• This Privacy Policy lays out the procedures undertaken by me, Gillian Ramm (operating under the name Gillian Ramm All Voice) to ensure that all data handling is compliant with relevant data protection legislation. It has been written in accordance with the information provided by the Information Commissioner’s Office, of which I am a member.

    Email: gillian@gillianrammallvoice.co.uk

    Phone 07775682821

    ICO membership reference number ZC241279

    Establishing a lawful basis for handling data:

    This policy will document the ‘lawful basis’ by which I, Gillian Ramm, handle data. This ‘lawful basis’ is set out in Article 6 of GDPR. The lawful basis may be as follows:

    (1) Where express consent has been given, Gillian Ramm utilises email or telephone in order to communicate lesson (vocal coaching, spoken voice conditioning) or treatment availability (vocal massage and voice rehabilitation).

    (2) Credit Card data; Card data is processed via the platforms Stripe (if booking and paying for a session directly via my Google workspace calendar) or my Sumup business account using direct payment links or in-person card payments.

    Legal Obligations

    As a service providing 1:1 vocal tuition, manual therapy and rehabilitative services, an intake form is filled out in collaboration with me which may contain information about previous education and/or medical history. This data is collected and stored in a secure, password-protected google folder only accessible by me. Online lessons are recorded and shared using my Zoom business account or Google Meet. I have disabled the AI notetaking features on both platforms.

    Zoom or Google Meet recordings are only accessible by me and shared with clients directly using a password protected link. Any lesson recordings older than 3 months are deleted.

    Sharing information

    On occasion I will need to share some medical information with another practitioner such as an ENT, Speech Therapist, Vocal Manual Therapist or GP. Clients (or their carers in the case of under 18’s) will always be informed and asked for express consent on these occasions and any information will only be shared with password protected documents or private telephone conversations. All other information is kept in the strictest confidence.

    Lesson bookings

    Only minimal data will be collected to enable this to take place appropriately. Such data will include: Email addresses and a telephone number (of the client or parent of the client if under 18yrs) along with card details in the case of direct payment at point of booking. The above specified information enables appropriate invoicing and communication to take place. Data will be stored for accounting purposes only using GDPR compliant software Intuit Quickbooks or SumUp. At no point, will data be passed on to any other organisation.

    Note taking on client sessions

    In order to deliver a high-quality service, I take notes on client sessions to ensure good follow-up in future sessions. These notes could include the exercises implemented, songs covered and any future goals set. In the case of vocal massage, notes are kept on the areas of the body covered and any significant responses. Only necessary notes are made to ensure my coaching meets a high standard.

    Ensuring right of access to personal data

    I will allow a right of access to both personal data and supplementary at the request of the client (or parent in the case of clients under the age of 18). Any requests for information will be provided within one month of receiving the request. Responses will be provided in an electronic format.

    Ensuring right to rectification

    Gillian Ramm recognises that an individual has the right to have inaccurate personal data rectified or completed if incomplete. Requests for rectification can be made either verbally or in writing via email. Gillian Ramm will ensure that rectification will occur within one month of the request being made.

    Ensuring right to erasure

    Gillian Ramm recognises the rights of individuals to have their personal data erased. A request for erasure may be made either verbally or in writing. I will respond to the request within one month of it being made. I undertake a regular audit of stored notes on previous clients and delete irrelevant notes.

    Ensuring accountability and governance

    In accordance with Article 5 (2) I ensure accountability and governance through the following procedures: Regular internal audits; Appropriate training; Maintenance of relevant processing documentation; Appointment of a Data Protection Officer(Gillian Ramm); Data Protection Impact Assessments. A data protection impact assessment will be carried out where processing is likely to result in a high risk to an individual's interests.

    Security

    Gillian Ramm ensures that all data will be processed and stored securely to meet GDPR requirements.

    Personal data breaches

    Gillian Ramm will report any personal data breaches that risk rights and freedoms of a data subject to the relevant parties involved. All breaches of data will be recorded.

    Gillian Ramm 2026