Data Protection Policy
This policy takes effect from Friday 25th May 2018
East Coast School of Ballet collects and retains a certain amount of data on students attending the school and parents/guardians of students. This is to ensure safety for all individuals concerned, that all students are accounted for in each class, that each student is in the correct level for their level of learning, that we have emergency contacts for each student should a medical or other emergency arise, that we have contact emails/phone numbers to correspond with students and parents about changes to anything relating to East Coast School of Ballet classes, to relay important news to students and families and to organise examinations with East Coast School of Ballet through the Royal Academy of Dance London.
The policy applies to the processing and retention of data both in physical (paper) form and computer form, including data held of students and parents/guardians and teachers of East Coast School of Ballet.
The policy applies to students, parents/guardians and teachers of East Coast School of Ballet and others in so far as the measures under the policy relate to them.
The objectives of the policy are:
- To ensure that East Coast School of Ballet complies with the new General Data Protection Regulation (GDPR)
- To ensure that the data protection rights of the students, families and teachers of East coast School of Ballet are safeguarded.
Content of Policy:
Details of data which may be held by East Coast School of Ballet
Student and family records (also relevant for Adult Ballet students)
* Students name
* Students date of birth
* Address given by parent/guardian/student
* Parent/Guardian/Student contact telephone number(s)
* Parent/guardian/student email address
* Any additional information (given by parent/guardian/student)
* Students ID numbers with Royal Academy of Dance
* Consent to share photography/videography on social media (East Coast School of Ballet Facebook page), paper advertising (East coast School of Ballet flyers/posters) and/or East Coast School of Ballet website.
* Details of past examination results
* Detail of attendance at class
* Details of serious injuries/accidents that occurred during class time
Record Keeping
These records are kept in both manual filing system and computer filing system.
Details of how held data may be used by East Coast School of Ballet:
* Students name and Date of Birth – For class lists, role call, safe dance practice and to ensure the student is in the correct level for their age. These details will be shared with Royal Academy of Dance, London when a student is registering for examinations/class awards. This is to obtain an ID number in order for the RAD to process a result. Examination enrolment forms will be given for parents to sign and agree to these details being shared, as and from 25th May 2018
*Parent/guardian contact telephone number(s) – at least one number is required and retained by East Coast School of Ballet (i)as an emergency contact – should an accident/emergency occur at class, the parent/guardian is easily contactable (ii)changes in class locations or short notice news may need to be relayed to parents by text (iii)if East Coast School of Ballet need to contact parent/guardian by text/call, and (iv)The DPO may set up phone groups with parents/guardians as class group as a means to relay information, correspond with parents/guardians and as a dialogue for parents/guardians and teachers.
*Address given by parent/guardian – addresses will only be used to post results, invoices or anything directly related to the students attendance at East Coast School of Ballet classes. These addresses will not be given to any third party or used for marketing.
*Parent/guardian email address - email addresses are added to our ‘Mailing List’. East Coast School of Ballet will send school and class information related to the class(es) which the student is attending (ie term dates, change of location, exam information and more). Workshops, summer camps or related events may be available in the future by East Coast School of Ballet or if there is a company hosting workshops related to our classes we may send emails with the relevant information by email.
* Any additional information – If parents/students wish to disclose injuries/illnesses/allergies or what they feel is important for us to be aware of for the safety of their child they can do so here. We may need to inform relevant bodies in the event of a show or similar if there is a child or student with severe allergy or need.
*Students ID numbers – ID numbers are given by the Royal Academy of Dance when a student partakes in their first examination. ID numbers remain the same as the student progresses through Grades and levels so these numbers are retained by the teacher in order for the student to partake in further RAD examinations.
*Consent to share photography/videography on social media, and website and paper advertising – Parents/guardians filling out registration forms have the option to tick these boxes if they wish to allow the above to be shared.
*Details of past examination results – East Coast School of Ballet keeps a copy of listed results on file, they may need to be referred back to in order to aid students’ progression in dance as they work through each level.
*Details of attendance at class – Role call is essential in each class to record students’ attendance. This is for safe dance practice and progression towards examinations and may need to be referred back to.
*Details of serious injuries/accidents that occur during class time – should any serious injuries or accidents occur at class we will keep a record of the date, time and the event.
Will data be shared with third parties?
Royal Academy of Dance, London requires students name and date of birth in order to process an ID number for students to partake in examinations. East Coast School of Ballet will only share this data with the RAD once an examination is agreed to by the student and/or parent/guardian and paid for.
Some theatres require a full student list when hosting shows for Health and Safety and Fire Safety reasons. They may request a list of student names, age and parent/guardian contact telephone number. See the Data Protection Act of the relevant theatre for details on retention and destruction of data.
How long will data be kept for?
The data that we keep for each student and family is reviewed each year before the new teaching year begins in September. If a student is no longer attending the school their data will be deleted from our online filing system and destroyed from our paper filing system upon our yearly review. Students can request that their data be deleted upon leaving the school if they so wish. If a student wishes for their ID numbers and relevant data related to ID number to be fully deleted and non-existent they will have to contact the Royal Academy of Dance London directly.
Is my data kept in a safe and secure location?
Yes. All online files with customer data have an encryption code so cannot be accessed by a third party. Paper files are kept in a secure location.
What will happen in the event of a data breach?
In the event of a data breach, (ie documents destroyed, theft of data, loss of data etc) customers will be informed if there is a high risk to their rights and freedoms. The Data Protection Authorities (DPA) will also be informed if we feel that the breach will result in a risk to the rights and freedoms of our customers.