Privacy Policy
Under data protection law, individuals have the right to be informed about how we use the personal data we hold about them.
Tina’s School of Dance understands that your privacy is important to you and that you care about how your information is used and shared. We respect and value the privacy of everyone who enquiries about or uses our services and will only collect and use your data in ways that are useful to you and in a manner consistent with your rights and our obligations under the law.
Any personal information you share with us will be processed in accordance with the Data Protection Act and we will regularly review our privacy policy. Tina’s School of Dance will not share your data without your permission and we will never sell your data.
This privacy policy tells you what to expect when we collect your data.
All individuals associated with Tina’s School of Dance [staff, parents, students] have the right to:
1 Access their data easily
2 Have their data rectified/updated upon request
3 Have their data removed
4 Restrict any processing of their data
5 Move their data
6 Object to their data being used
This privacy policy explains how we collect, store and use personal data about our customers [parents and carers] and students.
Tina’s School of Dance, “it’s Our Time” Training Academy, 21 Taylor St, Luton, Beds, LU2 0EY, we are the for the purposes of data protection law the “data controller”.
The lead contact for data protection is Tina Buhagiar
We are registered with the ICO
The personal data we hold
Personal data that we may collect, use, store and share about pupils includes, but is not restricted to:
Contact details, emergency contact details, date of birth
Results of exams and medals, and internal assessment
Students timetables
Students attendance
Details of medical conditions
Safeguarding information
Photographs
Financial records, when and how payments are made
Why do we use this data?
To maintain business records
General business administration
To comply with the law regarding tax, safeguarding and other business requirements
Support students learning
Monitoring progress
Registers
To share with necessary 3rd parties
Keep you informed of news and events
Invoicing and payment records
We will only collect customers and student’s data were necessary and when the law allows us to. We may process data in situations where we will ask for explicit consent. We will make this clear when we ask for consent and this consent can be withdrawn at anytime.
When we seek to collect information from you that is not mandatory we will explain the possible consequences of not complying.
How we store this data?
Information is collected at registration.
Information is gathered from the details provided in your initial enquiry, by email or telephone.
We store personal data about our customers and pupils using a Data Processor called Thinksmart Software [Dancebiz] this is an online data processor who store the data, via a cloud based server which is hosted in the UK and is GDPR compliant.
We also have a website which is created by a company called Create, they are also GDPR compliant and the website is SSL protected.
Neither of these data processors will pass your details on to a 3rd party for marketing etc.
The devices we use are password protected as are the online systems we use. They are also encrypted. Documents that contain personal data are password protected. In the occasion that we use paper records they are never shared outside of the dance school and are kept secure in a lockable case. The only people who have access to this are those who work at the dance school.
The dance school uses two email providers aol and gmail both companies are GDPR compliant and have their own privacy policies.
Collecting data
The data is collected when customers join the dance school and from time to time we may request further information, if so we will explain why and how the data will be stored. We will also record exam results and reports from events such as competitions.
Data Sharing
We do not share information with 3rd parties unless the law or our policies allow us to.
We may share personal information with:
The local authority to meet safeguarding obligations
Examining boards or 3rd parties associated with events that the dance school is a member of, such as EMDP and One Dance UK, Trinity College.
Event organisers that require details for their records for us to be able to be involved.
We will share joint responsibility with the exam board the UKDDF as data processors for the exam entries and exam results and production of certificates and comment sheets.
Customer and student’s rights regarding personal data
Customers have a right to make a ‘subject access request’ to gain access to personal information that the dance school or exam board holds about them.
Customers can make a request with respect to their child’s data where the child is not considered mature enough to undertake their own rights over their own data [ usually under the age of 12] or were the child has provided consent.
Customers also have the right to make a ‘subject access request’ with respect to personal data the school holds about them.
We will:
Give you a description of it
Tell you why we are holding and processing it and how long we will keep it for
Tell you who it has been, or who it will be shared with
Tell you how long we will hold your data
Once a student no longer attends the dance school and all outstanding invoices are settled the personal details of the customer and the student will be removed from the database.
We will hold onto financial records in line with HRMC guidelines
We will hold onto accident reports until students are 21
Your rights
Under data protection law, individuals have certain rights regarding how their personal data is used and kept safe, including the right to:
Object to the use of personal data if it would cause, or is causing damage or distress
Prevent it being used to send direct marketing
Object to decisions being taken by automated means
In certain circumstances have inaccurate personal data corrected.
Take control of how your data is used
We will use your data to send you invoices and news and information.
We ask for explicit consent to:
Share the relevant data with the UKDDF,forthe purpose of, booking exams and medal awards
Give permission as a joint data controller with the UKDDF for dancer’s names and ages to appear on timetables, which will be displayed in the dance schools waiting room.
Give permission as a joint data controller with the UKDDF for dancer’s names to be printed on certificates.
Give permission as a joint data controller with the UKDDF for dancer’s names, date of birth, P.I.N and exam results to be stored securely by the UKDDF general secretary.
Give permission for the necessary dancer’s data to be given to 3rd parties when taking part at events.
Use data to add the dancer’s names to appear in our show programmes.
Use data to update our star of the day board.
Use data to display information on our noticeboard.
Use photos and videos as a tool for further learning.
Use photos and videos to promote the dance school in marketing material, in printed form, or by email or on our social media platforms.
Have your child appear in our annual show video which is sold as a DVD to TSD families.
If you wish to opt out of, or limit what we send to you and how we use your data please email us at [email protected]
To make a data access request please email [email protected]
Complaints
If you think that our collection and use of personal information is unfair, misleading or inappropriate, or have any other concern about our data processing, please raise this with Mrs Tina Buhagiar.
You may also wish to contact the Information Commissioners Office [ICO] for help or advice. You can find them at www.ico.org.uk
We will review this policy on a regular basis and make updates when it is necessary.
Child Protection Policy
Child Protection
Introduction
The U.K.D.D.F. has also introduced a Child Protection policy, with associated Good Practice Guidelines, in the light of the difficulties in law which would arise both for the Society and for members if a problem arose and due consideration had not been given to the risks involved.
As part of the policy, as well as U.K.D.D.F. employees, members who are in contact with children and vulnerable persons are expected to operate procedures particularly on employment, data protection, procedures at events and photography.
The U.K.D.D.F. has procedures in place so that any allegation or complaints of abuse are taken seriously and investigated, which includes informing the trustees of the complaint. They have the power to suspend the individual against whom the complaint has been made from employment or membership until the investigation is complete and a decision on the action to be taken has been made.
In addition, each member should keep a list of any person in their school, or associated with it, who may have access at any time to records about children, or who may be helping with activities which may bring them into a supervisory contact with children using their facilities, or the U.K.D.D.F.’s facilities, services or activities, whether paid or voluntary. All those on the list should be asked to undergo a disclosure check by the Criminal Records Bureau (CRB) to ascertain their suitability to supervise, protect and safeguard the welfare of children using the U.K.D.D.F. or members facilities.
Children and Vulnerable Persons Protection Policy
1. The U.K.D.D.F. and all its members are aware that children under 18 and vulnerable persons of any age can be involved in their activities and that they have a responsibility, within the limits of their control and jurisdiction, to protect and safeguard the welfare of every such child and vulnerable person.
2. It is the policy of the U.K.D.D.F. that all children and vulnerable persons have the right to protection from abuse. All trustees, employees and members who are in contact with such children and vulnerable persons are expected to be familiar with and to apply the procedures on:
• Employment including temporary/sub-contracted staff, and examiners
• Data protection, especially in regard to children
• Procedures at U.K.D.D.F. events, competitions, and courses
• Procedures for examiners
• Photography and video recording
The Council will ensure that the following procedures are in place so that any allegation(s) or complaints of abuse are taken seriously and investigated.
3. Any complaint or incident to be reported under this policy should be reported in the first instance to the person in charge of the event or activity indicating that an abuse of a child or vulnerable person’s welfare may have taken place. If the person in charge is the person against whom the complaint is being made, the matter should be referred to the Chief Executive or if the complaint is about him, to the Chairman of the U.K.D.D.F.
4. On receipt of a complaint the Chief Executive (Chairman) will convene, as soon as possible, a committee of three trustees to hear and investigate the complaint. All parties to the complaint will have the right to be heard, including the parents or legal guardian(s) of the child or vulnerable person concerned.
5. The trustees will be informed of the complaint and have the power to suspend the individual(s) against whom the complaint has been made from employment or membership until the investigation is complete and a decision on the action to be taken has been made.
6. The U.K.D.D.F. has a person who is appointed as a Child Protection officer to advise on procedures to ensure the U.K.D.D.F. and its members are aware of their responsibilities, and is responsible for liaising with its Umbrella Body on CRB Disclosures. In co-operation with the Chief Executive the Child Protection Officer will keep and update a list (the List) of all U.K.D.D.F. employees and each member will likewise keep a list of any other person who, from time to time, may have access to records about children, or who may be helping with activities which may bring them into a supervisory contact with children using their facilities or the U.K.D.D.F.’s facilities, services or activities, whether paid or voluntary.
7. All persons noted in the List will be asked to undergo a disclosure check by the Criminal Records Bureau (CRB) to ascertain their suitability to supervise, protect and safeguard the welfare of children using the U.K.D.D.F. or members facilities.
8. A copy of this policy document and guidelines on good practice will be given to all persons noted in the List. The Chief Executive will ensure that the policy and its implementation will be kept under review. The final status of the CRB check will be will be reported direct to the Chief Executive and be held securely in confidence.
Child Protection – Good Practice Guidelines
The following are common sense examples of how to create a positive culture and climate:
Good practice
• Always work in an open environment (e.g. avoid private unobserved situations and encourage open communication with no secrets).
• Treat all children equally and with respect and dignity.
• Always put the welfare of each child first.
Practices to be avoided
• Avoid spending time alone with children away from others save in essential one to one situations when extreme care should be exercised.
Practices never to be sanctioned
• Allowing or engaging in horseplay, physical or sexually provocative games.
• Allowing or engaging in any form of inappropriate touching.
• Making sexually suggestive comments to a child or young person, even in fun.
• Reducing a child to tears as a form of control.
• Failing to act on and record any allegations made by a child.
Incidents that must be reported/recorded
If any of the following occur during or in the context of an U.K.D.D.F. event or activity, it should immediately be reported to the designated Child Protection Officer:
• If you accidentally hurt a child.
• If a child appears to be sexually aroused by your actions.
• If a child misunderstands or misinterprets something you have done.
• If a child is unusually distressed and you have any suspicions of or concerns about potential abuse.