Privacy Policy

Last updated: August 2026

KLVS Children’s Choir (“we”, “us”, “our”) is committed to protecting the privacy and personal information of the children and families who take part in our choir.

This Privacy Policy explains what personal information we collect, why we collect it, how we use it, how we keep it safe, and the rights you have in relation to your personal information.

As KLVS Children’s Choir works with children, we take particular care when handling children’s personal information and aim to collect only information that is necessary for providing a safe, enjoyable and effective choir experience.

1. Who we are

KLVS Children’s Choir is operated by Kathryn Lowdon / Kathryn Lowdon Vocal Studio.

For data protection purposes, we are the Data Controller responsible for the personal information we collect and use.

Contact:

KLVS Children’s Choir
Email: katrhyn@klvs.co.uk
Website: https://klvs.co.uk
Address: Kathryn Lowdon Vocal Studio, Studio 192 Breeze Creatives, The John Marley Centre, Whickham View, Benwell NE15 6TT

If you have any questions about how we use personal information, please contact us using the details above.

2. What personal information we collect

Depending on how you interact with KLVS Children’s Choir, we may collect some or all of the following information.

Information about parents and guardians

This may include:

  • Parent or guardian name

  • Email address

  • Telephone number

  • Address

  • Your relationship to the child

  • Information needed to communicate with you about the choir

Information about children

We may collect:

  • Child’s name

  • Child’s age or date of birth

  • Emergency contact information

  • Relevant information needed to safely support the child while attending choir activities

  • Attendance information

  • Information about participation in performances and choir activities

  • Information required for registration and administration

We will only collect information that is relevant and necessary for the purpose for which it is being collected.

Photographs and videos

We may take photographs and/or videos of choir members during rehearsals, performances, activities and events.

Where photographs or videos are intended for promotional purposes, such as our website, social media, publicity materials or promotional videos, we will seek appropriate permission from a parent or guardian where required.

We will not normally publish a child's full name alongside their photograph or video without appropriate permission.

Parents and guardians can contact us if they wish to withdraw permission for future promotional use of their child's image.

3. How we collect personal information

We may collect information:

  • When you contact us through our website

  • When you complete a registration or enrolment form

  • When you sign up for choir activities or events

  • When you communicate with us by email, telephone or social media

  • When you provide information in person

  • When you provide information about your child as part of joining the choir

  • Through our website's use of cookies or similar technologies

Where information about a child is provided by a parent or guardian, we will treat that information with appropriate care.

4. Why we use personal information

We use personal information for purposes including:

  • Processing choir registrations and enquiries

  • Communicating with parents and guardians

  • Organising rehearsals, performances and activities

  • Managing attendance

  • Keeping children safe while participating in choir activities

  • Contacting parents or guardians in an emergency

  • Providing information about changes to rehearsals, performances or activities

  • Managing payments where applicable

  • Organising events and performances

  • Managing our administration and records

  • Maintaining appropriate safeguarding arrangements

  • Responding to questions, requests or complaints

  • Improving the way we operate the choir

  • Promoting KLVS Children’s Choir where appropriate permissions have been provided

  • Complying with legal and regulatory obligations

We will not collect or use personal information for purposes that are incompatible with the reason it was originally collected unless we have a lawful basis to do so.

5. Our lawful basis for using personal information

Under UK data protection law, we need a lawful basis for processing personal information.

Depending on the circumstances, we may rely on:

  • Consent – where you have given us permission to use information for a specific purpose, such as certain types of photography or marketing.

  • Contract – where processing is necessary to provide the choir service or manage an agreement with you.

  • Legal obligation – where we are required to process information to comply with the law.

  • Legitimate interests – where processing is necessary for the legitimate running and administration of the choir and does not unfairly override an individual's rights and interests.

  • Vital interests – where processing is necessary to protect someone's life in an emergency.

Where we rely on consent, you can withdraw that consent at any time.

Withdrawing consent will not affect processing that took place before consent was withdrawn.

6. Children's information

We recognise that children require particular protection when their personal information is collected and used.

KLVS Children’s Choir primarily works with children aged approximately 6–12.

We aim to:

  • Collect only information that is necessary

  • Keep children's information secure

  • Avoid unnecessary sharing of children's personal information

  • Explain clearly how information is used

  • Give parents and guardians appropriate control over optional uses of their child's information

  • Take the best interests and safety of children into account when handling their information

Where consent is required for processing a child's personal information, we will normally seek consent from the child's parent or guardian.

Children also have data protection rights. We will consider requests made by children themselves in accordance with applicable data protection law and their age, understanding and circumstances.

7. Photographs, video and social media

We may photograph or record performances, rehearsals and activities.

Where images or videos are to be used for promotional purposes, we will provide parents or guardians with information about how they may be used and, where appropriate, obtain permission before using them.

Possible uses may include:

  • The KLVS Children’s Choir website

  • Social media pages belonging to KLVS Children’s Choir

  • Promotional materials

  • Posters or flyers

  • Press or publicity relating to the choir

  • Videos promoting the choir or its activities

We will take reasonable steps to avoid identifying children unnecessarily.

If you have concerns about an image or video of your child being used, please contact us.

8. Who we share information with

We do not sell children's or parents' personal information.

We may share information with trusted third parties where this is necessary to operate the choir or where we are legally required to do so.

These may include:

  • Website hosting providers

  • Website form or booking providers

  • Email or communication providers

  • Payment providers, where applicable

  • Venue providers where necessary for organising activities

  • Professional service providers who help us operate the choir

  • Emergency services where necessary

  • Relevant authorities where we are legally required to provide information

  • Safeguarding professionals or appropriate authorities where necessary to protect a child or another person

We will only share information where there is an appropriate lawful basis for doing so.

Because children's information can carry particular risks, we take extra care when considering whether and how it should be shared.

9. Safeguarding

The safety and wellbeing of children participating in KLVS Children’s Choir is extremely important to us.

In exceptional circumstances, we may need to share personal information without consent where this is necessary to protect a child or another person from harm, or where we are legally required to do so.

This may include sharing information with parents or guardians, emergency services, safeguarding professionals, social services, the police or other appropriate authorities.

10. How we keep information secure

We take reasonable technical and organisational measures to protect personal information against:

  • Unauthorised access

  • Accidental loss

  • Destruction

  • Unauthorised disclosure

  • Alteration

  • Misuse

Access to personal information is limited to people who need it for legitimate choir-related purposes.

However, no method of storing or transmitting information online can be guaranteed to be completely secure.

11. How long we keep information

We will keep personal information only for as long as it is reasonably necessary for the purposes for which it was collected.

The length of time information is retained will depend on the type of information and why we need it.

For example:

  • Registration and contact information may be kept while a child is a member of the choir and for a reasonable period afterwards.

  • Emergency and safeguarding information may be retained for an appropriate period where necessary for safeguarding or legal reasons.

  • Financial records may be retained for as long as required by applicable financial or legal requirements.

  • Photography permissions may be retained for as long as necessary to demonstrate whether permission was given.

When information is no longer required, we will take reasonable steps to securely delete or dispose of it.

12. Cookies and website analytics

Our website may use cookies and similar technologies.

Cookies are small files stored on your device that can help a website function correctly and understand how visitors use it.

We may use cookies for purposes such as:

  • Making the website function correctly

  • Remembering preferences

  • Understanding website traffic

  • Improving our website

  • Measuring the effectiveness of our website

Some cookies may be provided by third-party services.

Where required by law, we will ask for your consent before using non-essential cookies.

You can also manage or disable cookies through your browser settings.

13. Marketing and communications

We may occasionally contact parents or guardians with information about KLVS Children’s Choir, including:

  • Choir rehearsals

  • Performances

  • Activities

  • Events

  • Future enrolment opportunities

  • Important choir announcements

Where we send optional marketing communications, we will provide an appropriate way to opt out.

We will not use children's personal information for direct marketing purposes.

14. Your data protection rights

Under UK data protection law, you may have rights including:

  • The right to be informed about how your information is used

  • The right to access personal information we hold about you

  • The right to request correction of inaccurate information

  • The right to request deletion of personal information in certain circumstances

  • The right to restrict processing in certain circumstances

  • The right to object to certain processing

  • The right to withdraw consent where we rely on consent

  • The right to data portability in certain circumstances

  • Rights relating to automated decision-making and profiling, where applicable

These rights may be subject to certain legal exceptions.

If you wish to exercise a right, please contact us using the details in Section 1.

15. Children's rights

Children have their own data protection rights.

Depending on their age, understanding and circumstances, a child may be able to exercise their rights themselves.

We will consider requests from children appropriately and will take steps to ensure that information provided to children about their privacy is clear and understandable.

Parents and guardians can also contact us regarding information we hold about their child.

16. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in:

  • The way we operate

  • The information we collect

  • Our website

  • Data protection law

  • Our services or activities

The latest version will always be published on our website.

Last updated: August 2026

17. Complaints

If you have a concern about how we have collected or used your personal information, please contact us first using the details provided above.

We will try to resolve your concern.

You also have the right to complain to the Information Commissioner's Office (ICO), which is the UK's independent data protection regulator.

You can find information about making a complaint on the ICO website.

18. Contact us

If you have any questions about this Privacy Policy or how KLVS Children’s Choir uses personal information, please contact:

KLVS Children’s Choir
Data Protection Contact: Kathryn Lowdon
Email: kathryn@klvs.co.uk
Telephone: 07794040802
Address: Kathryn Lowdon Vocal Studio, Studio 192 Breeze Creatives, The John Marley Centre, Whickham View, Benwell NE15 6TT

We will aim to respond to privacy and data protection requests within the applicable legal timeframe.