DATA PROTECTION Policy

THE RIGHT TO BE INFORMED

Hugglescote Dance And Drama (HDAD) is required to collect and manage certain data. We need to know parent’s names, addresses, telephone numbers and e-mail addresses. We need to know children’s full names, addresses, dates of birth and any SEN or medical requirements. We are required to collect certain details of visitors and chaperones - names, telephone numbers, and, where appropriate, company names. This is in respect to Health & Safety and Safeguarding practices. Although our teachers are freelance, HDAD is required to hold data on its teachers; names, addresses, e-mail addresses, telephone numbers, dates of birth, National Insurance numbers and in some cases, photographic ID such as passport and driver’s license and bank details. This information is also required for Disclosure and Barring Service (DBS) checks.

THE RIGHT OF ACCESS

At any point, an individual can make a request relating to their data and HDAD will need to provide a response within 1 month. HDAD 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 Information Commissioner’s Office (ICO) if they are not happy with the decision.

THE RIGHT TO ERASURE

You have the right to request the deletion of your data where there is no compelling for its continued use. However, HDAD has a legal duty to keep children’s and parent’s details for a reasonable time. HDAD will retain the records for (a) 3 years after the student leaves the dance school, (b) children’s accident and injury records for 19 years (or until the child reaches 21years) and (c) 22 years (or until the child reaches 24 years) for Child Protection records. Teachers’ records must be kept for 6 years after the member leaves before they can be erased. This data is archived securely and shredded after the legal retention period.

THE RIGHT TO RESTRICT PROCESSING

Parents, visitors, and staff can object to HDAD processing their data. This means that records can be stored but must not be used in any way, for example, reports or for communications.

THE RIGHT TO DATA PORTABILITY

HDAD will use your child’s name and date of birth details for exams, festivals, performances and shows; these are only shared with the organiser or organisations such as Leicestershire County Council (LCC) and the International Dance Teachers Association (IDTA). These recipients use secure file transfer systems and have their own policies and procedures in place in relation to the General Data Protection Regulation (GDPR).

THE RIGHT TO OBJECT

Parents, visitors, and staff can object to their data being used for certain activities like marketing or

research.

THE RIGHT TO NOT BE SUBJECT TO AUTOMATED DECISION-MAKING INCLUDING PROFILING

Automated decisions and profiling are used by marketing-based organisations. HDAD does not use personal data for such purposes.