Adele Francesca Performance Academy

Privacy Policy

ADELE FRANCESCA PERFORMANCE ACADEMY GDPR POLICY

GDPR stands for General Data Protection Regulation and replaces the previous Data Protection Directives that were in place. 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.

Adele Francesca Performance 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.

GDPR INCLUDES 7 RIGHTS FOR INDIVIDUALS

1) THE RIGHT TO BE INFORMED

Adele Francesca Performance Academy is required to collect and manage certain data. We need to know parent’s names, addresses, telephone numbers, email addresses. We need to know children’s full names, addresses, date of birth along with any SEN or medical requirements.

We are required to collect certain details of visitors and chaperones who come to Adele Francesca Performance Academy. We need to know visitors and chaperones names, telephone numbers, and where appropriate company name. This is in respect of our Health and Safety and Safeguarding Policies.

Although our teachers are freelance, Adele Francesca Performance Academy is required to hold data on its Teachers; names, addresses, email addresses, telephone numbers, date of birth, National Insurance numbers and in some cases, photographic ID such as passport and driver’s license, bank details. This information is also required for Disclosure and Barring Service checks (DBS) and proof of eligibility to work in the UK. DBS Numbers and date of issue are also held on a central staffing record. 

2) THE RIGHT OF ACCESS

At any point an individual can make a request relating to their data and Adele Francesca Performance Academy will need to provide a response (within 1 month). Adele Francesca Performance 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, Adele Francesca Performance Academy has a legal duty to keep children’s and parents details for a reasonable time. Adele Francesca Performance Academy retain these records for 3 years after leaving the dance school, children'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.

Teachers records must be kept for 6 years after they leave, before they can be erased.

This data is archived securely at the Principals home address and shredded after the legal retention period.

4) THE RIGHT TO DATA PORTABILITY

When/If Adele Francesca Performance Academy requires data to be transferred from one IT system to another; such as from Adele Francesca Performance Academy to LAMDA or Derby City Council. These recipients use secure file transfer systems and have their own policies and procedures in place in relation to GDPR.

5) THE RIGHT TO OBJECT

Parents, visitors and staff can object to their data being used for certain activities like marketing or research. Please read tick boxes upon entry into Class Manager and TERMS AND CONDITIONS to confirm your acceptance to actions such as, photography and videos for Adele Francesca Performance Academy social media links and display boards.

6) THE RIGHT NOT TO BE SUBJECT TO AUTOMATED DECISION-MAKING INCLUDING PROFILING

Automated decisions and profiling are used for marketing based organisations. Adele Francesca Performance Academy does not use personal data for such purposes.

 

STORAGE AND USE OF PERSONAL INFORMATION

All paper copies of children's and staff records are kept in a locked filing cabinet at the Principals home address. 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, medication forms, referrals to external agencies and disclosure forms. These documents include data such as children's names, date of birth, contact numbers and sometimes address. These records are shredded after the relevant retention period. Registration Forms also include parent/carer contact information, this will be logged on Principal teachers work phone which is password protected; providing your number gives consent for Adele Francesca Performance Academy to text/call/email you about Academy updates, classes, cancellations, student concerns or in event of an accident or emergency. When a teacher leaves the company these passwords are changed 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.

Adele Francesca Performance Academy collects a large amount of personal data every year including; names and addresses of those on the waiting list. These records are deleted and shredded if the child does not attend or added to the child’s file and stored appropriately.

Adele Francesca Performance Academy stores personal data held visually in photographs or video clips via the Academy camera and Principal phone (please tick box when registering if you give consent). Students first names will be used on social media platforms when celebrating achievements, birthdays etc.