Rebekah Brown

Privacy Policy

General Data Protection Regulation 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 came 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. The Rebekah Brown Dance Academy (RBDA) is committed to protecting the rights and freedoms of individuals with respect to the processing of children's, parents, visitors, volunteers 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.

 

Rebekah Brown Dance Academy is registered with the ICO (Information Commissioners Office) under registration reference:  ICO:00010072736              

 

Certificates are available to see upon request to RBDA.

 

 

 

GDPR includes 7 rights for individuals

 

1) The right to be informed

 

Rebekah Brown Dance Academy is registered with the ISTD and RAD Dance examination boards and as so, 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 and Education school, along with any SEN requirements and health conditions.

 

We are requested to provide this data to various councils for various documents needed for our shows; this information is sent to the Local Authority via a secure electronic file transfer system.

 

If the Rebekah Brown Dance Academy hires in staff it 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 Disclosure Services for the processing of DBS checks. DBS Numbers and date of issue are also held on a central staffing record.

 

Rebekah Brown Dance Academy uses Cookies on its website to collect data for Google Analytics, this data is anonymous.

 

 

2) The right of access

 

At any point an individual can make a request relating to their data and Rebekah Brown Dance Academy will need to provide a response (within 1 month).

 

Rebekah Brown 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. 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 of your data where there is no compelling reason for its continued use. However, Rebekah Brown Dance Academy has a legal duty to keep children’s and parents details for a reasonable time*, Rebekah Brown Dance Academy retain these records for 3 years after leaving 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.

 

Staff records must be kept for 6 years after the member of leaves employment, before they can be erased. This data is archived securely at Rebekah Brown (Principal/Owner) home address and shredded after the legal retention period.

 

 

 

4) The right to restrict processing

 

Parents, visitors and staff can object to Rebekah Brown Dance Academy 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

 

Rebekah Brown Dance Academy requires data to be transferred from one IT system to another; such as from RBDA 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. Rebekah Brown Dance Academy does not use personal data for such purposes.

 

 

 

Storage and use of personal information

Any paper copies of children's and staff records are kept in a locked filing cabinet at Rebekah Brown (Principal/Owners) home address. Future 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 at the address 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 and sometimes address and education school. These records are shredded after the relevant retention period.

 

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

 

Rebekah Brown Dance Academy stores personal data held visually in photographs or video clips or as sound recordings, unless written consent has been obtained. No names are stored with images in photo albums, displays, on the website or on Rebekah Brown Dance Academy  social media sites. Parents have the right for any unwanted images to be removed from any of these medias.

 

Access to all Office computers is password protected. If a member of staff leaves the RBDA 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.


RBDA uses the following companies and have read the GDPR policies to ensure they comply with that of RBDA.

 

GDPR means that Rebekah Brown Dance Academy 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

 

This Policy was adapted by Rebekah Brown Dance Academy 12/06/2018.

 Signed on behalf of the Rebekah Brown Dance Academy

 

Policy review date: July 2024