Privacy notice · West End Kids Members

This notice explains what the West End Kids members area keeps about your family, why we keep it, who else sees it, how long we keep it and what you can ask us to do. There is a short part for members themselves at the end.

Who we are

West End Kids runs the members area at members.westendkids.co.uk for the families and members of our programmes. We decide what it keeps and why, so we are responsible for it under data protection law (we are the "controller"). For anything in this notice, email us at frontdesk@westendkids.uk.

What we keep and why

About you

What we keep about you includes your name, the email address you sign in with, your phone numbers and home address, your household's name, the messages you send us, your orders and tickets, your rota sign-ups, your refer-a-friend code, the invitation you accepted, your notification choices and the browsers and devices you receive notifications on, a change of email address while it waits for you to confirm it, and the link between your account and our contact records, with copies of the contact details the members area sends there. If you chaperone, it also includes your chaperone agreement and your own register marks. Once our accounts system is connected, also the invoices we have sent you. Our team may also write its own notes about your family. They are not shown to you and are not in your download, but you can ask us for them (see Your rights).

We keep these to run your family's membership: to sign you in, to reach you, to keep our contact records up to date and to take payments. In the members area only you can see your phone numbers and address; they are also kept in our contact records. Another parent in your household sees your name and email address, but not your phone numbers or address. Our team sees your name and email address.

About your child

What we keep about your child includes their first and last name, the name they go by, their date of birth and their programmes; the events they are called to; the register (whether they came, and the reason you give for an absence); the consents you sign; their progress reports and commendations; whether they are on their programme's league table; their practice log, the part they learn in each song, where they stopped in each library recording and, in Vocal Studio, the step they have reached on its pathway; the tickets that come with a show fee, which carry their full name; an agency registration, if you make one; their audition applications; the files you send us; which galleries they can see; and the link to their calendar feed. Our team also writes its own notes on progress reports, which are not shown to families and are not in your download; you can ask us for them.

We keep these to run your child's programmes. The date of birth lets our team see your child's age. It also checks that the age is plausible for a member when you add your child, and that your child is within the age range of an audition you apply for. And it decides when the register and signed consents are deleted, after your child turns 21.

Other families never see your child's surname. They see the name your child goes by on their programme's league table, unless you take them off it, and families in a programme can see the photos in its galleries and the rehearsal videos in its library (see Photos and videos below).

Medical notes and emergency contacts

What you tell us about your child's health, and up to two emergency contacts. We keep them so we can look after your child at sessions and events, and know who to call. They are stored encrypted. Any parent in your household can see, change and clear them. Our staff can open them because they need them for your child's safety. They open one child's notes at a time, each opening is recorded against that child, and beside the notes they see whether the "Medical information and emergency treatment" consent is signed or withdrawn. Your child never sees them and they are never sent to the assistant. They are not sent to our contact records: the setting that would send them there is switched off.

Absences

When you tell us your child will miss a session, the reason you choose is recorded for our team, on the register and in our register spreadsheet, and our team's phone notifications and morning email show it. Our activity log and our record of the notifications we send keep it too, for 2 years. Unless you have switched off absence emails, the confirmation we email you states it as well, so it reaches your email provider. You and your child can see it in the members area. Your child's calendar feed and the assistant are told only "Absence reported". Any note you add is stored encrypted and is read by our team only. The reason and the note stay with the register until it is deleted (see How long we keep it).

If you ask the assistant to report an absence, it shows you a button that opens the absence page with your child and the session chosen, and you choose the reason and write any note there. Anything you type to the assistant itself, including a reason, goes to Anthropic (see Who we share it with). Your home page also offers a ready-made question for the assistant, "Report that" followed by the name your child goes by and "is ill", and pressing it sends those words to Anthropic.

Audition applications

If you apply for an audition: your child's name and date of birth, your name, email address and phone number, how you heard about us if you tell us, the self-tape you send, and our scores, notes and decision. When the fee is paid, or when you send the application for an audition with no fee, we set up an account for you (unless you already have one) and one for your child, so that you can send the self-tape. We use these to consider the application and, if your child is offered a place and you accept it, to make them a member of the programme. You see our message and our decision; our scores and notes stay with our team.

Signing in and keeping things safe

Records of sign-ins, the devices you approve for your children, passkeys, and a log of what was done in the members area and by whom. We keep these to keep accounts secure and to know who did what. PINs and sign-in links are never stored in a form anyone can read. In the members area, phone numbers, addresses, medical notes, messages, absence notes and the notes on an agency registration are stored encrypted. Your messages to us, agency registrations and a note of each consent you withdraw also reach our frontdesk mailbox as ordinary emails, with your name and your child's full name. The members area is backed up every night.

Do you have to give us this?

To have an account: your name and email address, and a name for your household if you are the first in it; for each child, their first and last name and their date of birth. Without these the members area cannot set up the account.
To apply for an audition: your child's first and last name and date of birth, your name, email address and phone number, and your confirmation that you are the child's parent or carer. How you heard about us, a programme and a referral code are up to you.
Up to you: your phone numbers and home address, medical notes and emergency contacts, signing each consent, the files and messages you send, and an agency registration. If you do not sign the "Photography and filming" consent, or you withdraw it, our team leaves your child out of programme galleries and rehearsal videos.

Why we are allowed to use it

Data protection law needs a reason, called a lawful basis, for each use. Ours are:

Running the members area for your family: accounts, the schedule, the register, progress, messages, notifications, the assistant, our contact records and the register spreadsheet. This is part of our agreement with you as the parent or carer (contract).
Medical notes and emergency contacts: part of that agreement. Health information also needs a further condition in law: your explicit consent, through the "Medical information and emergency treatment" form. You choose what to give us, and you can clear the notes on your child's medical page at any time.
Photos and videos of your child in programme galleries and the rehearsal library: your consent, which you give through the "Photography and filming" form. You can withdraw it at any time.
Orders and payments: our agreement with you. Payment records are kept for tax because the law requires it (legal obligation).
Audition applications: the steps you ask us to take before your child joins.
Security, the activity log and backups: our legitimate interest in keeping the members area safe and working, weighed against your family's privacy.

Who we share it with

We share only what each service needs to do its job. We do not sell your family's information, and the members area carries no advertising.

Cloudflare hosts the members area, stores its information and files, sends its emails and runs the check that keeps robots out of the sign-in and audition forms.
Stripe takes card payments for tickets, the shop and audition fees. It receives your email address and an order number, and you type your card details on Stripe's own page. It never receives your child's name.
Daylite (by Marketcircle) holds our contact records. It receives your email address, phone numbers, home address and labels such as the programme your family joined. It is not sent medical notes: the setting that would send them is switched off.
Xero, our accounts system, once it is connected; it is not connected yet. The members area will read your invoices from it so you can see what is due, and send it nothing.
Google Sheets holds our register spreadsheet. Each night it receives children's full names, their sessions and marks, and the reason for an absence, never your note. Its sharing is restricted.
Anthropic runs the assistant. When you or your child ask it something, it receives what is typed, the names your children go by and our reference numbers for them, their programmes, their calls for the next 30 days (when and where they need to be, the venue, kit, what to bring and our team's notes for each call, and whether an absence or their attendance is already recorded) and, for parents, the consents still to sign, the coming rota slots (how many are filled and whether you are on one) and our handbooks. The members area never sends it surnames, email addresses, phone numbers, home addresses, medical notes, money, photos or the absence reasons it holds, but anything typed to it does reach it, so please do not type health or other private details. Under Anthropic's commercial terms, what it receives is not used to train its models, and the members area keeps no copy of the conversation.
Email and phone notification services. Our emails reach you through your own email provider. Some name your child, an absence confirmation states the reason you chose, and tickets that come with a show fee carry your child's full name. Notifications reach your phone through Apple, Google, Mozilla or Microsoft, depending on your device: they are encrypted on the way, then shown on your lock screen.
Calendar apps, if you add your child's calendar feed. The feed holds your child's first name and their call times and venues, and shows an absence only as "Absence reported". Anyone who has the link can read it, so keep it to yourself. You can reset the link at any time in your account.
Your passkey manager, such as iCloud Keychain or Google Password Manager, if you use a passkey. It stores your email address, or the name your child goes by.
YouTube, only if you press play on a live stream.
Adobe Lightroom, only where a gallery that our team gives to particular people, not a programme gallery, links to photos kept there. Programme galleries never do.
Zoho hosts our frontdesk mailbox, which receives your messages to us, agency registrations and a note of each consent you withdraw as ordinary emails, with your name and your child's full name.
Map and direction sites, such as Google Maps and what3words, only if you follow a link to one from a venue. Like any website, it sees your device's internet address.
Whoever you share your refer-a-friend link with, through the app you choose. The link carries your household's code, not your name, and leads to our public website.

Where it is kept

The files you send, gallery photos and the nightly backups are stored in the European Union. The members area's database was created in Western Europe. Some other information, such as a change of email address while it waits to be confirmed (both addresses), where your child stopped in a library recording, and a shop basket, is kept in another Cloudflare store whose location is not set. The other services above keep what they receive where each of them is set up, which may be outside the UK and the European Union. To ask where a service keeps your information and how it is protected, email frontdesk@westendkids.uk.

How long we keep it

When your family leaves: deleting starts when a parent closes the last child's account, from the account page. The page, and an email to each parent, give you the date. 30 days later we delete your family's accounts, contact details, messages, medical notes, progress reports and commendations, practice logs, orders and tickets, the files you sent, agency registrations, audition applications and sign-in records. What is kept for longer is below, including the activity log, which notes each sign-in. You can download your data before then. Stripe and Xero keep payment records for tax. Adding a child before then keeps your family's account open.
When deleting waits: if you hold tickets for a performance still to come, it waits until the morning after the last one. A payment you have started and not finished holds it too, and so does an audition fee for another child that is not yet paid, for up to 30 days after that application. If a parent still holds a place on a programme of their own, such as a chaperone, your family's account stays open until that place ends; it is then deleted the next morning, or when the 30 days are up if that is later.
If no one closes the accounts: if your family stops coming, or tells us it is leaving, and no parent closes the last child's account, your information is kept until someone does. A parent's account in a household that has never had a child has no child's account to close, so it is kept too. To ask us to delete your family's information, email frontdesk@westendkids.uk.
When one child leaves and others stay: 30 days after you close that child's account we delete their account details, medical notes and the files sent for them. Their progress reports, commendations, pathway step, agency registration, show fees and show tickets, which carry their name, stay until your family leaves.
Register marks and signed consents: kept until your child turns 21, then deleted on the first day of the next month, with any absence reason and note, because a claim about an injury to a child can be made until then. If your child's account is still open then, only those from before that day are deleted, and a consent you withdrew and did not sign again, unless it was for an event that has passed, keeps a record that it was withdrawn, without the signature, so that we do not ask for it again. A parent's own signed agreements, such as a chaperone agreement, are kept while your family's account is open, and then until your youngest child's are deleted.
Files you send us, such as photos, self-tapes and headshots: deleted 12 months after you send them, or 30 days after your child's account is closed if that is sooner. The agency registration or audition application a file came with stays, without the file.
Audition applications that do not lead to a place (declined, on the waiting list, or an offer not accepted): deleted 12 months after the decision, or after we told you of it if that was later. If the application made an account for your child and nothing else holds it (no programme and no other application), that account closes then and is deleted the next morning, with your family's account if your child was the only one in it. An application not yet decided is kept until it is. Applications that are never paid for are deleted after 30 days.
Gallery photos: taken down 12 months after the event, then deleted.
Rehearsal videos and recordings in the library: no set period. They stay until our team removes them.
The activity log and the notifications we send: 2 years, including the activity log's note of each sign-in. The activity log stays for those 2 years after your family's information is deleted. Notifications go sooner if your family's information is deleted first.
Sign-in sessions, used sign-in links, devices and passkeys no longer in use, and invitations nobody accepted: 90 days after they expire or are removed.
Backups: each nightly copy is kept for 30 days, and the copy of a deleted file goes about 30 days after the file. Our database can also be wound back to any minute in the last 30 days, so what we delete from it can still be recovered for 30 days. If we ever restore a copy, the deletions above are made again. Before that, we redo the changes the restore undid: we ask the families who closed or added a child's account, withdrew a consent or signed one since then to do it again, or redo it ourselves where the members area no longer lets you, and our team removes again any staff who had left. Until you sign it again, a consent signed since then shows as not signed. Anything else made since then, such as an order, a file you sent or a progress report, may be lost. Our technical logs hold reference numbers and counts, not names, and are kept for 7 days.
Copies kept elsewhere: our contact records (Daylite), our frontdesk mailbox and the register spreadsheet's version history keep copies of some of the above.

Photos and videos

What you send us. For photos in the JPEG format (their file names usually end in .jpg or .jpeg) up to 100 MB, the members area removes the place they were taken and the camera details on your device, before the photo is sent. Videos, and photos in other formats such as HEIC or PNG, keep theirs. To stop your phone adding it, switch off location for your camera app in your phone's settings before you take the photo or film; the Send us a file page and the page where you send a self-tape say how.
What we put up. Photos we add to a gallery have the place they were taken and the camera details removed first.
Programme galleries and rehearsal videos. While our "Photography and filming" consent is not yet in use, families do not see programme galleries, or rehearsal videos that show children; only our team does, unless our team gives a gallery to particular people (below). Once it is in use, before we put up a programme gallery or a rehearsal video showing children, our team checks a list of the children in that programme with no signed consent, including any whose consent was withdrawn, and leaves them out.
Galleries given to particular people. Our team can give any gallery, a programme gallery included, to particular people in any household. They see it whether or not the consent is in use.
Size. Programme galleries offer photos at a size for viewing on screen, not the full-size originals, including to people they are given to. Other galleries given to particular people keep the originals for them.
Taking something down. If you would like a photo or video of your child taken down, email frontdesk@westendkids.uk. It comes down within 72 hours. Every gallery, and the library, says so.
The assistant is never sent a photo or video of a child.

Your rights

You can ask us:

For a copy of your information. Download your data from your account page to get most of it at once. The file holds your household's name; everyone in it, with their names, email addresses, dates of birth and account details, your own phone numbers and address (not another parent's) and each child's medical notes and emergency contacts; programmes; register marks and absence reasons, without the notes; consents, withdrawn ones included; rota sign-ups and notification choices; your own messages to us; a list of the files you sent, not the files; orders and tickets; invoices; published progress reports; commendations; league table opt-outs; your refer-a-friend code; agency registrations; audition applications with their result, without our scores and notes; the practice log; approved devices; and copies of signed consents and contracts, tickets and progress reports. A child whose account you closed stays in it until their details are removed, and after that so do the register marks and consents we still keep for them. Among what it does not hold are the files you sent, gallery photos and library videos, song parts, pathway steps and show fees, sign-in records, the notifications sent to you, notices, the activity log, our team's own notes, another parent's contact details and messages, or what other services keep. The download page lists in full what the file holds and what it does not. For a complete copy of everything we hold, including our team's own notes, email frontdesk@westendkids.uk and we will send it within one month.
To correct it. You can change your contact details and your child's medical notes in the members area yourself. For anything else, such as a name or a date of birth, email us.
To delete it. You can close a child's account from your account page. When the last child's account is closed, the rest of your family's information follows (see How long we keep it). For anything else, email us.
To limit a use of it, for example while we check something you have asked us to correct. Email us and tell us which.
To object to anything we do for our legitimate interests: keeping the members area secure, the activity log and backups. Email us and tell us why.
For your information in a form you can take elsewhere. The download gives it as a data file (data.json) in a standard format that other software can open. For anything the download does not hold, email us.

You can withdraw a consent on the consents page in the members area, as easily as you gave it. Any parent in your household can withdraw a consent for a child, including one recorded from a paper form or one for a coming event; a chaperone agreement can be withdrawn only by the parent who signed it. From then on it counts as not given, our team is told straight away, and we do not send you reminders about it. The consents page still shows it, with a button to sign it again, and if a coming event needs it your home page shows it as needed. Only your family can give it again, by signing it again in the members area: our team cannot record a paper form over it. The record of when it was signed and when it was withdrawn is kept (see How long we keep it). Withdrawing does not undo what was done before.

Photography and filming. From then on our team leaves your child out of programme galleries and rehearsal videos. To have photos or videos already up taken down, email us.
Medical information and emergency treatment. Withdrawing it does not delete your child's medical notes and emergency contacts. Our team can still see them, to keep your child safe, and sees that the consent was withdrawn. To remove the notes, clear them on your child's medical page.
Chaperone agreement. Chaperone slots you have already taken stay yours until you leave them on the rota or our team changes them, and our team sees on the rota that you have no current chaperone agreement.
A child whose account you closed. Until their details are removed, 30 days after closing, you can withdraw a consent still in place for them on the consents page. After that, or for a consent for a single event, email frontdesk@westendkids.uk.

If you are unhappy with how we have used your information, please tell us first. You also have the right to complain to the Information Commissioner's Office at ico.org.uk.

How to ask

Email frontdesk@westendkids.uk for anything in this notice: a copy, a correction, a deletion, a takedown or a question.

If you are a member

This part is for you, if you are a West End Kids member with your own sign-in.

What we keep about you: your name and the name you go by, your birthday, your programmes, when you came to sessions and why you missed any, your parts, your practice log, and your reports and points.
Notes about your health, and who to call in an emergency, which your parent or carer gives us so we can look after you. You do not see them in the members area.
Photos and videos of you at West End Kids, and files your parent or carer sends us, such as photos and self-tapes.
Forms your parent or carer signs for you, such as saying yes to photos. They can change their mind at any time.
Who can see it: your parent or carer can see everything you can see in the members area, including your practice notes. Our team can see it too, so they can run your sessions, except your practice notes: they see only how many minutes you practised. Other members never see your surname. They can see the name you go by on your programme's league table, if your parent has not taken you off it, and photos and videos of you in your programme's galleries and library. Our team leaves you out of those unless your parent or carer has said yes to photos.
Your calendar link shows where you will be and when, to anyone who has it. Do not share it with anyone. If you think someone else has it, ask your parent or carer to make a new one.
The assistant: when you ask it something, what you type goes to a company called Anthropic so it can answer. Never type private things into it, like your address, your phone number or anything about your health.
Your PIN: keep it to yourself, even from friends. If you think someone else knows it, tell your parent or carer so they can change it.
If something worries you, or you want something changed or taken down, tell your parent or carer, or anyone in the West End Kids team. You can also call Childline free on 0800 1111.

Changes to this notice

When this notice changes, the date and version at the top of the page change too.