Studio Privacy Policy

Privacy Policy and GDPR Guideline

Apr 19, 2024 11:47 PM

General Data Protection Regulation Policy / Privacy 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. Freedom Performing Arts are committed to protecting the rights and freedoms of individuals with respect to the processing of children's, parents, visitors and staff personal data.
The GDPR policy 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
As a school we need to collect and manage certain data for communication purposes and for the safety of your child. We need to know parent’s names, addresses, telephone numbers, email addresses. We need to know children’s’ full names, addresses, medical details and dates of birth.
We are required to collect certain details of Guest Teachers and other visitors. We need to know visitors names, telephone numbers, and where appropriate company names. This is in respect of our Health and Safety and Safeguarding Policies.
As an employer Freedom Performing Arts are required to hold data on its Teachers; names, addresses, email addresses, telephone numbers, date of birth & bank details. This information is also required for Disclosure and Barring Service checks (DBS) and proof of eligibility to work in the UK. DBS Numbers and date of issue are also held on a central staffing record.
Freedom Performing Arts uses Cookies on its website to collect data for Google Analytics, this data is anonymous.

2) The right of access
At any point an individual can make a request relating to their data and Freedom will need to provide a response (within 1 month).

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 Freedom has a legal duty to keep children’s and parents details for a reasonable time. Freedom retain these records for 1 year after leaving the school, children'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. Staff records must be kept for 6 years after the member leaves employment, before they can be erased. This data is archived securely on our encrypted computer.

4) The right to restrict processing
Parents, visitors and staff can object to Freedom Performing Arts 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
Freedom Performing Arts requires data to be transferred from one IT system to another; such as from Freedom to the Local Authority, for performance BOPA licences, and dance Associations 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. Freedom Performing Arts does not use personal data for such purposes.

Storage and use of personal information
Going forward all parents and staff will be requested to complete an online registration form so that we can collate all the personal data we require and so that individuals can read and agree with our terms and conditions, privacy policy and safeguarding policies. This data will be stored in a purpose created “Parent Portal” that complies with the GDPR and is accessed through encrypted, password protected devices. All existing paper based collated data will be destroyed.

Weekly registers held by all staff will only include a students name, no other data will be printed. These registers will either be accessed via an encrypted device or printed and stored securely in a locked cabinet. No other data other than a child’s name will ever be printed.

Occasionally Senior students (11yrs+) wish to use class video footage to practice at home. Only teachers will be allowed to video class rehearsals and send to students or parents br WhatsApp which is encrypted. These videos are for personal use and practice ONLY... they must not be shared, uploaded or sent on to anyone else as this is a breach of our privacy policy. By agreeing to the T&Cs you agree for rehearsal videos to be taken of your child and sent on but you are NOT permitted to share or upload.

Freedom collects a large amount of personal data every year including; names and contact details of those on the waiting list. These records are deleted if the child does not attend or added to the child’s file and stored appropriately.

Freedom Performing Arts stores personal data held visually in photographs or video clips or as sound recordings, with written consent obtained when parents register with us on our Parent Portal. No names are stored with images in photo albums, displays, on the website or on Freedom Performing Arts social media sites.

Access to all Freedom’s 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 locked filing cabinet.

PARENT CONTACT - We have always used an iPhone App in order to group our contacts into classes. This makes contacting parents via text with important info a lot easier as the groups are saved and a text can be sent instantly, with over 220 students it would be a timely process to type in each individual contact every time we need to contact you. We use the app "TEXT2GROUP" and it's own privacy policy can be found here www.simplercontacts.com The only information we will share with this company is Your Name and Mobile Phone Number. Please read this companies privacy policy, by agreeing to FREEDOMS Privacy Policy you give us consent to use your Mobile Number in this App.

GDPR means that Freedom Performing Arts 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 by Amy Meikle in May 2018 Signed on behalf of Freedom Performing Arts
............................................................................................................................................... .............................................................................................................................................. .............................................................................................................................................. Policy review date: May 2021