BSPA Privacy Policy
Jun 30, 2024 04:34 AM
Privacy Policy : Belfast School of Performing Arts ( BSPA Ltd)
This Privacy Policy sets out the basis on which any personal data we collect from you or that you provide to us will be processed by us. Please read the following Privacy Policy to understand how we use and protect the information that you provide to us.
BSPA respects your privacy and is committed to protecting your personal data. It is important that you read this Privacy Policy together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data.
What personal information do we request and hold:
Your child’s Name, DOB, address and medical details
Your child’s Birth certificate/passport details and head shot – this will be requested when your child requires a full performance licence and will be destroyed when they leave BSPA.
Your name, address, email address and contact no.
Emergency contact name and contact tel no ( if provided by you and confirmed by the contact)
Details of any Court Orders which are relevant to your child whilst at BSPA
Data Form
This form is essential and contains the minimum necessary information in hard copy needed for your child’s welfare when attending class. It is essential that you give us as much information about any medical issues for your child as possible. This will always be kept confidential and only given to staff on a need to know basis.
Why does BSPA request this information?
To attend any of BSPA’s activities participants/parents/guardians must agree to some processing of their personal data. This is due to Legitimate Interests – GDPR Article 6(1)(f), Legal Obligation GDPR Article 6(1)(c), Contract - Article 6(1)(b) and/or Consent - Article 6(1)(a).
Should BSPA be unable to process participant’s data, we would be contravening both our Health & Safety and Child Safeguarding policies ( available on your parent portal) . We would also be ignoring best practice regarding working with children/vulnerable adults.
Our participants must remain safe at all times, therefore information about participants must be collected in order to create registers and accurate student records. This information is also used to provide students with appropriate classes, including dividing students into age groups.
As physical activity providers it is essential that this consent is given should a participant have any medical/disability needs. Please ensure that we are made aware of any medical conditions via the data form you are required to complete at start of each year. This allows us to incorporate participants safely into classes and to allows us to make teachers aware of anything to help them teach your child effectively.
Where is this information stored?
BSPA registration is managed through dancestudiopro.com who are GDPR compliant.
You are able to log onto your individual account and view the information held and may edit and update personal information. This account also allows you to securely make payments for your fees and other expenses such as merchandise. BSPA do not hold or have access to your bank account details.
BSPA through Dance pro uses PayPal and Stripe to process payments.
By using PayPal and Stripe you must agree to their own (GDPR Compliant) policies.
BSPA is satisfied that their GDPR regulations are thorough, and the information stored in PayPal and Stripe is secure.
Hard copies of registers and emergency contacts and medical are carried by authorised staff members. They are locked away while not in use. When they are no longer in use or out-dated, they are destroyed thoroughly.
Child Performance Licensing:
In order to process child performance licences, BSPA are legally required to provide some personal data to N. Ireland Education Authority (including but not limited to: full name, date of birth and school details). This is a legal requirement every time that your child performs.
BSPA is required to request a Show consent and in some instances a full performance licence along with a head shot and copy of a birth certificate or passport and to submit this to the authorities.
Once licence is received it is required to be securely held along with show consent and for a period of 6 months and then destroyed. The Education Authority will also hold your information for a period of 21 years due to legal obligation.
BSPA is satisfied that their GDPR processes are thorough and any data will be stored in a secure environment, and not unnecessarily retained.
For more information: contact CEET Team Education Authority N. Ireland.
Child Safeguarding Concerns:
In the unlikely event BSPA has a safeguarding concern in relation to one of our participants, BSPA are legally required to provide data to the safeguarding board at the local council.
BSPA is satisfied that their GDPR processes are thorough and any data will be stored in a secure environment, and not unnecessarily retained.
Show Programmes:
BSPA produce programmes for shows and special events. These will generally contain your child’s full name and possibly a head shot. Participants/their Parent and/or Guardians may choose if they would prefer their name is not included in the programme when they agree to participate in a show/event. As we now require consent this will be added to future show consents.
Photos/Videos of Participants
BSPA often use footage/photos used from shows, performances and classes for marketing purposes both in print media, social media and the website. Participants/their Parent and/or Guardians may choose if they do not wish themselves/their child to be depicted. This should be indicated on the Photo/Video consent form or in writing to BSPA at info@thebspa.co.uk
BSPA take the privacy of their children very seriously and always inform parents and attendees at events that there is no permission to photograph or video our children. Some attendees at events however may ignore this request and film/take photos for their own personal use. BSPA cannot take responsibility for this but will challenge parents if alerted and request that it is deleted.
BSPA endeavour to post/use photos that show all children at their best. In the event that you or your child are unhappy about any photo used please contact us and request that it is removed. BSPA will remove the photo at their earliest convenience
BSPA in keeping with best child protection practices have a no mobile phone policy for pupils in our schools. We are aware that some pupils will have phones with them, they should be turned off and given to the Centre Manager on arrival. Whilst we will endeavour to keep these safely BSPA will not take responsibility for any loss or damage that may occur to phones or other valuable equipment, they are sent at your own risk. Any concerns regarding this should be reported to the Centre Manager.
Social Media:
BSPA regularly share photos/videos of students in workshops, events and performances through social media platforms including; Instagram, Facebook and Twitter. We will endeavour never to share photos with any identifying information. There may be times where we will share first names, but only with the explicit consent of the parents and will never tag the parent of any student.
BSPA cannot however take responsibility for other members of the public tagging parents and identifying pupils, we would recommend that you remove such tags if you wish.
Right to be forgotten
On Dance pro you may unsubscribe at any time via the parent portal. Our parent portal also has a right to be forgotten checkbox which you can use at any time although we maintain the right to use the data in the case of any outstanding payments.
Please note though that if you unsubscribe from Dance pro you will not be able to obtain information about BSPA events and information.
If your child decides to leave BSPA, once any outstanding fees have been settled your account will be made inactive and personal information on dance pro will be removed at the end of the year or sooner if requested by you. Centre managers will be asked to shred any Data forms in their possession but legally any show consents or performance licences must be retained for a period of 6 months from the show. Photo permission will be retained indefinitely. On occasion data forms may be retained for a longer duration period due to legalities, however, parents will be informed in writing should the need arise.