Privacy Policy

In this document The Community and Youth Music Library is shown as CYML. 

What is this guidance for?

In response to the General Data Protection Regulations (GDPR), CYML has prepared three documents: Privacy Policy, Data Protection Policy and Data Retention Policy. These are all available on the website.

Any personal information you provide to CYML to facilitate a loan of music is held securely and not divulged to any other participants or organisations. By submitting the information, you are agreeing to the use of it to facilitate a music loan in accordance with CYML’S Data Protection and Data Retention Policies, which can be seen on the Policies page of our website.

Taken together, this guidance provides details on how we keep your data secure and up to date, how long we might hold it for, and what your rights are in relation to it.

CYML is committed to protecting your personal data and will use any personal or sensitive data we collect from you in line with the General Data Protection Regulations (GDPR).

Who’s responsible for data we collect?

The Administrator of CYML acts as the Data Controller and Data Protection Officer managing the GDPR, and can be contacted at:

What data do we collect and what do we use it for?

The Community and Youth Music Library collects data from individuals to help us plan, organise and run the day-to-day operations of the library (principally the loaning of music).


When you contact CYML to hire music, we need to collect the following information:

  • Name
  • Name of your group
  • Email address
  • Phone number
  • Address

Employees, volunteers and contractors: for administration and legal/regulatory purposes

We may need (for administrative or for legal/regulatory reasons) to collect personal or sensitive data on employees, volunteers or contractors of the group. If asked, we will explain what this is for at the point of collection.

Website visitors: cookies

CYML does not use cookie technology when a person visits our website. However, we do measure and analyse anonymised data about website usage patterns without use of cookies.

Do we share your data with anyone else?

CYML will never pass your details on to third parties without your prior agreement.

How can you update your data?

You can contact us at any time at to update or correct the data we hold on you.

How long we will hold your data?

CYML data retention policy is to keep electronic and physical data held on individuals until CYML or the individual wishes to delete or destroy it.

Where you have withdrawn your consent for us to use your data for a particular purpose, we may nevertheless retain some of your data for up to two years in order to preserve a record of your consent having been withdrawn.

What rights do you have?

Under the GDPR, you have the following rights over your data and its use:

  • The right to be informed about what data we are collecting on you and how we will use it
  • The right of access – you can ask to see the data we hold on you
  • The right to rectification – you can ask that we update or correct your data
  • The right to object – you can ask that we stop using your data for a particular purpose
  • The right to erasure – you can ask us to delete the data we hold on you
  • The right to restrict processing – you can ask that we temporarily stop using your data while the reason for its use or its accuracy are investigated
  • Though unlikely to apply to the data we hold and process on you, you also have rights related to portability and automated decision making (including profiling)

All requests related to your rights should be made to the Data Protection Officer at We will expect to respond within one month.

You can find out more about your rights on the Information Commission’s Office website

What will we do if anything changes?

If we make changes to our Privacy Policy or processes we will post the changes on this website.

How does The Community and Youth Music Library website use cookies?

You do not have to provide any personal information in order to browse this website.

When you use our website, we may collect tracking information such as your browser type, the type of operating system you use, the name of your internet service provider and pages visited on the site.

We obtain this information by using technologies, including cookies, to increase the functionality and user-friendliness of our website and to better tailor our website to your needs. For example, we may want to know how long the average visitor spends on our website or which pages get the most attention. Information such as this will only be used in aggregate form and does not identify you personally.

We collect information on our website visitors for a variety of purposes, including to reply to your enquiries more efficiently through the services we provide. We also use information in aggregate form (your individual details cannot be identified) to audit usage of the site.

We have no control over cookies that may be added by third party sites. We advise you read the privacy policies and cookie policy information on any third party sites you visit.

When you visit our website, we may store some information on your computer. This information will be in the form of a ‘cookie’ or similar file and can help us in many ways. For example, cookies allow us to tailor a website to better match your interests and preferences. With most internet browsers you can erase cookies from your computer hard drive, block all cookies or receive a warning before a cookie is stored.

The web statistics package we use on our site, Google Analytics, sets cookies to help us accurately estimate the number of visitors to the website and volumes of usage. This is to ensure that the service is available when you want it and fast. The cookie management service on this site also sets a necessary cookie to remember your preferred cookie settings – including if you have rejected them – as you navigate this site.

The following cookies are set by this website:

Cookie Name Expiration Time Description
_ga 2 years Set by Google Analytics. Used to distinguish users.
_gid 24 hours Set by Google Analytics. Used to distinguish users.
_gat 1 minute Set by Google Analytics. Used to throttle request rate.

For further details on the cookies set by Google Analytics, please refer to the Google Analytics documentation.

Further information on how to prevent cookies from being stored on your computer can be found on the All about cookies website under the ‘manage cookies’ section.