General Data Protection Regulation Policy
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. Inspire Dance 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
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 need to know this to provide the best care for pupils when at our dance school and to be able to contact parents regarding their child if and when is needed.
We are required to collect certain details of visitors to our school. We need to know visitors names, telephone numbers, and where appropriate company name. This is in respect of our Health and Safety and Safeguarding Policies.
As an employer Inspire 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 via a secure file transfer system to Capita for the processing of DBS checks. DBS Numbers and date of issue are also held.
2) The right of access
At any point an individual can make a request relating to their data and Inspire Dance will need to provide a response (within one month). Inspire Dance 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. Staff records must be kept for 6 years after the member of staff leaves employment, before they can be erased. This data is archived securely onsite and shredded after the legal retention period.
4) The right to restrict processing
Parents, visitors and staff can object to Inspire Dance processing their data. This means that records can be stored but must not be used in any way, for example reports or for communications. This request must be made in writing to Inspire Dance.
5) The right to data portability
Inspire Dance requires data to be transferred from one IT system to another; such as from Inspire Dance to the Local Authority, for performance BOPA licences, and dance Associations for examinations eg ISTD & Acrobatic Arts. These recipients use secure file transfer systems and have their own policies and procedures in place in relation to GDPR. For large group events we may use WhatsApp to contact and send information to a group, if you do not want to be involved in this you must let us know.
6) The right to object
Parents, visitors and staff can object to their data being used for certain activities like marketing or research and can make this request in writing.
Parents, visitors and staff can ask to opt out of anything at any point.
7) The right not to be subject to automated decision-making including profiling.
Automated decisions and profiling are used for marketing based organisations. Inspire Dance 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 locked cupboard at The Deepings Community Centre. 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. Paper copy’s are also uploaded to our computer/iPad and are password protected.
These records are shredded and deleted after the retention period of five years unless a parent requests for them to be destroyed sooner and this must be done in a written format.
Information about individual children is used in certain documents, such as, a weekly register, medication forms, etc. These documents include data such as children's names, medical information and contact numbers for use in emergencies by our staff.
Inspire Dance stores personal data held visually in photographs or video clips or as sound recordings, these are used on our website, posters and social media when required. All parents must consent to this on our registration forms and may opt out of this at any time. All Office computers/iPads are password protected. Any portable data storage used to store personal data, e.g. USB memory stick, are password protected and/or stored in a locked cabinet.
GDPR means that Inspire 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
We use dance studio pro to process our information which is encrypted and parents must sign up to this. Parents can also request for their data to be delated sooner than the retention period above.
Review date; April 2020
Next review date; April 2022
I understand by allowing my child to take part in online classes I do not hold Inspire Dance accountable for any injuries that may occur during or after the lesson by taking part in online classes.
I accept it is my (parent/guardians) responsibility to ensure there is a safe amount of room to dance in. I will also provide when required a mat or something similar for classes such as Acro.
I will ensure my child is correctly dressed for each class, with hair tied up and jewellery removed.
I will supervise my child during their dance lesson and assist if I am asked to by the teacher.
I will also have the right as the parent/guardian to stop my child performing anything deemed unsuitable or too advanced for them.
To safeguard all of our students lessons will not be filmed or shared on any social media without the permission of Amy Hunnings and any other parents/students taking part in classes.
Inspire Dance Covid 19 Rules & Procedures
*All students must be dropped off and collected at the Hall fire door. Students should line up 2 meters apart and where possible parents should stay in the car and watch their child enter the building to reduce congestion as well as stay in the car. For younger pupils parents bringing them to the door is not a problem but please still socially distance yourself from others.
*Collection and pick ups must be at the exact time due to cross over times and cleaning time between classes. At drop of pupils will be signed in at the door by their teacher and either walked to the small studio or told which colour floor marker to go and sit in. At collection the students will sit down and once we see each parent, either from their car or coming to the studio door we will call your child out to you.
*No parent, sibling or any family member or friend will be allowed in the building. The waiting area will not be in use.
*Pupils should come fully dressed in appropriate dance clothes eg leotard and leggings and will not get changed between classes except for shoes if they need. Please leave shoes, coats, jumpers, onesie etc in the car or with parents at drop off. Students are recommended to either wear bare feet, jazz shoes (available on our website) or foot undeez/ballet shoes. If you are wearing ballet shoes and foot udeez these must be washed after every class. If they look dirt we will ask students to remove them.
*Pupils should bring their own filled water bottle to class.
*Pupils should try to not use the toilet at the centre where possible. No pupil will be refused to use the toilets however if they can go at home before that would be appreciated.
*Pupils must hand sanitise their hands and feet on entering and leaving the building, which will be provided by us. If for any reason your child cannot use this you must let us know.
*If you or a family member show any signs or symptoms of covid 19 you must not attend class, if your child develops any symptoms you must inform us so we can let track and trace and any other pupils/families know.
*You must provide a mat for your child to bring if your child is doing acro with us. If you do not have a mat you must let us know before class.
*Pupils do not need to wear a face covering, however if you feel more comfortable with them wearing one then that is not a problem. We have face masks available to purchase.
*There will be no physical contact between pupils and staff members unless there is an emergency or accident.
*Pupils will be expected to social distance and work in their own designated space.
*There are many signs throughout the building which pupils will be expected to adhere too.
All pupils and families must keep to these rules to ensure that we are all as safe as possible. There will also be videos on our Facebook group to show your children and to explain in more detail how this will work. T If you wish to see any of our risk assessment, certificates, first aid and covid training documents and more please let me know or visit your dance portal.
Inspire Dance Safeguarding Children Policy
Inspire dance acknowledges its responsibility to safeguard the welfare of every child and young person who has been entrusted to its care and is committed to working to provide a safe environment for all members. A child or young person is anyone under the age of 18 engaged in any club dance activity.
Key principals -
The child’s welfare is and must always be the paramount consideration.
All children and young people have a right to be protected from abuse regardless of their age, gender, disability, race, sexual orientation, faith or belief.
All suspicious and allegations of abuse will be taken seriously and responded to swiftly and appropriately.
Working in partnership with other organisations, children and young people and their parents/carers is essential. We acknowledge that every child or person who participates in dance should be able to take part in an enjoyable and safe environment and be protected from poor practice and abuse. Inspire dance recognises that this is the responsibility of every adult involved in our school.
The Safeguarding Children Policy and Procedures applies to everyone involved with Inspire Dance, whether in a paid or voluntary way.
When recruiting new teachers and volunteers and we will:
• Specify what the role is and what tasks it involves.
• Request identification documents and DBS certificate.
As a minimum we will meet and chat with the applicant(s) as a means of interview before appointing them.
All new teachers and volunteers will have this policy and will attend further training if required.
Current dance members who are regularly caring for, supervising, training or being in sole charge of children and young people will be required to provide evidence of a DBS certificate.
It is accepted that Inspire dance aims to prevent people with a history of relevant and significant offending from having contact with children or young people and the opportunity to influence policies or practice with children or young people.
The appointed Welfare Officer at Inspire Dance is Amy Hunnings. The Welfare Officer is the first point of contact for all Inspire Dance members and others regarding concerns about the welfare of any child or young person.
We acknowledge that bullying is a category of abuse. Bullying of any kind is not acceptable at our dance club. If bullying does occur, all participants or parents/carers should be able to tell and know that incidents will be dealt with promptly. Incidents need to be reported to the welfare officer; Amy Hunnings in writing or via an email and a follow up appointment face to face meeting if and when possible, in cases of serious bullying the appropriate disciplinary procedures will be put into place.
Safeguarding is everyone’s responsibility if you are worried about a child it is important that you report your concerns as soon as possible no matter how small it may seem.
If the issue is one of poor practice the Welfare Officer will either deal with the matter themselves or seek advice through the appropriate channels.
If the concern is more serious where possible the welfare officer will contact the Local Authority first and then contact the Police or Children’s Services.
If the child needs immediate medical treatment the welfare officer will call an ambulance and tell them there is a child protection concern.
If at any time you are not able to contact the Welfare Officer or the matter is clearly serious then you can either:
− Contact the Local Safeguarding Children’s Board
− Contact the Police
− Call the NSPCC 24 hour helpline for advice 0808 800 5000
Review date; April 2020
Next review date; April 2022
By completing this form you agree to the following:
1. All payments will be paid within two weeks of each half term starting and failure to pay on time will result in a late payment fee of 10%. New pupils may pay weekly until the following half term starts, however each class will be charged at £6 per class.
2. We may use your details to contact you regarding important class information and changes to timetables etc. Your personal information will never be passed on to a 3rd party without prior additional consent (ie. exam boards).
3. We may use your data to contact you with information regarding upcoming workshops or events.
4. You give consent for photographs or videos to be taken in class or at performances by our teachers or registered photographers to be used in social media posts and marketing for the school.
5. Data we hold complies with the GDPR act and all of our devices are encrypted. You have the right to delete or edit your personal data at anytime.
6. If you wish to leave a class, one months written notice must be given, payment will be due until your end date.
7. Unfortunately classes cancelled by Inspire Dance due to snow & other reasons beyond our control will not be refunded. Where possible we will try to re-arrange lessons however this may not always be possible.
8. Your child will wear the designated uniform for each class they take, hair must be up and all jewellery will be removed before dance.
9. All medical conditions will be declared upon completing this form and and new conditions in future must be updated by the parent on the parent portal ASAP.
10. We must be informed in advance if a student will be absent from a class.
11. We will need to use occasional hands on contact to assist students with learning new skills. This may vary and may include holding hands in a circle, placing hands on shoulders or hips to guide students and hands on contact to help students stretch. By accepting our terms you agree for appropriate hands on contact to be used.
12. Students & Parents must behave respectfully towards teachers and fellow students at all times, if not they will be asked to leave.
14. At all times we have a qualified first aider on site. By agreeing to our T&Cs you agree for First Aid treatment to be provided to your child should it ever be required. Any allergies to plasters or dressings etc must be declared in the medical section of this form.
15. Occasionally accidents do happen within acrobatic and dance lessons, by agreeing to our T&Cs you agree not to hold us liable for accidents which are beyond our control.
16. If any classes are cancelled due to a future lockdown or we are forced to close classes will be moved to zoom for the rest of the term and no refund will be given. If your child or you need to isolate we have the option to zoom pupils in, however please let us know in advance of the class starting.
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