Data

We collect and process personal information so we can:

Register and support students in their musical education
Communicate with families and tutors
Plan schedules and analyse enrolment patterns
Provide references or documentation for students’ future education/employment
Manage safeguarding and welfare, including health and safety and DBS requirements
Publicise achievements via publications, websites and social media (with appropriate consent)
Meet legal, regulatory and insurance obligations

In some cases, we rely on legal duties or contractual obligations. In others, we act based on our legitimate interests—for example, improving services or ensuring student welfare.

We may also process special category data (such as medical details or DBS information) when required by law or with your explicit consent.

Types of Personal Data We Collect

Examples include:

Contact details for students, parents and tutors
Student attendance, learning records and exam results
Health or dietary needs (when necessary)
Safeguarding or welfare information
Next of kin/emergency contacts
Images or video of students participating in academy activities
Communication records

How We Collect Data

We usually collect information directly from individuals or parents via forms or email. We may also receive information from:

Previous schools or tutors
Other professionals involved with the student
Public sources or regulatory bodies

Who We Share Information With

We only share data when necessary and appropriate, such as:

Government bodies (e.g. the police or Children’s Services)
Education or exam authorities
Other music education institutions or event organisers

Information is handled on a strict ‘need-to-know’ basis. Special protection applies to:

Medical records
Safeguarding files

Data may be securely taken off-site for educational trips or performances, especially to ensure appropriate medical or emergency response.

How Long We Keep Data

We retain data only as long as necessary, in line with Jersey’s official retention guidelines. Some records may be kept for archiving, safeguarding, or legal purposes.

If you believe any data is no longer relevant, you may request its removal. However, we may still need to retain certain information for legitimate or legal reasons.

Your Rights

Under the Data Protection Law, you have rights to:

Access your personal data
Request corrections or deletions
Ask us to stop certain uses
Request data be transferred elsewhere

To exercise your rights, contact Claire Harvey in writing. We will respond as soon as practicable and within the legal time limits.

Limitations

We may not be able to fulfil certain requests, for example:

Data relating to other individuals
Information subject to legal privilege
References we’ve written for others

We will always consider requests carefully and explain any limitations.

Consent and Authority

Where consent is required (e.g. for using student images), it can be withdrawn at any time. However, in most cases, we rely on legal obligations or other lawful reasons for processing data.

For children, we usually communicate with and seek consent from parents or carers unless there is a compelling reason to treat the student as the primary contact (e.g. safeguarding or confidential counselling).

Accuracy and Security

We strive to keep personal data accurate and secure. Please inform us of any changes (e.g. new contact information).

We use appropriate technical and organisational measures to protect data against unauthorised access or loss.

Policy Updates

We may update this Privacy Policy as needed. Substantial changes affecting your rights will be communicated directly where possible.

Contact and Complaints

If you have questions, concerns or wish to make a request, please contact:

Claire Harvey – Privacy & Compliance Officer

📧 admin@dcacademy.je
📍 La Rue de la Pouclée et des Quatre Chemins, Faldouët, St Martin, JE3 6DU

You may also contact the Jersey Office of the Information Commissioner:
📞 +44 (0)1534 716530
📧 enquiries@dataci.org
📍 One Liberty Place, Liberty Wharf, St Helier, Jersey, JE2 3NY

Last reviewed: 7 July 2025