Data Protection & Privacy Policy

The General Data Protection Regulation (GDPR) is concerned with the personal information about you that ROOKIE ROCKSTARS collect, store, and share. This page details our GDPR policy (previously known as Privacy Policy).  By contacting any of our  employees at Rookie Rockstars you are agreeing to the terms and conditions laid out in this GDPR policy.  The point of contact for any questions or concerns around our GDPR policy should be directed to the General Manager, Sara Danson sara@rookierockstars.org.uk

Last updated06/11/2020


Charitymeans Rookie Rockstars, a registered charity.
GDPRmeans the General Data Protection Regulation.
Responsible Personmeans Sara Danson.
Register of Systemsmeans a register of all systems or contexts in which personal data is processed by the Charity.

1. Data protection principles

The Charity is committed to processing data in accordance with its responsibilities under the GDPR. 

Article 5 of the GDPR requires that personal data shall be:

  1. processed lawfully, fairly and in a transparent manner in relation to individuals;
  2. collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes; further processing for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes shall not be considered to be incompatible with the initial purposes;
  3. adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed;
  4. accurate and, where necessary, kept up to date; every reasonable step must be taken to ensure that personal data that are inaccurate, having regard to the purposes for which they are processed, are erased or rectified without delay;
  5. kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed; personal data may be stored for longer periods insofar as the personal data will be processed solely for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes subject to implementation of the appropriate technical and organisational measures required by the GDPR in order to safeguard the rights and freedoms of individuals; and 
  6. processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures.”

2. General provisions

  1. This policy applies to all personal data processed by the Charity. 
  2. The Responsible Person shall take responsibility for the Charity’s ongoing compliance with this policy. 
  3. This policy shall be reviewed at least annually. 
  4. The Charity shall register with the Information Commissioner’s Office as an organisation that processes personal data. 

3. Lawful, fair and transparent processing

  1. To ensure its processing of data is lawful, fair and transparent, the Charity shall maintain a Register of Systems. 
  2. The Register of Systems shall be reviewed at least annually. 
  3. Individuals have the right to access their personal data and any such requests made to the charity shall be dealt with in a timely manner. 

4. Lawful purposes

  1. All data processed by the charity must be done on one of the following lawful bases: consent, contract, legal obligation, vital interests, public task or legitimate interests (see ICO guidance for more information). 
  2. The Charity shall note the appropriate lawful basis in the Register of Systems.
  3. Where consent is relied upon as a lawful basis for processing data, evidence of opt-in  consent shall be kept with the personal data. 
  4. Where communications are sent to individuals based on their consent, the option for the individual to revoke their consent should be clearly available and systems should be in place to ensure such revocation is reflected accurately in the Charity’s systems.  

5. Data minimisation

  1. The Charity shall ensure that personal data are adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed.  


  • Name
  • Email address
  • Phone number
  • The nature of the enquiry


  • Name
  • Email address
  • Phone number
  • The nature of your enquiry
  • Gender (or preferred identity).
  • Date of birth.
  • Home address
  • Session summaries (this relates to tuition only)

6. Accuracy

  1. The Charity shall take reasonable steps to ensure personal data are accurate. 
  2. Where necessary for the lawful basis on which data is processed, steps shall be put in place to ensure that personal data is kept up to date. 

7. Archiving / Removal

  1. To ensure that personal data is kept for no longer than necessary, the Charity shall put in place an archiving policy for each area in which personal data is processed and review this process annually. 
  2. The archiving policy shall consider what data should/must be retained, for how long, and why. 

8. Security

  1. The Charity shall ensure that personal data is stored securely using modern software that is kept-up-to-date.   
  2. Access to personal data shall be limited to personnel who need access and appropriate security will be in place to avoid unauthorised sharing of information. 
  3. When personal data is deleted this will be done safely such that the data is irrecoverable. 
  4. Appropriate back-up and disaster recovery solutions shall be in place. 


  • Paper: Written notes may either be securely filed in a locked filing cabinet (or equivalent) or will be completely destroyed in a confidential manner after notes are transferred to an electronic storage form.
  • Laptops / Personal Computers: Written notes may be kept on a secured personal laptop or personal computer.  The device will require passwords to access both the tutor’s main account and to access your individual information.  The electronic device will be checked regularly for viruses and the tutor will take every reasonable precaution to protect your personal information.
  • Mobile Phone: None of your personal information is stored on mobile phones of the organisation.
  • Email: Your email address and email correspondence will be stored securely in our email accounts.
  • Website: None of your personal information is stored on the ROOKIE ROCKSTARS website, other than to momentarily collect & send it to our email accounts for the purposes of initial contact.


All the information we hold about you (detailed under “Personal Information We May Collect From Telephone Contact And / Or During The Course Of Your Sessions”) Will be held for a maximum of 4 years after your final session at Rookie Rockstars (or from the last point of contact).  Your telephone number will be erased from our systems within four weeks of your final session.     

9. Breach

In the event of a breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, personal data, the Charity shall promptly assess the risk to people’s rights and freedoms and if appropriate report this breach to the ICO (more information on the ICO website). 


You have the following rights

  • To be informed what information we hold (i.e. this document).
  • To see the information we hold about you
  • To rectify any inaccurate or incomplete personal information.
  • To withdraw consent to us using your personal information.
  • To request that some or all of your personal information be erased (though we can decline whilst the information is needed for us to practice lawfully & competently).