Privacy Policy and UK GDPR contact
1. Privacy Policy — Southend Music Tech Clubs
Last updated: 08th September 2026
Southend Music Tech Clubs ("the Club", "we", "us", "our") is a project owned and operated by Maria Moon Music CIC, a Community Interest Company registered in England and Wales with reg. 16421808. This policy explains how we collect, use, store, and protect personal information when you visit our website (www.southendmusictechclubs.co.uk), follow or interact with our social media pages (Southend Music Tech Clubs on Instagram/Facebook), book a place on a club or camp, or take part in our sessions.
We work with children and young people aged 8–17, some families have children attend our clubs with a average or above average income, some are from disadvantaged backgrounds, and some with Special Educational Needs (SEN), neurodivergence, or who are on the autism spectrum. This policy has been written with extra care to reflect our safeguarding duties and the additional protections children and vulnerable young people are entitled to under UK data protection law.
This policy should be read alongside our Safeguarding Policy and, where relevant, our Terms & Conditions and Photography/Media Consent Form.
Who is responsible for your data (the "Data Controller")
Maria Moon Music CIC, trading as Southend Music Tech Clubs 67 High Street, Shoeburyness, Essex, SS3 9AW 📞 07742 035 957 📧 contact@mariamoonmusic.com
All privacy questions, concerns, and complaints relating to Southend Music Tech Clubs (website, booking system, or social media) should be directed to this contact. We aim to respond within 5 working days and to resolve all requests within one calendar month, as required by law.
Our commitment when working with children and vulnerable young people
Because our members are children and young people — including some with SEN, autism, or/and neurodivergence — we apply the following extra safeguards on top of standard data protection practice:
We collect only the minimum information needed to run a safe, suitable, and inclusive club.
Wherever a young person may not fully understand this policy, we ensure a parent, carer, or guardian provides consent and remains the primary point of contact for their data rights.
Where a young person aged 12–17 is considered able to understand the choices involved (sometimes called "Gillick competence"), we will explain things directly to them in plain, accessible language and will respect their own wishes about photography, communication, and involvement, alongside parental consent.
Any information about a diagnosis, disability, medical condition, additional support need, or behavioural support plan is treated as special category data and is only ever used to make sessions safer and more accessible for that young person — never for any other purpose, and never shared beyond people who need it to support the child.
We produce materials (forms, consent requests, and communications) in plain language and are happy to provide information in alternative formats (e.g. read aloud, simplified text, visual supports) on request.
Staff and mentors working directly with children hold or are undergoing appropriate DBS (Disclosure and Barring Service) checks, and access to personal data is restricted to those who need it.
What information we collect
Depending on how you interact with us, we may collect:
a) From parents/carers and young people when booking or enrolling:
Child/young person's full name, date of birth or age, and gender (where provided)
Parent/carer/guardian name, relationship to child, phone number, email address, and home address
Emergency contact details
Information about additional or access needs, SEN status, autism/neurodivergence, medical conditions, allergies, medication, or behavioural support requirements, only where voluntarily disclosed by the parent/carer to help us support the child safely
School/home-education setting (where relevant, e.g. for referrals via schools, Pride in Place, or community partners)
Payment and billing information for paid sessions (processed via our booking/payment provider — we do not store full card details ourselves)
Consent choices (e.g. photography/video consent, first-aid consent, permission to leave unaccompanied)
b) From use of our website:
Contact form submissions and enquiry details
Booking and account details via our website booking system (Wix)
Blog comments, likes, or member-area profile details, if you choose to register or comment
Technical data such as IP address, browser type, device type, and pages visited, collected automatically via cookies and analytics (see Section 8)
c) From social media:
Public comments, messages, or interactions you send us via Instagram, Facebook, or other platforms
Publicly available profile information when you follow, message, tag, or comment on our pages
d) During sessions:
Attendance and safeguarding records
Photographs, video, or audio recordings taken during sessions for safety, teaching, or promotional purposes (only with specific consent — see Section 6)
Incident, welfare, or safeguarding notes, where necessary to protect a child's wellbeing
We do not knowingly collect more personal data from children than is necessary for participation, and we do not use children's data for marketing directly to them.