Privacy
How we use enquiry information.
This notice explains how Trumpet Club UK uses the information a parent or guardian provides when requesting a place.
What we collect
The form asks for the parent or guardian’s name and email address, an optional telephone number, the pupil’s first name and age, their current playing level, and optional information about their current teacher, access needs or practical circumstances.
Why we need it
Jemma uses the information to understand the request, check whether the club is suitable, reply about availability, and share practical details such as the private venue. Submitting the form does not confirm a place.
Protecting the enquiry form
To prevent repeated or automated form abuse, the application first puts the network IP address used for a request into a standard, canonical form. It then uses that canonical IP address with HMAC-SHA-256 and a secret key to produce a pseudonymous identifier rather than storing the address itself. We treat this as pseudonymisation, not anonymisation.
The abuse-prevention file contains a technical format version, HMAC-SHA-256 identifiers and attempt timestamps. The application does not write the raw IP address or secret key to that file. The secret key is stored separately in a restricted server directory outside the public website, with access limited by server file permissions.
An attempt older than 10 minutes will no longer count towards the limit. Old entries are removed from the file during the next form activity, so they may remain physically stored until the form is used again. This information is used solely to protect the form and mailbox from abuse; it is not used for marketing or to build profiles.
Trumpet Club UK considers this limited processing necessary for its legitimate interest in protecting the enquiry form and mailbox from abuse and keeping them secure and available, while reducing the amount of identifying information stored.
Who receives it
Place requests are delivered to the Trumpet Club UK mailbox and reviewed by Jemma. Information is not sold or used to build marketing profiles.
Children’s information
The enquiry must be submitted by a parent or guardian, including for pupils aged 16–18. Pupils should not submit the form themselves.
Keeping information
Enquiry information is kept only while it is needed to respond, manage the requested place and meet any applicable record-keeping obligations.
Your choices and rights
A parent or guardian can ask what information is held, request a copy, correction or deletion, or object to the abuse-prevention processing by emailing [email protected]. Each request will be considered individually, and Jemma may need to retain information where there is a legal reason to do so.
If you remain concerned about how personal information is handled, you can also complain to the Information Commissioner’s Office.