Privacy Policy
Data Protection Policy - The Sapphire Stage Academy
Statement
GDPR stands for General Data Protection Regulation and replaces the previous Data Protection.
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 Sapphire Stage 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
The Sapphire Stage Academy is a registered Performing Arts provider with BTDA and as such, 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. We are requested to provide this data to Dorset County Council & other performing council areas; this information is sent to the Local Authority via a secure electronic file transfer system.
We are required to collect certain details of visitors to our Schools. 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 The Sapphire Stage Academy 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 Capita 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 The Sapphire Stage Academy will need to provide a response (within 1 month). The Sapphire Stage 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 deletion of your data where there is no compelling reason for its continued use. However The Sapphire Stage Academy has a legal duty to keep children’s and parents details for a reasonable timeThe Sapphire Stage Academy retain these records for a minimum of 3 years after leaving the 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 and shredded after the legal retention period.
4) The right to restrict processing
Parents, visitors and staff can object to The Sapphire Stage 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
The Sapphire Stage Academy requires data to be transferred from one IT system to another; such as from The Sapphire Stage Academy 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.The Sapphire Stage Academy does not use personal data for such purposes.
Storage and use of personal information
All copies of children's and staff records are kept safely in our online systems only accessible to Miss Saphii. Members of staff can have access to these files if required in emergencies but information taken from the files about individual children is confidential and apart from archiving, these records remain confidential. These records are archived when students leave.
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. These records are deleted after the relevant retention period.
The Sapphire Stage Academy collects a large amount of personal data every year including; names, addresses and date of births. These records are archived if the child does not attend or added to the child’s file and stored appropriately.
The Sapphire Stage Academy 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 The Sapphire Stage Academy social media sites. The only exception to this will be our teaching staff where only first names may be used.
Access to all The Sapphire Stage Academy computers and IPads are password protected. When a member of staff 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.
GDPR means that The Sapphire Stage 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