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Privacy policy for Music exams

This Privacy Policy forms part of the Terms of Website Use and the Terms and Conditions for Booking Music Exams online relating to the booking of exams and covers the Trinity College London website available at musicbooking.trinitycollege.co.uk (the “Site”).

It describes how Trinity College London (“we”, “us” or “our”) collects, protects and uses the personal information received from the Site. For the purposes of the Data Protection Act 1998, the data controller for the Site is Trinity College London.

We will make every effort to protect the personal information that you provide us with and are committed to respecting your right to privacy. We appreciate that you do not want the personal information you provide to us distributed indiscriminately and here we explain how we collect information, what we do with it and what controls you have.

If you have any requests concerning your personal information or any queries as to how we use your personal information please contact us at privacy@trinitycollege.com.

1. Information we collect

We collect personal information (such as name, email address, postal address and telephone number) from visitors to the Site through the use of online forms, where you respond to surveys, when you book an exam, every time you email us your details and every time you contact us. You may visit the Site without registering. We may also collect information and details about any transactions made by you through the Site.

We may also collect information about your computer, including your IP address, operating system and browser type, for system administration and for some of the purposes set out in section 3 below. This is statistical data about our users’ browsing actions and patterns and does not identify any individual.

If you contact us by telephone, we will record the call except for when we are taking credit or debit card details for payments made by telephone.

We will use recording equipment to record any practical music exam you take. for examiner training and standardisation purposes and to combat examination malpractice. We retain all recordings for appeals and educational research.

We may also collect information required to make your access to the exams easier, such as whether you require wheelchair access or other assistance to gain entry to or to be able to take the exam as a result of special needs or a disability. This information, if it is collected, would be considered sensitive personal data.

If you choose not to provide the information requested, you may not be able to use the Site to its fullest extent. For example, you will not be able to book any exams.

2. Children's Privacy

Protecting the safety of children when they use the Internet is very important to us. We recommend that children receive permission from their parent or guardian before gaining access to the Site or sending personal information to us or anyone else online.

3. Use of personal information

We use the personal information collected via the Site/and or which you provide to us during the exam process for the purposes of:

3.1 providing, improving and personalising our services and the Site;

3.2 dealing with your enquiries and requests or enquiries or requests made by the third party who booked your exam on your behalf;

3.3 administering registered user records;

3.4 generating anonymous reports about the use of the Site;

3.5 providing you with information and news about our music exams, programmes, events and services which we think you may find useful or which you have requested from us, provided you have indicated that you do not object to being contacted for these purposes;

3.6 providing you with a copy of the exam certificate should you successfully pass the applicable exam;

3.7 verifying your identity on registration at the applicable exam centre and during the exam;

3.8 verifying and carrying out financial transactions in relation to payments you make online; and

3.9 providing reservation or booking services when you register online for our music exams.

You may subscribe to our email newsletters to receive information about some of our activities and programmes. You may also download some of our newsletters directly from the Site without subscribing.

We may use the personal information we collect from you to send you information about our activities and programmes by email. You may choose not to receive information about our activities and programmes when you register or, if you opt-in to receiving marketing communications when we collect your personal information but subsequently change your mind, you can send us an email at unsubscribe@trinitycollege.com and we will unsubscribe you.

We may also use and disclose information in aggregate (so that no individuals are identified) for marketing and strategic development purposes.

All personal data relevant to any exam sat with us will be retained indefinitely for the purpose of satisfying any future request to evidence or verify the results of the qualification. Where you opt in to receive marketing communications from us, your email address will be retained indefinitely unless you request that we unsubscribe us.

4. Use of cookies

A cookie is a small piece of information sent by a web server to a web browser, which enables the server to collect information from the browser. You can find out more about the use of cookies on www.allaboutcookies.org. We use "personalisation" cookies to identify you when you visit the Site (where you have given your consent) and to keep track of your browsing patterns and build up a demographic profile. We use "analytics" cookies to understand who has seen which of the pages on the Site and to determine the most popular areas of the Site so that we can improve and develop the Site.

Our use of cookies also allows registered users to be presented with a personalised version of the Site and have access to information about their account.

We may also use “social media” cookies to personalise your interaction with third party social media platforms such as Twitter and Facebook where our Site uses such features. Such cookies recognise users of these social media sites when you view social media content on our Site. They also allow you to quickly share content across media, through the use of simple “sharing” buttons.

Our cookies

Cookie name


Type & duration

[i.e. session only or persistent]


To control user alert message about ID and payment card details.

Persistent, 1 day


To remember the user.

Persistent, 1 week


To track the user’s session state.



To temporarily hold an exam slot for 15 minutes.



Third party cookies

Cookie name


Type & duration

[i.e. session only or persistent]

Google AdWords

To monitor and track when users click through to our website via google's advertising system.


Google Analytics

To measure how users Interact with our website. Records information about where our users have been including information about the users web browser & location.


wb48617274, AWSELB

To manage server traffic through load balancer.



Used by Google Analytics to distinguish users.

Persistent, 2 years


Used by Google Analytics to throttle request rate.

Persistent, 10 minutes


No personal information is stored in the cookies that are issued by the Site. The value stored in the cookies is an anonymous identifier, which is not linked to any other personal information you may give us during your visit.

Most web browsers automatically accept cookies but, if you do not wish to receive these cookies you can disable them in your browser, though doing so may affect the functionality of our Site. Please refer to your browser instructions or help screen to learn more about how to do this. You can also learn more about cookies by visiting www.allaboutcookies.org which includes additional useful information on cookies and how to block cookies using different types of browser. However, should you decide to disable any cookies we place on your computer you may not be able to use certain services or facilities on the Site. Switching off cookies will restrict your use of the Site.

5. Payment processing

Payment details you provide will be encrypted using secure sockets layer (SSL) technology before they are submitted to us over the internet. Payments made on the Site are made through our payment gateway providers Barclays. You will be providing credit or debit card information directly to Barclays which both operate a secure server to process payment details, encrypting your credit/debit card information and authorising payment. Information which you supply to Barclays (as the case may be) is not within our control and is subject to Barclays’ own privacy policy (as the case may be).

6. Disclosure of personal information

We will only disclose personal information we collect from you from the Site:

6.1 to persons or bodies contracted by us to carry out the roles of examiner, marker, advisor, moderator, tutor, consultant, representative or other similar roles on our behalf in the context of our provision of qualifications;

6.2 if we believe that such action is necessary to prevent fraud or cybercrime or to protect the Site or the rights, property or personal safety of any person;

6.3 in order to enforce our Site Terms of Use or terms and conditions of supply and other agreements;

6.4 to successors in title to our business. In the event that we undergo re-organisation or are sold to a third party, you agree that any personal information we hold about you may be transferred to that re-organised entity or third party; and

6.5 to suppliers we engage to process data on our behalf.

We may disclose aggregate statistics about visitors to the Site and sales of exams in order to describe our services to prospective partners, advertisers, and other reputable third parties and for other lawful purposes, but these statistics will include no personally identifiable information.

7. Other websites

The Site may contain links to other websites which are outside our control and are not covered by this Privacy Policy. If you access other websites using the links provided, the operators of these websites may collect personal information from you which will be used by them in accordance with their privacy policy, which may differ from ours. Please check these policies before you submit any personal data to these websites.

8. Access to your personal information

You have a legal right under the Data Protection Act 1998 to a copy of all the personal information we hold about you. To obtain a copy of the personal information we hold about you, please write to us at privacy@trinitycollege.com. You may be charged a fee not exceeding £10 for us to provide this information to you. You also have the right to correct any errors in that information. You have a right to prevent the use of your personal data for direct marketing purposes.

9. Security

We place great importance on the security of all personally identifiable information associated with our users. We have security measures in place to attempt to protect against the loss, misuse and alteration of personal information under our control. For example, our security and privacy policies are periodically reviewed and enhanced as necessary and only authorised personnel have access to personal information. Whilst we cannot ensure or guarantee that loss, misuse or alteration of information will never occur, we use all reasonable efforts to prevent it.

All the personal information we collect is stored securely on our servers and we use secure internet protocols to protect data collection and processing. Any payment transactions will be encrypted.

The data that we collect from you may be transferred to and stored at a destination outside of the European Economic Area (“EEA”). It may also be processed by staff operating outside of the EEA who work for us or for one of our suppliers. The countries concerned may not have similar data protection laws to the EEA. Where we transfer your information we will take all reasonable steps to ensure that your privacy rights continue to be protected. By submitting your personal data, you consent to this transfer, storing or processing and by using the Site, you consent to the collection and use of information in accordance with this privacy policy.

10. Storage and Internet-based transfers of your personal information

Information that you submit via the Site is sent to and stored on secure servers located in the EEA. Given that the Internet is a global environment, using the Internet to collect and process personal information necessarily involves the transmission of data on an international basis. Therefore, by browsing the Site and communicating electronically with us, you acknowledge our processing of personal information in this way. However, we will endeavour to protect all personal information collected through the Site in accordance with strict procedures and security features to try to prevent unauthorised access.

11. Changes to this Privacy Policy

From time to time we may update this Privacy Policy. When we do we will publish the changes on the Site. If you do not agree to these changes, please do not continue to use the Site. If material changes are made to this Privacy Policy, we will notify you by email or by placing a prominent notice on the Site.

This Privacy Policy was last updated on 19/01/2017.

12. Contacting us

Please submit any questions, concerns or comments you have about this Privacy Policy or any requests concerning your personal data by email to privacy@trinitycollege.com.



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