GDPR stands for General Data Protection Regulation and replaces the previous Data Protection. It was approved by the EU Parliament in 2016 and comes 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. Springs Dance 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.
How we use and store your data
SDA uses contact numbers and emails for communication with and updates to parents and carers
Emergency contact numbers are used for the use of emergency contact
SDA stores information about individual children for recording and attendance purposes. These documents include data such as children’s names, date of birth, emergency contact numbers, the school attended and any medical or learning needs
Personal data is stored in a locked, password protected computer database
SDA do not disclose personal data to other members of the Academy or their families
SDA no longer stores hard copies of personal data. Any previously completed forms have been shredded and disposed of accordingly.
Springs Dance Academy stores personal data held visually in photographs or video clips. No names are stored with images in photo albums, displays, on the website or on social media sites without express permission
Access to the school email account, website, personal data, social media accounts and examination details is password protected and is not available to members of the Public, members of the Academy and/or it’s staff. The Principal (Anna Toner) has sole access to all this data.
SDA will provide names and dates of birth to our official examining body (IDTA) when an examination is taken
SDA will provide names, addresses, dates of birth and school attended to the local council when producing a show in order to obtain an exemption licence for child performances
SDA uses the software ‘membermeister’ to process invoices and payments.
Names and e-mail addresses of members will be uploaded via spreadsheet and used for the sole purpose of generating and sending an invoice.
GDPR includes 7 rights for individuals
1) The right to be informed
Springs Dance Academy is registered with the International Dance Teachers’
Association (IDTA) and as such, is required to collect and manage certain data.
The Academy collects parents’ and/or guardians’ names,
addresses, emergency telephone numbers, medical information, email
addresses and the school attended.
2) The right of access
At any point an individual can make a request relating to their data and Springs Dance Academy will need to provide a response (within 1 month). Springs 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.
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, Springs Dance Academy has a legal duty to keep student and parents details for a reasonable time*. Springs Dance Academy retain any records relating to student’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.
*Springs Dance Academy holds personal data while the student is registered at the Academy. Once the student leaves, data will be deleted within 3 months.
4) The right to restrict processing
Parents, visitors and staff can object to Springs Dance Academy processing their data. This means that records can be stored but must not be used in any way.
5) The right to data portability
Springs Dance Academy requires data, for example registration forms to be transferred from student, to the Principal. The Academy is also required to provide data such as student DOB and exam pin numbers to be able to enter students in IDTA Exams. In this case 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.
Springs Dance Academy does not use personal data for such purposes.
Last reviewed: August 2019
Policy Date: September 2020
Next review date: August 2021
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