General Data Protection Regulations 2018
In accordance with the GPDR Statement
GDPR stands for General Data Protection Regulation and replaces the previous Data Protection. It was approved by the EU Parliament in 2016 and comes into effect on 25th May 2018. GDPR states that personal data should be ‘processed fairly & lawfully’ and ‘collected for specified, explicit and legitimate purposes’ and that individuals data is not processed without their knowledge and are only processed with their ‘explicit’ consent. GDPR covers personal data relating to individuals. A1 Dance Academy is committed to protecting the rights and freedoms of individuals with respect to the processing of children’s, parents, visitors and staff personal data. The Data Protection Act gives individuals the right to know what information is held about them. It provides a framework to ensure that personal information is handled properly.
What we do at A1 Dance Academy:
- We collect only data needed to form a contract for the provision of dance classes. This includes student and parent/guardian name, address, student date of birth, contact email and telephone numbers, plus and specific information as maybe required for Health & Safety of the student.
- The School uses contact numbers and emails for newsletters, updates, whole school and individual communication, invoices and general information relating to Dance School activities.
- Emergency Parent contact numbers are stored on a secure database and accessed by teachers for the sole use of emergency contact only.
- We do not disclose or sell personal data to third parties other than passing on specific data as required for the purposes of Royal Academy of Dance (RAD) and Imperial Society of Teachers of Dance (ISTD) dance exams.
- We do not disclose personal data to other members of the School and their families.
- Personal data is stored on a password protected server, that complies with GDPR
- Paper registration forms are stored in a secured filing cabinet at the Principal’s office. Hard copy information is destroyed when no longer required.
Information about individual children is used in certain documents, such as, a weekly register, medication forms and examination documentations. These documents include data such as children’s names, date of birth and emergency contact numbers. The data is stored on a secure, password protected server which complies with GDPR.
A1 Dance Academy collects a limited amount of personal data.for all students enrolled in the school, which is added to the child’s file and stored appropriately. These records are removed if the child does not attend or subsequently leaves the school. Data relating to payments will be maintained for tax purposes.
A1 Dance Academy stores personal data held visually in photographs or video clips or as sound recordings. No names are stored with images in photo albums, displays, on the website or on the A1 Dance Academy social media sites, unless agreed with the pupil(s) parent/carer.
Access to School Email account, Website, personal Data, Social Media Accounts, Newsletters and Examination Details is password protected and is not available to members of the Public, members of the School and or staff. The Principal has sole access to all this data. When a member of staff leaves their access to the data is withdrawn in line with this policy and our Safeguarding policy. Any portable data storage used to store personal data, e.g. USB memory stick, are password protected and/or stored in a locked filing cabinet.
GDPR includes 7 rights for individuals
1) The right to be informed
A1 Dance Academy is registered with the Royal Academy of Dance (RAD) and the Imperial Society of Teachers in Dance (ISTD) and as so, is required to collect and manage certain data. The School collects parent’s and or guardian’s names, addresses, emergency telephone numbers and email addresses. We also collect children’s’ full names, addresses, date of birth along with any SEN requirements and are stored securely and paper registration forms are stored in a secured filing cabinet in the Principal’s office.
This is in respect of our Health and Safety and Safeguarding Policies.
As an Employer of Self Employed practitioners, A1 Dance Academy is required to hold data on its Teachers such as names, addresses, email addresses, telephone numbers and bank details. Information such as Disclosure and Barring Service checks (DBS), personal Public Liability insurance, First Aid, Membership details and any qualification’s. This information stored securely and paper forms are stored in a secured filing cabinet at the School’s office.
2) The right of access
Secure access to personal data stored can be provided to individuals in order to check and maintain personal data held by A1 Dance Academy. All students have an account that can be accessed by the account holder on request in order to ensure accuracy.
At any point an individual can make a request relating to their data and A1 Dance Academy will need to provide a response (within 1 month). A1 Dance Academy can refuse a request, if we have a lawful obligation to retain data but we will inform the individual of the reasons for the rejection.
3) The right to erasure
You have the right to request the deletion of your data where there is no compelling reason for its continued use. However A1 Dance Academy has a legal duty to keep student and parents details for a reasonable time*. A1 Dance Academy retain records relating to student’s accident and injury records for 19 years (or until the child reaches 21 years), and 22 years (or until the child reaches 24 years) for Child Protection records. Self Employed Teaching records will be erased when the member of staff leaves their position. All hard copy information is destroyed.
* A1 Dance Academy holds personal data while the student is registered at the School. The School requires a written notice to leave the School to put into action the erasure of your data. If a record of this is not found, The School will continue to use your data for School purposes only.
4) The right to restrict processing
Data is required contractually in order for students to attend dance classes provided by The School. Parents, visitors and staff can object to A1 Dance Academy processing their data, however, this may result in the student no longer being able to attend classes if adequate information is no longer available.
5) The right to data portability
A1 Dance Academy requires data, for example registration forms to be transferred from student, to teacher, to School Principal. The School also requires to provide data such as student DOB and exam pin number’s to be able to enter students in RAD and ISTD Exams. In this case recipients use secure file transfer systems and have their own policies and procedures in place in relation to GDPR.
6) The right to object
Parents, visitors and staff can object to their data being used for certain activities like marketing or research. A1 Dance Academy does not use personal data for such purposes.
7) The right not to be subject to automated decision-making including profiling.
Automated decisions and profiling are used for marketing based organisations. A1 Dance Academy does not use personal data for such purposes.
Updated July 2020