Privacy Policy
PHOTOGRPAHY/VIDEOGRAPHY POLICY
Images are sometimes taken of children to celebrate success and are then used for publications in Newsletters, on the school’s Facebook page, on the school website and occasionally in the public media. Children’s names are never attached to these images unless written consent is obtained prior to publication.
If you provide permission for photography/videography when registering at Liberty Performing Arts, you consent to images and videos being used to support such activities or in publicity that reasonably celebrates success and promotes the work of the school.
GDPR PRIVACY POLICY
Statement
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. Tip Toe Stage School 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.
Liberty Performing Arts is registered with the ICO (Information Commissioners Office). Certificates are viewable on request.
GDPR includes 7 rights for individuals
1) The right to be informed
Liberty Performing Arts is a registered Performing Arts provider with ISTD and as such, is required to collect and manage certain data. We need to know parents/guardian’s names, addresses, telephone numbers, email addresses, as well as emergency contact details. We need to know children’s’ full names, addresses, date of birth and Education school, along with any medical and SEN requirements. We are requested to provide this data to Essex County Council & other performing council areas in the event of live theatrical performances; this information is sent to the Local Authority via a secure electronic file transfer system.
On occasion we are required to collect certain details of visitors to Liberty Performing Arts. We need to know visits names, telephone numbers, and where appropriate company name. This is in respect of our Health and Safety and Safeguarding Policies.
As an employer Liberty Performing Arts is required to hold data on its Teachers; names, addresses, email addresses, telephone numbers, date of birth, National Insurance numbers, 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. This information is sent via a secure file transfer system to Due Diligence Checking for the processing of DBS checks. 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 Liberty Performing Arts will need to provide a response (within 1 month). Liberty Performing Arts 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. The individual will have the right to complain to the ICO if they are not happy with the decision.
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 Liberty Performing Arts has a legal duty to keep children’s and parents details for a reasonable time. Liberty retains these records for 3 years after leaving the school. Children's accident and injury records are retained for 19 years (or until the child reaches 21 years), and 22 years (or until the child reaches 24 years) for Child Protection records. Staff records must be kept for 6 years after the member of leaves employment, before they can be erased. This data is archived securely onsite and shredded after the legal retention period.
4) The right to restrict processing
Parents, visitors and staff can object to Liberty Performing Arts processing their data. This means that records can be stored but must not be used in any way, for example reports or for communications.
5) The right to data portability
Liberty Performing Arts requires data to be transferred from one IT system to another; such as from Liberty to the Local Authority for performance BOPA licences, and dance Associations for examinations. These 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.
7) The right not to be subject to automated decision-making including profiling.
Automated decisions and profiling are used for marketing based organisations. Liberty Performing Arts does not use personal data for such purposes.
Storage and use of personal information
To ensure all personal information is maintained in the most secure manner. Liberty Performing Arts subscribe to Membermeister which is a cloud hosted, password encrypted software platform. All data stored within Membermeister is strongly encrypted using industry standard SSL encryption. Data stored on here will include student’s records, attendance registers, waiting lists and invoices.
On occasion paper documents of personal data may be required, such as ticket order forms, costume requests, etc. These hard copies will be kept in a locked filing cabinet within the home of the Liberty Performing Arts principal teacher and will be shredded when no longer required. Access to all Office computers is password protected.
Liberty Performing Arts 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 Liberty Performing Art’s social media sites. Images/videos are only shared where parents have provided consent.
Summary
GDPR means that Liberty Performing Arts must;
* Manage and process personal data properly
* Protect the individual’s rights to privacy
* Provide an individual with access to all personal information held on them