Privacy Policy

EYSM takes its responsibilities as a data controller seriously and is committed to using the personal data you provide to us in accordance with the law.

The data you provide to us will be used solely for the purposes of running our course. At the close of the course, most data will be shredded or deleted from electronic files, with two exceptions. One is the email addresses you provide, which we will retain in order to let you know when we launch the course next year unless you ask us to delete your email(s) details at the close of the course. The other exception is medical information which we will ask for before the course, which we will retain for 3 years to meet our insurance obligations, That information will be kept in secure files.

When you are asked for medical information, we will also ask you for permissions for ‘photos and video-filming. You will be told how we will keep it and given the opportunity to refuse ‘photos and videos or specify their use.

The full EYSM Privacy Policy provides a great deal more detailed information about how we process personal data, and can be found below.

Who we are

EYSM,  European Youth Summer Music is a registered charity and our registered charity number is 1153693. We take our responsibilities as a data controller seriously and are committed to using the personal data we hold in accordance with the law.

This privacy policy provides detailed information about how we process personal data. Please read it carefully and, if you have questions regarding your personal data or its use, please contact us by email at [email protected], or by post at 28 Barn Hey Drive. Farington Moss. Leyland PF26 6QX.

Types of personal data we process

We process personal data about prospective, current and past students and their parents, as provided to us. We also process information about our conductors, tutors and helpers, including volunteers; staff and workers from St Catherine’s school who are present on the school site during the EYSM course; and EYSM suppliers and contractors.  We also process information supplied to us by donors, friends and supporters; and from other individuals connected to, or visiting, EYSM.

The personal data we process takes different forms – it may be factual information, expressions of opinion, images or other recorded information which identifies or relates to a living individual. Examples include:

  • names, addresses, telephone numbers, e-mail addresses and other contact details;
  • family details;
  • information about special requirements, in health or training;
  • images, audio and video recordings;
  • financial information (eg, for bursary assessment or for fund-raising)

Collecting, Handling and Sharing personal data

  • We collect most of the personal data we process directly from the parents/guardians of students under 18 years or directly from students 18 years and over.
  • The rights under Data Protection legislation belong to the individual to whom the data relates. In all processing we will work within the laws which provide for the rights of both the student and the parent. These are most particularly relevant to EYSM in terms of health and welfare matters.
  • In general, we will assume that students’ consent is not required for ordinary disclosure of their personal data to their parents, eg, for the purposes of keeping parents informed about the student’s activities, progress and behaviour, and in the interests of the student’s welfare, unless, in EYSM’s opinion, there is a good reason to do otherwise.
  • We will ask parents or students, as appropriate, for medical information and for permissions in regard to photographs/videos/other records of the events in which they are engaged during the EYSM week.
  • In the course of EYSM business, we may share personal data (including special category personal data where appropriate) with relevant authorities. Some of our systems are provided by third parties, eg hosted databases, website, calendar, email and cloud storage providers. This is always subject to contractual assurances that personal data will be kept securely and only in accordance with our specific directions.

Purposes for which we process personal data

We process personal data to support the operation of EYSM, in particular for;

  • The selection and admission of students;
  • The provision of musical education to students; administration of ensembles and orchestras; provision of the EYSM’s IT and communications systems (and monitoring the same);
  • The safeguarding of pupils’ welfare and provision of pastoral care, welfare, health care services by house staff in boarding houses;
  • Operational management including the compilation of student records; the administration of invoices, fees and accounts; the management of EYSM property; the management of security and safety arrangements; the administration and implementation of the EYSM’s rules and policies for pupils and staff; the maintenance of historic archives and other operational purposes;
  • The promotion of EYSM through its own websites and other publications and communications (including through our social media channels)

The processing set out above is carried out to fulfil our legal obligations. We also expect these purposes to form our legitimate interests.

All EYSM personnel

All EYSM personnel, including volunteers, on site during EYSM and those off-site in charge of data throughout the year have enhanced disclosures through the DBS Updating Service, which means that their status is continually monitored and can be checked at any time. The information to ensure this service is provided by all involved.

Collecting, Handling and Sharing personal data

We collect most of the personal data we process directly from the individual concerned (or in the case of pupils, from their parents).

Some of our systems are provided by third parties, e.g. hosted databases, website, calendar, email and cloud storage providers. This is always subject to contractual assurances that personal data will be kept securely and in accordance with our specific directions.

Your Rights

You have various rights under Data Protection Law to access and understand the personal data we hold about you, and in some cases to ask for it to be erased or amended or for us to stop processing it, but subject to certain exemptions and limitations.

You always have the right to withdraw consent, where given. Please be aware however that EYSM may have another lawful reason to process the personal data in question even without your consent. That reason will usually have been asserted under this Privacy Policy, or may exist under some form of contract or agreement with an individual.

If you would like to access or amend your personal data, or would like it to be transferred to another person or organisation, or have some other objection to how your personal data is used, please make your request in writing to the EYSM Director.

We will to respond to any such written requests as soon as is reasonably practicable and in any event within statutory time-limits

Change of Details

We try to ensure that all personal data held in relation to an individual is as up to date and accurate as possible. Please notify [email protected] of any significant changes to important information, such as contact details, held about you.

This Policy

We will update this Privacy Policy from time to time. Any substantial changes that affect how we process your personal data will be notified on our website and to you directly, as far as practicable.

If you believe that we have not complied with this Policy or have acted otherwise than in accordance with Data Protection Law, you should notify the EYSM at [email protected], or by post at 28 Barn Hey Drive, Farington Moss, Leyland PF26 6QX.


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.

An anonymised string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here: After approval of your comment, your profile picture is visible to the public in the context of your comment.


Visitors to the website can download and extract any location data from images on the website.


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.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.

How long we retain your data

If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognise and approve any follow-up comments automatically instead of holding them in a moderation queue.


We fundraise from individuals, companies and foundations as deemed appropriate to our Aims.  We do not use third-party profiling services.

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[email protected]

Privacy Policy | Admin