General Data Protection Regulation 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 came 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. K2 Dance 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
K2 Dance Academy is a registered provider with IDTA 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 Nottinghamshire County Council & other performing council areas; this information is sent to the Local Authority via a secure electronic file transfer system.
Pupils Names and date of birth are shared with examination bodies for students to undertake external examinations. This may include the IDTA, Acrobatic Arts and other associations as informed at the time of examination. These organisations have their own policies with regards to protecting your information.
We are required to collect certain details of pupils of our Academy. We need to know pupils names, telephone numbers, medical details, emergency contact information and where appropriate company name. This is in respect of our Health and Safety and Safeguarding Policies.
As a business K2 Dance 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 DDC 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 K2 Dance Academy will need to provide a response (within 1 month). K2 Dance 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.
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 K2 Dance Academy has a legal duty to keep children’s and parents details for a reasonable time. K2 Dance Academy retain these records for 3 years after a pupil leaving classes, 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 of leaves employment, before they can be erased. This data is archived securely and shredded after the legal retention period.
4) The right to restrict processing
Parents, visitors and staff can object to K2 Dance 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
K2 Dance Academy requires data to be transferred from one IT system to another; such as from K2 Dance Academy to the Local Authority, for performance licences or exemption, 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. K2 Dance 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 locked file by the Academy Principal. 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 in possession of the Academy Principal at all times. These records are shredded after the retention period.
Students’ registration details are stored on DanceBiz online system, a dance specific data system provided by Thinksmart software that is fully GDPR compliant. This system is used to produce class registers, invoices, send emails, record attendance and payments. The system is password protected.
Information about individual children is used in certain documents, such as, a weekly register, medication forms, referrals to external agencies and disclosure forms. These documents include data such as children’s names, date of birth, emergency contact details and sometimes address. These records are shredded after the relevant retention period.
Names and phone numbers are stored on the Academy mobile phone which is pin protected.
K2 Dance Academy collects a large amount of personal data every year including; names and addresses of those on the waiting list. These records are removed and / or shredded if the child does not attend or added to the child’s file and stored appropriately.
K2 Dance Academy stores personal data held visually in photographs or video clips or as sound recordings, unless written consent has been denied via the pupils registration form. No names are stored with images in photo albums, displays, on the website or on K2 Dance Academy’s social media sites.
Access to all Academy computers files 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.
GDPR means that K2 Dance 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 for K2 Dance Academy in April 2018.