All data will be confidential and kept securely. Measures will be taken to make sure that no one other than staff at Wightmore School of Dance have access to personal data.
Information will be used to contact you in an emergency and when contacting a health professional. Information will also be used when entering you/your son/daughter for Royal Academy of Dance, Imperial Society of Teachers of Dancing, Acrobatic Arts examinations. Health data will give us the information to find the best possible teaching methods for you/your child’s needs.
Your information may also be used when applying for children’s performance licenses and entering for British Federation Dance Festivals/All England Dance. Sometimes we are asked to give theatre organisations a list of all students taking part in a production.
Upon request all data can be deleted at any time. We will only keep data as long as we need it and data will be erased from our records when your you/son/daughter no longer attends our dance classes. Please see retention periods in our policy attached.
To manage the quality of our classes from time to time we will record/video classes and performances to moderate them. These will be archived and stored securely.
Parental consent will always expire when the child reaches the age of understanding-or the age at which they can consent for themselves(UK-age 13).
By enrolling at Wightmore School of Dance you give permission to gather your information. You have the right to withdraw consent any any time.
Would you like us to continue contacting you?
We may, on occasion, still need to send you important service messages. Wightmore School of Dance will process your data for the primary purpose for which it was collected, for example to provide you with services, update you with upcoming events, news.
So if you wish to continue hearing from us you will need to tick and opt in to receiving newsletters.
We are committed to using your personal information in accordance with other responsibilities. We are required to provide you with the information in this privacy notice under applicable law which includes:
General Data Protection Regulation (EU)
We wouldn’t do anything with your data you wouldn’t reasonably expect.
When you indirectly give us information
When you interact with us on social media platforms such as Facebook, Twitter, Instagram we may also obtain some personal information about you. The information we receive will depend on the privacy preferences you have set on each platform and the privacy policies of each platform. To change your settings on these platforms, please refer to their privacy notices.
For the purpose of GDPR the data controller for Wightmore School of Dance is Christina Wightmore.
Wightmore School of Dance provides strict procedures in the storage and disclosure of information which you have given us, to prevent unauthorised access. We will not sell or pass your details to third parties unless permission has been given to do so. Our security procedures mean that we may occasionally request proof of identity before we are able to disclose sensitive information to you.
General Data Protection Regulation Policy
GDPR stands for General Data Protection Regulation and replaces previous Data Protection.
Directives that were in place.
It was approved by the EU Parliament in 2016 and came into affect on 25th May 2018.
GDPR states that personal data should be; processed fairly and 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. Wightmore School of Dance is committed to protecting the rights and freedoms of individuals with respect to the processing or 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.
Wightmore School of Dance is registered with the ICO (Information Commissioners Office)under registration reference:ZA380908
Certificates are on display on the parents’ notice board.
GDPR includes 7 rights for individuals
1) The right to be informed
Wightmore School of Dance is a registered Performing Arts provider with the Royal Academy of Dance (RAD), Imperial Society of Teachers of Dancing(ISTD) and Acrobatic Arts. Affiliation with these organisations requires us to collect and manage certain data.
We require parents’ names, addresses, date of birth and health information. It is very important to understand students state of health, so that we teach than appropriately and don’t risk causing harm.
Information will be used to contact you in an emergency. All data is locked securely, when being transported to dance classes and performances. We also use admin software Classmanager which is GDPR compliant. We use zoom for all online classes. All links and passwords are sent using Classmanager. Online live streamed classes are locked at the beginning of the lesson and participants are made aware that their video taken on their device and user name will be visible to the host and attendees.
We have no affiliation with zoom. You must read and judge the terms and conditions of using zoom for yourself.
We also sometimes need your personal data when applying for performance licenses. This is done securely through Babcock Ldp and all personal information, photographs are send recorded delivery.
When we are entering students for RAD, ISTD, Acrobatic Arts examinations and also entering students for British Federation Dance Festivals we are required to share data with these organisations.
Often we are asked to give theatre organisations a list of all students taking part in productions. We are required to collect details of visitors to our dance school. We need to know visitors names, telephone numbers, and where appropriate, company names. This is respect of Health and Safety and Safeguarding policies.
As a employer Wightmore School of Dance 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 securely DBS numbers and date of issue are also held on a central staffing record.
Legitimate interest- To manage the quality of our classes and performances from time to time we will record/video classes and performances to moderate and keep upholding a good standard of training. These recordings will be kept on a memory card and stored in a locked cabinet.
2) The right to access
At any point an individual can make a request relating to their data and Wightmore School of Dance will need to provide a response(within one month). Wightmore School of Dance can refuse a request, if they have a lawful obligation to retain data but will inform the individual of the reason 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 it erase
You have the right to request the deletion of your data where here is no compelling reason for it continued use. However Wightmore School of Dance has a legal duty to keep Children’s and parents’ details for a reasonable time. Wightmore School of Dance retain these records for up to 3 years after leaving the dance school, children’s’ accident and emergency records for up to 19 years(or until the child reaches 21 years) and 22 years (or until the child reached 24 years) for child protection records. Staff records must be kept for 6 years after the member leaves employment, before they can be erased. This data is archived securely on site and shredded after the legal retention period.
4) The right to restrict processing
Parents, visitors and staff can object to Wightmore School of Dance processing their data. This means that records can be stored but must no be used in any way, for example reports or for communications.
5) The right for data portability
Wightmore School of Dance requires data to be transferred form one IT system to another; such as from Wightmore School of Dance to the Local Authority for performance licenses, 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 and research.
7) The right to be subject to automated decision-making including profiling
Automated decisions and profiling are used for marketing based organisations. Wightmore School of Dance does not use personal data for such purposes.
Storage and use of personal information
All paper copies of childrens’ and staff records are kept in a locked filing cabinet at Wightmore School of Dance administration office, Tiverton. Members of staff can have access to these files but information taken from these files about individual children is confidential and apart from archiving, these records remain on site at 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. These records are shredded after the retention period.
Wightmore School of Dance collects a large amount of data every year, including names and addresses of those on the waiting list. These records are kept on Classmanager which is password protected and GDPR Compliant. The data is deleted of the child does not attend.
Wightmore School of Dance stores information about individual children in the Classmanager Admin Software to generate invoices, receipts and email or message parents. This software is GDPR compliant. Information regarding families’ involvement with other agencies is stored both electronically and password protected and in paper format. This information is kept in a locked filing cabinet in Wightmore School of Dance administration office, Tiverton. These records are shredded after the relevant retention period.
Wightmore School of Dance stores personal data held visually in photographs or video clips or as sound recordings, only when written consent has been obtained. No names are stored with the I’m ages in photo albums, on displays, on our website or on Wightmore School of Dance social media sites.
Access to all office computers is password protected. When a member of staff leaves the company these passwords are changed in line with this policy and put 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 Wightmore School of Dance 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 at a meeting at Wightmore School of Dance January 2020
Signed on behalf of Wightmore School of Dance