Who we are
Apollo Music School is the controller of personal information collected through this website and our music school services. Contact us at lessons@apollomusicschool.org, 01977 876430, or 18 Wakefield Road, Pontefract, WF8 4HN.
Information we use
Depending on how you interact with us, this may include your name and contact details; a learner's age, instrument and lesson preferences; event bookings, tickets and check-in records; other booking, attendance and payment records; messages you send; accessibility or support information you choose to provide; safeguarding records; and limited technical information needed to keep our services secure.
Why we use it
Booking systems and other recipients
Taster booking forms and the student portal login are provided by My Music Staff and embedded into this website. Booking information and login credentials entered into those widgets are sent directly to My Music Staff; this public website does not store them. We only share information with providers that help operate the school—such as hosting, communications and payments—or where the law requires it. We do not sell personal information.
Google reviews
The homepage may display recent reviews that people have chosen to publish on Apollo's Google Business Profile. Our server retrieves the public review text, rating, reviewer display name and publication date from Google; it does not send information about website visitors to Google for this retrieval. Following a Google review link takes you to Google, where Google's own privacy information applies.
Interactive map
The contact page includes a map from OpenStreetMap. When you visit that page, your browser connects directly to OpenStreetMap and sends the ordinary technical details needed to return the map. OpenStreetMap's own privacy information then applies, and its copyright attribution remains visible on the map. The branded location panel and directions link remain available if the interactive map cannot load.
Apollo Community Music enquiries
Scholarship, Instrument Bank and partnership forms are sent directly to Apollo through this website. We deliver the answers to the Apollo administrative inbox so the team can respond, consider the enquiry and keep an appropriate record. Please do not include bank details, detailed financial information, medical information or safeguarding concerns in an initial Community Music enquiry.
Community Music payments and Stripe
One-off and monthly Community Music contributions are processed by Stripe within a secure payment form embedded on this website. Stripe receives your card or wallet details directly; Apollo does not receive or store your full card number. We receive payment status, amount, your name and email, and identifiers needed for receipts, accounting, fraud prevention and support. Stripe may process information outside the UK using the safeguards described in its own privacy information. Monthly payment details are retained by Stripe so it can collect future contributions until you cancel.
Event tickets and payments
When you book an event, Apollo OS stores the purchaser details, ticket choices, any optional attendee names, assigned seats, payment status and ticket/check-in records needed to manage the event. The public website communicates with Apollo OS through a restricted server-to-server connection; it does not connect directly to the Apollo OS database. Stripe receives payment details directly and returns payment status and references; Apollo does not receive or store your full card number.
Paid and free bookings receive a private ticket link. Anyone with the link may be able to view the tickets, so please keep it private. The website's email queue temporarily stores only the Apollo OS order reference and delivery status while it sends customer and administrative confirmations. Ticket and accounting records are retained as needed to run the event, answer queries, prevent misuse and meet legal obligations.
If a refund is issued, Apollo OS records the amount, reason, original order and payment references, affected ticket status, staff user and timestamps. Stripe receives the refund instruction and returns its outcome. The website may temporarily queue the order reference and delivery status while sending the refund confirmation.
Shop orders, payments and delivery
When you place a shop order, we keep your order contents, contact details, delivery address, payment status, any optional Community Music round-up and the records needed to fulfil the order, provide support, handle returns and meet tax and accounting obligations. Stripe receives payment details directly and returns a payment status and reference; Apollo does not receive or store your full card number. We share the minimum necessary order and delivery information with the relevant product supplier and delivery companies. AVSL Group products are currently sent through the supplier's drop-shipping service, while Apollo remains responsible for your order and customer service.
If you ask for an Apollo student price, the website sends the email address you provide securely to Apollo OS to check whether it belongs to a current student or an active contact. Apollo OS returns only an eligible or not eligible result. A short-lived signed token, containing a protected email match rather than the email itself, is kept in your browser for up to 12 hours so student prices can be shown throughout the shop and confirmed at checkout. The email address itself is not kept in that browser entitlement. Orders record which items used Apollo student pricing.
School enquiries and parent nominations
Schools forms are sent directly to Apollo through this website. We use the information to respond to a school enquiry, understand parent interest and consider whether to contact the nominated school. A parent nomination does not guarantee that Apollo will contact a school or that lessons will become available.
How long we keep it
- Unconverted enquiries: normally up to 12 months after last contact.
- Customer, contract and accounting records: normally for the relationship and up to six years afterwards where needed for legal or accounting purposes.
- Technical security logs: normally up to 90 days, unless needed to investigate an incident.
- Safeguarding records: for the period required by applicable safeguarding guidance and our retention procedure.
We may keep information longer where a legal claim, safeguarding need or other legal duty requires it.
Your rights
You may have rights to access, correct, erase or restrict your information, object to certain uses, and receive information in a portable format. Where we rely on consent, you can withdraw it. Contact us to exercise a right. You can also complain to the UK Information Commissioner's Office at ico.org.uk.
Children's information and security
Where a learner is a child, we may collect information from a parent or guardian and use age-appropriate explanations. We use access controls, encrypted connections and separation between this public website and Apollo OS to reduce risk. Please do not send sensitive information through ordinary email unless we ask you to.