Privacy Policy

LOUISE WRIGHT THEATRE SCHOOLPrivacy Notice & Data Protection Policy

Last Updated: February 2026
Next Review: February 2027

1. Who We Are

Louise Wright Theatre School (LWTS) is committed to protecting and respecting your privacy.

LWTS is the Data Controller for the personal data we process.

We process personal data in accordance with:

• UK General Data Protection Regulation (UK GDPR)

• Data Protection Act 2018

For data protection enquiries, please contact:

Louise Wright
Owner & Principal
Email: [email protected]
Telephone: 07900 992803

ICO Registration Number ZA777717

2. The Information We Collect

We collect personal data necessary to provide our services safely and effectively.

Parent/Guardian Information:

• Full name

• Address

• Email address

• Telephone numbers

• Emergency contact details

• Payment information (where applicable)

Student Information:

• Full name

• Date of birth

• Address

• School attended (where relevant for licensing)

• Medical information relevant to participation

• SEN or additional support needs

• Emergency contact details

Staff & Freelance Teacher Information:

• Name

• Address

• Email and telephone details

• Date of birth

• National Insurance number

• Bank details

• DBS certification details

• Relevant qualifications

• Photographic ID (where required)

We only collect data that is necessary and proportionate.

3. Lawful Basis for Processing

Under UK GDPR, we rely on the following lawful bases:

Contract

Processing necessary to deliver classes, workshops, performances, examinations and related services.

Legal Obligation

Processing required to comply with:

• HMRC regulations

• Child protection legislation

• Health & Safety requirements

• Licensing authorities

• Safeguarding obligations

Legitimate Interests

Administrative management, communication regarding services, and ensuring safe operations, provided this does not override your rights.

Vital Interests

Processing medical information necessary to protect a child’s health or safety.

Consent

Where required, including:

• Photography and video use

• Marketing communications
  Consent may be withdrawn at any time.

4. How We Use Your Information

We use your information to:

• Register students

• Maintain class registers

• Contact parents regarding classes/performances/exams

• Process payments and invoices

• Enter students for examinations

• Apply for performance licences

• Maintain safeguarding records

• Respond to enquiries or complaints

• Ensure the safety and welfare of students

We do not sell personal data and do not share it for third-party marketing purposes.

5. Photography & Media

LWTS may take photographs or videos during classes, workshops, rehearsals, and performances.

• Parental consent is obtained before images are used externally.

• Images are used for marketing, promotional and educational purposes.

• Names are not published alongside images without additional consent.

• Images are stored securely on password-protected devices.

• Consent can be withdrawn at any time by contacting us.

Please note that social media platforms are public domains and images may be shared by others once published.

6. Data Sharing

We may share information where necessary with:

• Examination boards (e.g. NATD, LAMDA)

• Licensing authorities

• Local authorities

• Our secure class management system provider

• Professional advisers where legally required

We use reputable third-party processors and have appropriate data processing agreements in place.

We do not transfer personal data outside the UK/EEA without appropriate safeguards.

7. Data Retention

We retain data only for as long as necessary.

Typical retention periods include:

• Financial records: 6 years (HMRC requirement)

• Accident records: Until child reaches age 21

• Child protection records: Until child reaches age 24

• Student registration records: Up to 3 years after leaving

• Staff records: 6 years after engagement ends

After retention periods expire, data is securely destroyed or permanently deleted.

8. Data Security

We take appropriate technical and organisational measures to protect personal data, including:

• Password-protected databases

• Restricted access controls

• Locked filing cabinets

• Secure third-party systems

• Removal of system access when staff leave

• Encrypted devices where applicable

While we take all reasonable precautions, no online system can be guaranteed 100% secure.

9. Your Rights

Under UK GDPR, individuals have the right to:

• Be informed about how data is used

• Request access to personal data

• Request correction of inaccurate data

• Request erasure (where lawful)

• Restrict processing

• Object to processing

• Data portability

• Not be subject to automated decision-making

To exercise your rights, please contact [email protected].

We will respond within one calendar month.

10. Data Breaches

In the event of a data breach that poses a risk to individuals' rights and freedoms, LWTS will:

• Investigate immediately

• Take corrective action

• Notify the Information Commissioner’s Office (ICO) within 72 hours if required

• Inform affected individuals where necessary

11. Legal Disclosure

We may disclose personal data where required by law, court order, or regulatory authority.

12. Updates to This Policy

We review this policy annually or when legislation changes.

If significant updates are made, we will notify parents directly.

Signed: 

Louise Wright
Owner & Principal
Louise Wright Theatre School