GENERAL DATA PROTECTION REGUALTIONS (2018 ONWARDS)
TOF DANCE COMPANY
In accordance with the GPDR Statement:
GDPR stands for General Data Protection Regulation and replaces the previous Data Protection. 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. Twist-O-Flex Dance Company (TOFDC) 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.
What we do at Twist-O-Flex Dance Company:
- We will not disclose or sell personal data to third parties.
- We will not disclose personal data to other members of the School and their families.
- The Company uses contact numbers and emails for newsletters, updates, whole school and individual communication, invoices and general information.
- Emergency Parent contact numbers are given to teachers for the sole use of emergency contact only.
- Paper registration forms will be stored in a secured filing cabinet at the Company's office.
- Hard copy information is destroyed via secure information shredding service.
Information about individual children is used in certain documents, such as, a weekly register, medication forms, competition forms and examination documentations. These documents include data such as children's names, date of birth and emergency contact numbers. These records are shredded after the relevant retention period.
Twist-O-Flex Dance Company 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.
Twist-O-Flex Dance Company 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 Twist-O-Flex Dance Company social media sites.
Access to School Email account, Website, personal Data, Social Media Accounts, Newsletters, competition entries and Examination Details is password protected and is not available to members of the Public. The Co-directors have sole access to all this data and the administration team has access to School Email account only for welcoming new members only. 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 includes 7 rights for individuals
1) The right to be informed
Twist-O-Flex Dance Company collects parent’s and or guardian's names, addresses, emergency telephone numbers and email addresses. We also collect children’s’ full names, addresses, date of birth along with any SEN requirements and are stored as paper registration forms which are stored in a secured filing cabinet at the School's office.
This is in respect of our Health and Safety and Safeguarding Policies.
Twist-O-Flex Dance Company is required to hold data on its Teachers such as names, addresses, email addresses, telephone numbers and bank details. Information such as Disclosure and Barring Service checks (DBS), personal Public Liability insurance, First Aid Certificate's, Membership details and any qualification's. This information is held on paper forms which are stored in a secured filing cabinet at the School's office.
2) The right of access
At any point an individual can make a request relating to their data and Twist-O-Flex Dance Company will need to provide a response (within 1 month). The Twist-O-Flex Dance Company 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, Twist-O-Flex Dance Company has a legal duty to keep students and parents details for a reasonable time*. Twist-O-Flex Dance Company 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.
* Twist-O-Flex Dance Company holds personal data while the student is registered at the School. The School requires a written notice to leave the School to put into action the erasure of your data. If records of this is not found, The School will continue to use your data for School purposes only.
4) The right to restrict processing
Parents, visitors and staff can object to Twist-O-Flex Dance Company processing their data. This means that records can be stored but must not be used in any way, for example School Newsletters, General Emails about School news and updates. In this situation, The School has no obligation to refund any classes missed or cancelled due to 'lack of communication'. It will be the parents responsibility to ensure they are informed about the Termly event's happening at the dance School.
5) The right to data portability
Twist-O-Flex Dance Company requires data, for example registration forms to be transferred from student, to teacher, to admin staff. Twist-O-Flex Dance Company also require to provide data such as student DOB able to enter students in UDO or In house 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. Twist-O-Flex Dance Company does not use personal data for such purposes.
7) The right not to be subject to automated decision-making including profiling.
Automated decisions and profiling are used for marketing based organisations. Twist-O-Flex Dance Company does not use personal data for such purposes
This Policy was issued by Mrs Laura Hazell , Co- director and owner of Twist-O-Flex Dance Company.
Policy next review date: April 2023