Privacy Policy

Updated 21 August 2019 

Who we are

Songwriter is a songwriting community and competition for young people aged 8-18 who live, or go to school in Cambridgeshire, Cornwall, Essex, Hertfordshire, Norfolk and Wiltshire. It is operated by Cambridgeshire Music, Cornwall Music Service Trust, Essex Music Education Hub, Hertfordshire Music Service, Norfolk Music Service and Wiltshire Music Connect, with funding from children’s charity Youth Music.

Hertfordshire Music Service (“us”, “we”, or “our”) operates (the “Site”). This page informs you of our policies regarding the collection, use and disclosure of Personal Information we receive from users of the Site.

By using the Site, you agree to the collection and use of information in accordance with this policy.


How and when do we collect data?

  1. Sign-up to email list
    If you opt in to receive our emails by signing up via the Songwriter website
  1. Attending a Songwriter event
    If you book for one of our events via our website, by email or by telephone
  1. Registering with the Songwriter website
    If you register and create a profile on the Songwriter website
  1. Visits to our website

We use cookies to help make the experience of using our website better – this means we will remember your previous visits and track the pages on our website that you visit. When you visit our web server automatically records your public internet protocol (‘IP’) address and also generates a log file.

You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of our Site.

In addition, we may use third party services such as Google Analytics that collect, monitor and analyse the log file data to help us make improvements to our website.


How we store data

Our website is built using WordPress and data from participants registering with the website is stored securely in a database within WordPress. WordPress is owned by a parent company called Automattic. You can view Automattic’s privacy policy here.

Data collected via the sign-up form on our website are held securely in an online application called Mailchimp. You can view MailChimp’s data security and privacy information here.

We use an online application called Eventbrite to manage online bookings for our events. Data are held securely by Eventbrite. You can view Eventbrite’s data security and privacy information here and here.

Mailchimp and Eventbrite are both based in the USA and comply with the EU-US Privacy Shield Framework.


What data do we keep?

We only collect the information that’s necessary to carry out our business, provide the particular service you’ve requested and to keep you informed.

  1. Email list

When you opt-in to receive emails from us we collect your name and email address.

We also ask for your postcode and county. This is so we can send you information that it relevant to the area in which you live.

We can see how many and which email communications you have opened and clicked on.

  1. If, when you make an online booking via Eventbrite, you opt-in to be added to our mailing list, data will be exported from Eventbrite and added to our email list in Mailchimp.
  2. When you register and create a profile on the Songwriter website we will collect the participant’s full name, email address, postcode, date of birth, county and school in order to create a website profile for the participant.

The participant also has the option to let us know how they heard about Songwriter. This information will only be used by us to help us improve our communications about Songwriter.

The participant also has the option to add a biography which will appear in their profile on the website and will let others know a bit more about them.


Will it be shared with any third parties?

We will not share, rent or sell any data to third parties and no third party will be able to contact a Songwriter participant via the Songwriter website.

Third party advertisers (such as Facebook or Google) may process your data to help us identify customers similar to our audience or to serve relevant adverts to you on third party websites. The information shared with these advertisers is pseudonymised to protect your personal data.


Will it be used to contact the person signing up and if so, for what purpose?

We may contact the participant for the following reasons:

  • To inform them that they have won a prize and to liaise with them during the delivery of that prize, if necessary.
  • To let them know about Songwriter-related events taking place in their area e.g. Songwriting workshops or showcases
  • To send them useful information in relation to a booking for a Songwriter event
  • To keep them up-to-date with Songwriter news and any changes or developments
  • To let them know about any external opportunities that may be of interest e.g. Other songwriting competitions or performance opportunities.


How long will information be kept?

Data on registered Songwriter participants will be kept until the registered participant’s 19th birthday. We will review all accounts on 31st August each year and any accounts that have not been logged into in the previous 12 months will be deleted. We will send the account holder an email informing of this and giving them 2 weeks from the date of the email to log into their account.

If you have opted-in to our email list but haven’t registered and created a profile, we will stop contacting you and delete your data if you haven’t opened one of our emails for three years.

Despite all our precautions, no data transmission over the internet is 100% secure. So, we cannot guarantee the security of any information which you disclose to us and so wish to draw your attention to the fact that you do so at your own risk.


How you can opt out of hearing from us

If you want to contact us to discuss your data and how we collect, use and store it:

Data Protection Team
Hertfordshire County Council
County Hall
Pegs Lane
SG13 8DQ

If you prefer not to receive emails from us you can unsubscribe at any time. Simply scroll to the foot of an email and click Unsubscribe. Our system will then not allow us to email you until you actively sign-up again.

If you are unhappy with the way that we have used your data or the way we have responded to a request you also have the right to lodge a complaint with the supervisory authority, The Information Commissioner’s Office –