Last updated on 14th December 2020
Dance Adventures is committed to process any personal information it holds only in ways that are fair, transparent and in accordance with the Data Protection Act 1998 and its successor the General Data Protection Regulations (GDPR) which came into effect on 25th May 2018.
Dance Adventures will take particular care over email addresses which, in addition to the GDPR, are subject to the Privacy and Electronic Communication Regulations (PECR).
The legislation sets out various data protection principles. These ensure that personal information is:
- used fairly and lawfully
- used for limited, specifically stated purposes
- used in a way that is adequate, relevant and not excessive
- kept for no longer than is absolutely necessary
- kept safe and secure
- not transferred outside the European Economic Area without adequate protection
As the data controller, Dance Adventures will process any confidential information given during registration. The data will be stored securely, no longer than necessary and solely for the completion of the centre’s activities.
GDPR includes 7 rights for individuals:
1) The Right to be informed
What data is stored
Parent/Carer’s names and contact details plus student’s name, address, contact details, date of birth, medical information, special educational needs information, consent to photograph and video for students.
Parent/Carer or student contact details will be used only to email relevant communications pertaining to their child’s class or course, invoicing and newsletters holding important information and term dates. Telephone numbers may be used as a secondary form of contact for urgent or important information.
Student names, dates of birth, medical information, special educational needs information and emergency contact information are required for health and safety and child protection purposes.
Staff and Teachers
As an employer, Dance Adventures is required to hold data on its staff and teachers; names, addresses, email addresses, telephone numbers, date of birth, National Insurance Numbers, photographic ID, right to work, bank details. This information is also required for Disclosure and Barring Service checks (DBS) and proof of eligibility to work in the UK.
2) The right of access
All students, participants, parents and staff have the right to know what personal information is held about them.
Dance Adventures tries to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by asking. Dance Adventures will provide response within one month. If we do hold information about you, we will:
- give you a description of it
- tell you why we are holding it
- tell you who it could be disclosed to
- let you have a copy of the information in an intelligible form.
3) The right to erasure
All students, participants, parents and staff have the right to withdraw their consent for their personal data to be retained at any time, where there is no compelling reason for its continued use such as HMRC records, Child Protection Records, etc.
Once the legal retention period has elapsed, records will be securely destroyed and any paper records shredded.
*To withdraw or request information, contact 0751 349 555 or email@example.com
*Please be advised, if a parent wishes to withdraw personal information while their child is still enrolled in classes with Dance Adventures, this may affect their ability to continue in classes due to health and safety and child protection reasons.
4) The right to restrict processing
All students, participants, parents and staff can object to Dance Adventures processing their data. This means that records can be stored but must not be used in any way, for example for exam submissions, reports or communications.
5) The right to data portability
Dance Adventures holds data on computer systems. In cases where this system fails, paper registers will be used by teachers and securely shredded once the information on attendance is transferred to the computer system.
6) The right to object
All students, participants, parents and staff can object to their data being used for certain activities like marketing or research.
7) The right not to be subject to automated decision-making including profiling.
Automated decisions and profiling are used for marketing based organisations and in some organisations for the purposes of staff recruitment. Dance Adventures does not use personal data for such purposes.
HOW DANCE ADVENTURES COLLECTS AND STORES DATA
All paper copies of children’s and staff records are kept safely. Members of staff can have access to these files but information taken from the files about individual children is confidential and, apart from archiving, these records remain on site at all times. These records are shredded after the retention period.
Information about individual children is used in certain documents such as a weekly register. These documents include children’s names, dates of birth and addresses. These records are shredded after the relevant retention period.
Dance Adventures stores personal data held visually in photographs or video clips or as sound recordings, only when written consent has been given. No names are stored with images in photo albums, displays, on the website or on Dance Adventures’ social media sites.
Dance Adventures uses external services for the purpose of sign-up forms, class bookings, online payments, accounting, payroll and newsletters. Dance Adventures ensures that all Data Processors used, participate in the EU-US Privacy Shield Framework and comply with the Privacy Shield Principles (https://www.privacyshield.gov), are GDPR compliant, or have a processor agreement in place to protect your data.
Dance Adventures takes payment by cash or bank transfer.
All students, participants, parents and staff have the right to complain to the Dance Adventures admin at danceadventureslondon@gmIail.com and/or ICO (Information Commissioner’s Office), if they believe there is a problem with how their data is handled.