Occasionally photos may be taken during performances or displays and during classes. These photos may be used on the website, in advertising articles or on social media such as Facebook and Instagram. In order to comply with the Data Protection Act 1998 and the new GDPR 2018, please could you tick the box if you give consent.
By ticking you are happy for photos of my child to be taken by TPA Academy and posted online as detailed above as outlined above.
General Data Protection Regulation Policy Statement.
GDPR stands for General Data Protection Regulation and replaces the previous Data Protection Directives that were in place. 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. The Performing Arts 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.
GDPR includes 7 rights for individuals
1. The right to be informed
The Performing Arts Academy is a registered Performing Arts provider with ISTD and as so, is required to collect and manage certain data. We need to know parent’s names, addresses, telephone numbers, email addresses. We need to know children’s’ full names, addresses, date of birth and Education school, along with any SEN requirements. We are requested to provide this data to Hampshire County Council & other performing council areas; this information is sent to the Local Authority via a secure electronic file transfer system.
We are required to collect certain details of visitors to our Classes. We need to know visits names, telephone numbers, and where appropriate company name. This is in respect of our Health and Safety and Safeguarding Policies.
As an employer The Performing Arts Academy 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 via a secure file transfer system to Capita for the processing of DBS checks. DBS Numbers and date of issue are also held on a central staffing record.
2. The right of access
At any point an individual can make a request relating to their data and The Performing Arts Academy will need to provide a response (within 1 month). The Performing Arts 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. If you feel your data is breached in any way you have the right to complain to the ICO (Information Commissioners Office)
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 The Performing Arts Academy has a legal duty to keep children’s and parents details for a reasonable time. The Performing Arts Academy retain these records for as long as you/your child is attending classes and for three months after they stop attending. If kept electronically, data is deleted from our database and paper records are archived until being shredded after the retention period.
If you are still receiving e-mails from us but your son/daughter no longer attends classes its because you ticked the consent form for being part of our TPA Academy database which keeps you up to date on new classes and events.
If you would prefer not to hear from us simply e-mail email@example.com and ‘opt out’ and I will remove you from the mailing list.
4. The right to restrict processing
Parents, visitors and staff can object to The Performing Arts Academy processing their data. This means that records can be stored but must not be used in any way, for example reports or for communications.
5. The right to data portability
The Performing Arts Academy requires data to be transferred from one IT system to another; such as from The Performing Arts Academy to the Local Authority, for performance BOPA licences, and dance Associations (ISTD/LAMDA) 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 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. The Performing Arts Academy does not use personal data for such purposes.
Storage and use of personal information
All paper copies of children's and staff records are kept in a secure office at The Performing Arts Academy, Southampton. Members of staff can have access to these files but information taken from the files about individual children is confidential and apart from archiving, these records remain on site at all times. These records will be kept for the duration that a child is a member of The Performing Arts Academy and will be shredded after 3 months of non-attendance.
Information about individual children is used in certain documents, such as, medication forms, referrals to external agencies and disclosure forms. These documents include data such as children's names, date of birth and sometimes
address. Class registers are stored electronically and are password protected. Pupil’s data and contact details will be removed from registers once they no longer continue attendance.
The Performing Arts Academy collects personal data every year including; names and addresses of those on the waiting list. These records are shredded or deleted, if the child does not attend or added to the child’s file and stored appropriately.
The Performing Arts Academy stores personal data held visually in photographs or video clips or as sound recordings, written consent has been obtained via The Performing Arts Academy Registration Form. No names are stored with images in photo albums, displays, on the website or on The Performing Arts Academy 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 our Safeguarding policy. Any portable data storage used to store personal data, e.g. USB memory stick, are password protected and/or stored in a secure office.
GDPR means that The Performing Arts Academy 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 The Performing Arts Academy in Feb 2021 (Review Date: 01/08/2022) Signed on behalf of The Performing Arts Academy
_____________________________ Stacey Wilson
If you have any questions about how your data is used, need to update it, delete it, or would like a copy of the data we hold on you, please contact Stacey Wilson directly.
This is part of your agreement when joining TPA Academy. Membership is open to all and subject to the following conditions:
• TPA Academy accepts no responsibility for loss or damage of personal belongings while on the premises.
• TPA Academy accepts no liability for any injuries sustained whilst participating in a class or on the premises.
• TPA Academy Staff must be notified of any changes to the information provided on the Booking Form.
All staff, including cover teachers (who may be brought in at short notice), are qualified, experienced and DBS checked. Volunteer class assistants and trainees on placements are all DBS checked. There is always a first aider on site.
Supervision while on site:
Students must ensure they always get full permission from staff prior to leaving class. Toilet breaks will be supervised by either a member of staff or class facilitator and students will always be supervised whilst on site.
Racist, sexist and other offensive language and behaviour is not tolerated, and we reserve the right to terminate membership without notice, the final decision being undertaken by the Board of Directors. Behaviour of staff, parents and students must always follow our code-of-conduct.
Please note that under no circumstances are pets allowed on school premises due to Health and Safety reasons.
Parents/carers will be invited to one show per year. Parents/carers are not permitted to watch otherwise. (If a child is new or particularly unconfident, parents/carers may be allowed to sit in during the first ten minutes of one class at the Site Managers discretion). The Performing Arts Academy provides costumes and props for shows where possible, but parents will be asked for a fee to cover costumes for the big professional productions. This will be no more than £80.00 per child.
Emergency contact number:
TPA Academy emergency mobile phone is kept with Miss Stacey. The number will be given out upon registration and must only be used if there are problems regarding the collection of children.
Chewing gum/ fizzy drinks are strictly forbidden on the premises.
This is basic but essential and gives the students a sense of belonging, a sense of ritual and sense of dressing for something important – their class. There is a TPA Academy uniform you can purchase using this link - https://pandr.online/collections/the-performing-arts-academy
• All t-shirts, shoes and bags must be clearly labelled
• Strictly no jewellery – no earrings (earrings are very unsafe during physical activity).
• Hair must be tied back from the face for all classes.
Children must arrive and be collected promptly. It is very important that children arrive in time for their classes, preferably 5 minutes before the start. This allows the group time to settle from the moment the class starts. Latecomers will have to wait outside until an appropriate time to join the class. Children arriving after 15 minutes may be refused admission, as this may disrupt the professional attitude to classes we aim to foster.
Where possible TPA Academy will aim to let people know of any changes in venue or class time at least one week ahead of schedule.
Any child missing for more than two classes per term without reason may not be able to join future courses. Class numbers are limited, and many have long waiting lists, so good attendance and commitment to the course is essential.
Parents are not to allow their child to attend TPA Academy if they are feeling unwell or have a known injury which would prevent a student from fully taking part.
This includes presenting any contagious illness including (but not limited to): Chicken Pox, Head Lice, Common Cold, Flu and, as of March 2020, symptoms of COVID-19.
Refunds will only be given in the event of illness or injury preventing attendance at classes for a sustained period of time at Miss Stacey's discretion.
Teachers must ensure that each child has left a session with an adult or older child (agreed in advance with parent). It is the parent/guardian’s responsibility to ensure the child is collected punctually at the end of the class or session.
TPA Academy does not provide drop-in classes for children and young people on all term time courses. All courses must be booked in advance. New students may join courses during the term subject to availability and authorisation of the TPA Academy management team. If there are no spaces on a requested course when booking, then TPA will aim to provide an alternative option where possible.
Students on the waiting list will be contacted in order of the list. If students are unavailable for a period of time the next member will be contacted and the first to make contact will receive the place.
You will receive a statement from Miss Stacey at the start of term. You have two weeks to pay this.
Failure to make payment may result in no place being available. If this happens TPA Academy will make every attempt to offer an alternative course or arrangement. If this is not possible then your name will be added to a waiting list.
If payment is outstanding, TPA Academy reserves the right to withhold services. Every attempt will be made not to discuss monies owed with children, although in extreme circumstances (especially when children arrive without supervision) children may be turned away.
TPA Academy may share data with debt collection agencies in order to re-coup monies owed.
If a booking is cancelled, a minimum of one month’s notice should be given. Customers must pay this last month’s fees.
Occasionally some courses may be cancelled due to circumstances beyond TPA Academy's control. Miss Stacey will endeavour to contact paid customers and will either offer an exchange for the course or, in rare cases of a cancellation, a full refund will be given.
TPA Academy reserves the right to cancel a course if there are fewer than seven participants on a course and the above efforts will be made to place a student in an alternative course or offer a pro-rata refund where appropriate.
If a single class does not take place due to circumstances beyond our control, TPA Academy will view this class as postponed and will reschedule.
LOCALISED LOCKDOWNS and PANDEMICS:
If TPA Academy cannot deliver classes due to forced closure or government directive, we shall implement online classes via video conferencing software as a replacement. No refunds will be offered.
TPA Academy cannot offer a refund if you do not attend courses. A full refund will be given if the chosen workshop date/course is fully booked on receipt of payment.
NEW STUDENTS ONLY: The first two classes are considered ‘trial’ classes. If for any reason the course is not suitable, we must be notified before the third class and a refund for classes not attended will be given.
Holiday courses are non-refundable.
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