Data Protection, Cookies & Privacy Policy

Last updated, Thursday 23 July 2020

Our Statement

Sound Pop Academy is strongly committed to preserving the privacy of our
members, parents, guardians, staff, volunteers and contractors data and information.

This privacy policy lets you know about our policies for the collection and use of information about you.
By providing yours and/or your child/guardians personal details set out in ‘how data may be collected’ you opt in to us holding your personal information and data for the purposes set out below.

Who We Are

We are Sound Pop Academy Ltd. Our mission is to provide a contemporary performing arts environment for young people to participate in, to engage them creatively and guide them through the diverse world of music. We provide weekly sessions across the UK and allow our members to explore the world of music through creativity, organised trips, social events and performances. This privacy policy aims to give you information on how Sound Pop Academy Ltd. collects and processes your personal data through your use of our website [] including any data you may provide when you use our website and apps, purchase products or services from us, contact us over the phone and by email, or take part in a competition.


We may collect information about you in several different ways including when you join as a member, sign up to our newsletter, purchase products or services from us, when you contact us, send us feedback, use our websites or social media channels, complete customer surveys or take part in promotions or competitions run by us. Please take care when submitting information to us, particularly when completing free text fields. Some of our services may be automated and we may not recognise that you have accidentally provided us with incorrect or sensitive information.

If you register to use the password protected parts of the Sound Pop Academy Ltd. website such as our members’ area, we will ask you to provide us with certain up to date personal data which we will handle in accordance with the United Kingdom’s data protection legislation. We maintain strict security standards and procedures with a view to preventing unauthorised access to your data by anyone, including our staff.

We use leading technologies such as (but not limited to) data encryption and firewalls to protect the security of your data. We, all our staff and any third parties hired to provide support services, will be required to observe our privacy standards and to allow us to audit them for compliance.

Information that we gather about you may include your name, gender, contact details (including email address, telephone number and postal address), date of birth, parent and/or guardian information, payment details, social media profiles and sensitive information such as your special access requirements and health information.

This information may also be shared with and/or used by other parties such as our event partners however, we will always seek your approval before any information is passed to any third party outside of Sound Pop Academy Ltd.

Please note that we may ask you to prove your relationship to the young person(s) you sign up to an academy, class, workshop or event. A child is considered to be anyone under the age of 18. We hold all data to ensure Sound Pop Academy Ltd. is as a safe and as reliable as possible for our members.

What data we hold

Why we hold data

How long we will hold the data for

Where we hold data

How your data may be collected

Who has access

How we keep data safe

Using our website

Important: None of the above collect personal information about you and you are not identifiable via this data.

Systems we use

As you’ll understand, to maintain efficient and professionalism at Sound Pop Academy we rely on certain industry tools to support us. In the interest of transparency, we have listed the systems we use that you may come across. Although we are listing the main systems below, this does not mean that they have access to the same level of data that we hold about you (if at all). If you require more information regarding an individual system/company, please get in touch with us.

Mailing lists

We use mailing lists to contact our current members and subscribers who have signed up to receive news and updates. As part of the registration process for our communication mailing lists, we collect personal information. We use that information for a couple of reasons: to tell you about stuff you’ve asked us to tell you about; to contact you if we need to obtain or provide additional information; to check our records are right and to check every now and then that you’re happy and satisfied. We don’t rent or trade email lists with other organisations and businesses.

We use a third party provider, MailChimp, to deliver our group email communications. We gather statistics around email opening and clicks using industry standard technologies to help us monitor and improve our emails. For more information, please see MailChimp’s privacy notice. You can unsubscribe from mailings at any time of the day or night by clicking the unsubscribe link at the bottom of any of our emails.


When you visit our website a cookies ‘pop-up’ will appear which you will need to action for it to be removed. By continuing to use our website without disabling cookies or blocking Google Analytics you consent to this data being logged.

Our site may use “cookies” to enhance your user experience. This includes information about browsing and purchasing behaviour by people who access our websites.

This includes information about pages viewed, products purchased and the customer journey around our website.

Generally this information is kept internal to us however, we may share the statistics with other internal departments, our contractors and partners if the statistics are relevant to discussion.

You may choose to set your web browser to refuse cookies, or to alert you when cookies are being sent.

The Information Commissioner’s Office website has more information about cookies. If you’d like to see
that, please click here.

Links to other web sites

Our web site contains links to information on other web sites. On web sites we do not control, we cannot be responsible for the protection and privacy of any information that you provide while visiting those sites. Those sites are not governed by this Privacy Policy, and if you have questions about how a site uses your information, you’ll need to check that site’s privacy statement.

Sharing your data

We’re serious when we say we’re committed to protecting your privacy – we want to earn and maintain your trust, so we do not sell any of your personal data to any third party. We will never share your data without your prior permission and consent*. We may, however, share your personal data with certain companies who play an essential part in enabling us to provide our products and services to you, such as membership platforms, payment providers, IT and system administration providers and others who help us run our business. You can rest assured that we require all third parties to respect the security of your personal data and to treat it in accordance with the law and we do not allow our third-party service providers to use your personal data for their own purposes. We may also share you details with relevant and local authorities if you submit an application to work or volunteer with us.

We will contact you should we ever believe that there has been a breach of your personal data.

* Should we suspect a young person be at risk or in a vulnerable position, we may share your information with relevant child protection authorities or the police without your consent but, in line with our child protection policy. We will also provide emergency services with data we hold about any young person who requires emergency treatment if in the event of sickness or illness.

Pandemics and Epidemics – eg. Coronavirus 

Under the GDPR, information relating to an individual’s health or personal life is regarded as “special category data”. Such data requires careful handling, and often the individual’s explicit consent to processing. However, there are other lawful grounds for using such data, such as the protection of staff, visitors and the wider community.

Therefore, in the event of a global or more localised emergency, we may share your data with local or national government authorities. Data shared may range from names, ages, addresses, contact telephone numbers and email addresses. 

An example of how your data may be shared in this way, is the Covid-19 pandemic, where we will fully comply with the government NHS Track and Trace scheme.

If we are contacted by local or national authorities and are requested to share your information, and so long as we deem it to be reasonable to provide this information, we will fully comply. By joining Sound Pop Academy, or by taking part in our classes, workshops and events, you agree to the sharing of your personal information in this way.

Data Breaches

Your data is our priority. We do everything possible to minimise any data breach and/or any unlawful online activity through our site. However should our website or any third party platform that we use be subject to a data breach, we will follow the necessary steps to inform you of this.

Your Legal Rights – You have the right to:

The GDPR provides you with many rights. We’ve highlighted key sections below but if you require more
information please contact the Information Commissioner’s Office

We may change this privacy policy from time to time and without notice, so make sure you check back occasionally. Check when it was last updated by seeing the header in this document.