Roynon Dance Woolston is committed to ensuring that any personal data we hold about you and your child is handled in accordance with General Data Protection Regulation, which replaces the previous Data Protection Directives that were in place.
This privacy notice explains what data we hold, why we hold it, and how we protect it.
GDPR states that personal data should be ‘processed fairly & lawfully’, and ‘collected for specified, explicit and legitimate purposes’.
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 and fairly.
GDPR means that Roynon Dance Woolston 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
What Data Do we Hold
For reasons of Health and Safety and safeguarding, Roynon Dance Woolston is required to hold certain information on its’ pupils and their guardians. We keep record of parent/ guardians’ names, addresses, contact numbers and email addresses. We keep record of children’s’ full names, addresses, date of birth and any relevant medical conditions or SEN requirements.
Information about individual children is used in certain documents, such as, a weekly register, medication forms, referrals to external agencies (examining bodies etc) and disclosure forms. These documents include data such as children’s names, date of birth and sometimes address. These records are shredded after the relevant retention period.
Roynon Dance Woolston stores personal data held visually in photographs or video clips or as sound recordings, according to consent given on enrolment or consent forms for specific events. No names are stored with images in photo albums, displays, on the website or on Roynon Dance Woolstons’ public social media sites.
This information is collected directly from you in the enrolment form completed when a child joins the school.
Why we collect this data
We use personal data about you and your child to provide a safe training environment for your child.
We may use this data to:
Contact you in case of an emergency
To maintain contact with you regarding your childs’ progress
To keep you updated with information about events within the school and our services
Who we share your data with
In order for us to effectively deliver the service provided, we may also share your data as required, with the following recipients;
Professional dance associations, in respect of examination entries
Local authorities, in respect of performance licensing requirements
External event organisers, in respect of competition entries and performance opportunities
We will never share your data with any other organisation for their own use.
The right of access
At any point an individual can make a request relating to their data and Roynon Dance Woolston will need to provide an appropriate response within a timely manner. Roynon Dance Woolston can refuse a request, if it has a lawful obligation to retain data but we will inform the individual of the reasons for the rejection.
The right to have your data erased
An individual has the right to request the deletion of their data, where there is no compelling reason for its continued use. However, Roynon Dance Woolston has a legal duty to keep children’s and parents details for a reasonable time*. Roynon Dance Woolston will retain these records for 3 years after cessation of attendance of lessons. Children’s accident and injury records will be retained for 19 years (or until the child reaches 21 years. This data is stored securely onsite, and shredded after the legal retention period.
The right to restrict data processing
Parents or guardians can object to Roynon Dance Woolston processing their data. This means that records can be stored, in accordance with the above Health and Safety and safeguarding requirements, but must not be used in any way.
The right to data portability
Roynon Dance Woolston may require data to be transferred from one IT system to another; ie. from Roynon Dance Woolston to the relevant dance associations for examinations. These recipients use secure file transfer systems and have their own policies and procedures in place in relation to GDPR.
The right not to be subject to automated decision-making including profiling.
Automated decisions and profiling are used for marketing based organisations. Roynon Dance Woolston 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 filing cabinet at Roynon Dance Woolston. 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 are shredded after the retention period.
Access to all office computers is password protected, which is held only by the Principal and Administrator. 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.
This Policy was adapted by Roynon Dance Woolston in May 2018, and will be reviewed in September 2018.