Deal Music & Arts is committed to protecting and respecting your privacy.
This Policy explains when and why we collect personal information about people who visit our website, how we use it, the conditions under which we may disclose it to others and how we keep it secure.
We may change this Policy from time to time so please check this page occasionally to ensure that you’re happy with any changes.
By using our website, you’re agreeing to be bound by this Policy.
Any questions regarding this Policy and our privacy practices should be sent by email using the form on the Contact Us page, by telephone 01304370220 or by writing to Deal Music & Arts, 49 Barton Mill Road, Canterbury CT1 1BP
Who are we?
We are Deal Music & Arts
How do we collect information from you?
We obtain information about you when you use our website, for example, when you contact us about events, or if you register to receive one of our newsletters.
What type of information is collected from you?
The personal information we collect might include your name and email address (if you use a contact form), IP address and information regarding what pages are accessed and when.
How is your information used?
We may use your information to:
- process orders that you have submitted;
- to carry out our obligations arising from any contracts entered into by you and us;
- seek your views or comments on the services we provide;
- notify you of changes to our services;
- send you communications which you have requested and that may be of interest to you. These may include information about campaigns and promotions;
We review our retention periods for personal information on a regular basis. We are legally required to hold some types of information to fulfil our statutory obligations.
We will hold your personal information on our systems for as long as is necessary for the relevant activity, or as long as is set out in any relevant contract you hold with us.
Who has access to your information?
We will not sell or rent your information to third parties.
We will not share your information with third parties for marketing purposes.
We may disclose your personal information:
- to the extent that we are required to do so by law;
- in connection with any ongoing or prospective legal proceedings;
- in order to establish, exercise or defend our legal rights (including providing information to others for the purposes of fraud prevention and reducing credit risk);
You have a choice about whether or not you wish to receive information from us.
If you do not want to receive direct marketing communications from us about our services, then you can select your choices by ticking the relevant boxes situated on the form on which we collect your information.
We will not contact you for marketing purposes by email, phone or text message unless you have given your prior consent. We will not contact you for marketing purposes by post if you have indicated that you do not wish to be contacted.
You can change your marketing preferences at any time by contacting us by email using the contact form or using the ‘Update your profile’ link that can be found in our newsletters.
How you can access and update your information
The accuracy of your information is important to us.
We’re working on ways to make it easier for you to review and correct the information that we hold about you. In the meantime, if you change email address, or any of the other information we hold is inaccurate or out of date, please email us using the form on the Contact Us page, by telephone 01304 370220 or by writing to Deal Music & Arts, 49 Barton Mill Road, Canterbury CT1 1BP
You have the right to ask for a copy of the information Deal Music & Arts hold about you.
Security precautions in place to protect the loss, misuse or alteration of your information
Non-sensitive details (your email address etc.) are transmitted normally over the Internet, and this can never be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk.
Once we receive your information, we make our best effort to ensure its security on our systems.
Links to other websites
Our website may contain links to other websites run by other organisations.
We cannot be responsible for the privacy policies and practices of other sites even if you access them using links from our website.
In addition, if you linked to our website from a third party site, we cannot be responsible for the privacy policies and practices of the owners and operators of that third party site and recommend that you check the policy of that third party site.
16 or Under
We are concerned to protect the privacy of children aged 16 or under. If you are aged 16 or under‚ please get your parent/guardian’s permission beforehand whenever you provide us with personal information.
Transferring your information outside of Europe
As part of the services offered to you through this website, the information which you provide to us may be transferred to countries outside the European Union (“EU”). By way of example, this may happen if any of our servers are from time to time located in a country outside of the EU. These countries may not have similar data protection laws to the UK.
By submitting your personal data, you’re agreeing to this transfer, storing or processing. If we transfer your information outside of the EU in this way, we will take steps to ensure that appropriate security measures are taken with the aim of ensuring that your privacy rights continue to be protected as outlined in this Policy.
If you use our services while you are outside the EU, your information may be transferred outside the EU in order to provide you with those services.
Review of this Policy
We keep this Policy under regular review. This Policy was last updated in February 2020
Use of ‘cookies’
What types of cookies are there?
Broadly, there are 4 types of cookie:
Performance cookies: These cookies collect anonymous information about users for the purpose of assessing the performance of a website. Common uses include well-known web analytics tools such as ‘Google Analytics’.
Functionality cookies: These are cookies that automatically remember choices that users have previously made in order to improve their experience next time they visit a website. For example, where users select their preferred settings and layout.
Targeting or Advertising cookies: These cookies are similar to performance cookies, in that they collect information about users’ behaviour. However, this information is used at individual user level to advertise products and services to users on the basis of the behavioural information collected.
What cookies does the Deal Music & Arts website use?
We use Strictly Necessary and Performance Cookies
The Strictly Necessary cookies are required for the site to work properly and expire at the end of your browsing session.
We use Google Analytics to analyse the use of our website which generates statistical and other information about website use by means of cookies.
The analytics cookies used by our website have the following names: _ga, _gat and _gid
We share our Google Analytics data with our domain administrator Mickle Creative Solutions, to help us provide a better service.
Your choices regarding cookies
It is possible to switch off cookies by setting your browser preferences.
Please note, however, that if you delete cookies or refuse to accept them, you might not be able to use all of the features we offer, you may not be able to store your preferences, and some of our pages might not display properly.
Review of this Policy
We keep this Policy under regular review. This Policy was last updated in February 2020
Data Protection Policy
This policy outlines Deal Music & Arts commitment to the General Data Protection Regulations (GDPR) 2018.
What personal information does Deal Music & Arts hold?
Deal Music & Arts activities require us to hold basic contact details of members of our Friends and Supporters organisation, participants in our education programmes and members of the public who have requested to be sent information.
Children and Young People
Information about children and young people who participate in Deal Music & Arts programmes will be obtained and maintained strictly in accordance with current GDPR regulations.
How is personal data held
Deal Music & Arts holds this information on a secure electronic database which can be accessed only by authorised trustees and staff.Under no circumstances will the information be disclosed to a third party without the specific authorisation of the individual(s) concerned. Any individual may have their personal information removed from the database by contacting the General Manager in writing (letter or email), and they will be contacted once their data has been removed.
Equality and Diversity Policy
Deal Music & Arts is committed to ensuring that all staff and participants are treated fairly and with respect and dignity at all times. We will not tolerate:
- Any acts of direct or indirect discrimination
- Any form of harassment or victimisation
This applies to the protected characteristics of:
- Gender reassignment
- Marriage and civil partnership
- Pregnancy and maternity
- Religion or belief
- Sexual orientation
Every possible step will be taken to ensure that individuals are treated equally and fairly in every respect.
- To ensure that equal opportunities are an integral part of Deal Music & Arts activities
- To ensure that all individuals are treated with dignity and respect at all times
- To combat any acts of discrimination, harassment or victimisation
- To remove barriers which restrict equality of opportunity or access to any Deal Music & Arts activities
Scope of the Policy
The policy will influence all aspects of Deal Music & Arts activities, including events and management.
All trustees, directors, volunteers and staff of Deal Music & Arts are required to comply with this policy.
Trustees, directors and staff must:
- Familiarise themselves with the policy and ensure that their language, behaviour and practice are consistent with its requirements
- Ensure that everyone who is involved with or is a partner of Deal Music & Arts has access to this policy
- Ensure that Directors, Trustees, Staff and Volunteers understand what constitutes discrimination, harassment, and victimisation
- Ensure that all recruitment practices recognise diversity and are free from any form of discrimination
- Provide a work environment in which all staff feel able to report any acts of possible discrimination and/or harassment
- Ensure that all cases of discrimination, harassment and/or victimisation are deal with appropriately
Deal Music & Arts will always deal sensitively and promptly with any complaints of discrimination, harassment or victimisation.
Deal Music & Arts is committed to safeguarding the well-being of young people and vulnerable adults who participate in our programmes.
This policy recognises vulnerable people as:
- Children up to the age of 16, and young people aged 16 -18
- Adults aged over 18 defined as vulnerable by the Safeguarding Vulnerable Groups Act 2006; this will include adults with a learning or physical disability, a physical or mental illness, chronic or otherwise, including an addiction to alcohol or drugs, or reduced physical or mental capacity.
The policy aims to:
- Protect children, young people and vulnerable adults who are participate with, receive services from, or volunteer with Deal Music & Arts
- Ensure members, staff and volunteers working with children young people and vulnerable adults are carefully recruited and understand and accept responsibility for the safeguarding of those vulnerable individuals they are interacting with.
Named Safeguarding Person:
Jane Billing has responsibility for safeguarding issues. All queries and concerns relating to safeguarding must be referred to Jane Billing in the first instance.
- If an existing or potential participant, staff member or volunteer will be working with vulnerable people (as defined above) in a Deal Music & Arts project or event the appropriate DBS checking required will be decided by the Education Director in line with DBS rules regarding regulated activities. The results of such checks to inform a decision will be kept confidential to those involved.
- The DBS Certificate must be up to date at the commencement of the activity with Deal Music & Arts and it is the responsibility of the post holder to ensure that it is renewed annually.
When Deal Music & Arts organises or manages an activity or event where they will be responsible for children, young people or vulnerable adults they will ensure that
- Planning is undertaken in line with this Policy and procedures
- The event is staffed by the appropriate number of DBW checked adults in accordance with current OFSTED guidance
- There will be a duty safeguarding contact available on the day who must be DBS checked.
- The duty safeguarding contact must have access to emergency contact information and other relevant details (e.g. details of picking up arrangements for vulnerable participants)
Where an activity or event takes place in a school and as part of the school’s curriculum Deal Music & Arts staff and volunteers who are participating will be subject to the school’s own safeguarding policy and procedures.
Parents / Guardians. When a vulnerable person wishes to take part in a Deal Music & Arts activity written permission (email is accepted) must be obtained from parents/ guardians in advance, where appropriate.
Procedures for raising safeguarding concerns and incidents of abuse
- If any participant, staff member or volunteer witnesses, suspects or is informed about a witnessed or suspected case of abuse they should immediately inform the duty safeguarding officer on duty.
- Any incident or allegation whatsoever involving a young person aged under -18 must be reported to the police immediately.
- If the Duty Safeguarding Officer is not available or is in some way involved in the incident they should report their concern to the Main Safeguarding Officer, Jane Billing at the very earliest opportunity.
- If an individual wishes to report an incident of abuse against themselves they should report it to the Main Safeguarding Officer or to another individual who they trust.
Procedures for dealing with concerns and incidents of abuse. The duty safeguarding officer will first make a decision based on the immediacy of the concern and the following factors:
- If the vulnerable person is in immediate danger or needs emergency medical attention the emergency services must be notified immediately.
- If the person at the centre of the allegation is working with vulnerable people at that time they must be removed from the situation immediately.
- If none of the above situations applies the Duty Safeguarding Officer will:
1. Make a note of the concerns reported to them
2. Advise the General Manager and Education Director immediately.
Where an internal investigation takes place the General Manager will:
- Inform all parties involved of the reported abuse as soon as possible.
- Inform the family/ guardians of the person reported as having been the victim of abuse.
- Arrange separate meetings with both parties within 10 days of the reported incident. A joint meeting may be arranged, but only if appropriate.
1. Both parties will be permitted to bring a friend or representative to the meeting.
2. Meetings will be attended by the Main Safeguarding Officer and at least one other member of the Deal Music & Arts Board.
3. All parties will be invited to submit a written statement in advance of the meeting.
- Once the meeting has taken place The General Manager and Safeguarding Officer and the Board member who attended will decide on the next steps and write to all parties within 5 days. They will be either:
1. Escalate the incident to an appropriate authority
2. Further investigation-with procedures and timelines designed to effect a resolution
3.A decision or resolution. If abuse is found to have taken place any final resolution or decision will be taken in the best interest of the person who has suffered the abuse.
- Should either the victim (or their parents/ guardians) or Deal Music & Arts believe the case has not been resolved satisfactorily either party may request impartial binding arbitration. The General Manager and Safeguarding Officer will expedite this process as speedily as possible and will seek to appoint an appropriately qualified arbitrator acceptable to both parties.
Taking and Storing and using images of participants
This policy concerns images of participants and attendees at Deal Music & Arts events and activities where those images (principally photo and video) have been taken by Deal Music & Arts staff or their agents on behalf of the organisation.
The policy does not cover images taken by parents, relatives, friends or other members of the public for their own purposes.
Use of participant images
- Unless the participant/ attendee or their parent or guardian has specifically requested otherwise Deal Music & Arts reserves the right to use and store all images taken on its behalf for information, marketing and promotional purposes.
Security of participant images
- The archive of images taken by and on behalf of Deal Music & Arts is held on a secure computer and can only be accessed by Deal Music & Arts official photographer, authorised staff and Trustees.