INTRODUCTION
DanceMatters is committed to protecting you and your dependents’ personal information. We are committed to providing a safe environment for all our customers, employees, volunteers and everybody who comes into contact with us, both physically and virtually (online). This Privacy Statement relates to the use of any personal information provided to us online or via contact information forms, telephone, email exchange, letters or other correspondence.
Whenever you provide such information, we are legally obliged to use your information in line with current legislation concerning the protection of personal information, including the Data Protection Act 1998 and the General Data Protection Regulations.
DATA PROTECTION PRINCIPLES
The legislation sets out various data protection principles. These include that personal information is:
- Used fairly and lawfully
- Used for limited, specifically stated purposes
- Used in a way that is adequate, relevant and not excessive
- Accurate
- Kept for no longer than is absolutely necessary
- Kept safe and secure
- Not transferred outside the European economic area without adequate protection
YOUR RIGHTS
The legislation conveys various individual rights. These include the following:
- The right to be informed
- The right of access
- The right to rectification
- The right to erase
- The right to restrict processing
- The right to data portability
- The right to object
- Rights in relation to automated decision making and profiling
WHAT INFORMATION DOES DANCEMATTERS HOLD ABOUT ME?
The legislation requires that there is a clear legal basis for processing personal information. In general DanceMatters relies on the individual’s consent in order to process their data.
When you participate in or sign up to any DanceMatters class, activity or workshop, we may collect and store personal information about you. This can consist of information such as your name, email address, postal address, telephone or mobile number and date of birth, depending on how you are engaging with us. By submitting your details, you enable us to provide you with the products or services that you have selected.
When taking pictures of students in class or filming performances, DanceMatters asks for parental permission. DanceMatters may use the images resulting from the photography/video filming, and any reproductions or adaptations of the images for fundraising, publicity or other purposes to help achieve the group’s aims. This might include (but is not limited to), the right to use them in their printed and online publicity, social media, press releases and funding applications.
DanceMatters does NOT share your personal information with third parties, unless clearly stated. We do NOT sell your data, and neither do we buy data from third parties.
HOW WILL YOU USE MY PERSONAL INFORMATION?
We will use your personal information for a number of purposes including:
- To provide you with information about our products, services and activities and to deal with your requests and enquiries, including complaints
- For “service administration purposes”, which means that we may contact you for reasons related to the service or activity you signed up for (e.g., change of details regarding a class you attend, etc.)
- To contact you about an application you have made
- To process your application for employment and where applicable your employment once appointed
As and when we need to use your personal information for reasons other than the ones specified above, we will ensure that we notify you first. You will be given the opportunity to withhold or withdraw your consent for the use of your personal information for purposes other than those listed above.
SUPPLIERS AND THIRD PARTIES
POSTING
When sending letters, parcels, publications and purchases we will share your postal address with the delivery service (Normally Royal Mail or Parcel Force).
WEBSITE HOSTING
We use a third party service, BlueHost to host our website. BlueHost are contractually obliged to treat any information on our private website as confidential and only use such information for the purpose of providing DanceMatters with web hosting.
CRB/DBS SERVICE
A DBS checking service for DanceMatters teachers is provided via Bassingbourn Village College. Information provided by them to DanceMatters will only be shared with the individual concerned. The records are kept for 3 years and then deleted.
Registers, Invoicing and Database
Information used for invoices extra are kept in house at DanceMatters and is used for administrative purposes such as timetables, registers, emailing and invoicing customers.
YOUNG DANCERS
DanceMatters may contact you if you are under 18 and you provide us with information on an application form (online or printed), however your parent(s)/guardian(s) permission will be required.
HOW LONG WILL WE KEEP YOUR INFORMATION?
We keep the information we hold about our customers and students for as long as is necessary to deliver the services we are providing you with.
WHERE IS THE INFORMATION STORED?
We use secure technologies to help protect your personal information from unauthorised access, use or disclosure. We store personal information you provide on computer systems which have carefully controlled, unnetworked access and which are located in secure facilities.
The security measures described above ensure that all reasonable steps are taken to protect your personal information. However, the nature of the Internet means that an absolute guarantee of security cannot be offered, and, as with all Internet transactions, you should be aware that there may be a small security risk when disclosing information online.
HOW CAN I FIND OUT WHAT INFORMATION DANCEMATTERS HOLDS ABOUT ME?
You have the right to access certain personal information held about you. If you wish to make a Data Subject Access Request, please contact Naomi Wallen
LEGAL OBLIGATION
We may disclose your information to governmental agencies or entities, regulatory authorities, or other persons in line with any applicable law, regulations, court order or official request.
DanceMatters GDPR Policy
GENERAL DATA PROTECTION REGULATION 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.
DanceMatters 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 RIGHTS FOR INDIVIDUALS
1) THE RIGHT TO BE INFORMED
DanceMatters 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 along with any SEN or medical requirements.
We are required to collect certain details of visitors and chaperones to our dance school. We need to know visitors and chaperones names, telephone numbers, and where appropriate company name. This is in respect of our Health and Safety and Safeguarding Policies.
2) THE RIGHT OF ACCESS
At any point an individual can make a request relating to their data and DanceMatters will need to provide a response (within 1 month). DanceMatters 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. The individual will have the right to complain to the ICO if they are not happy with the decision.
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 DanceMatters has a legal duty to keep children’s and parents details for a reasonable time, DanceMatters retain these records for 3 years after leaving the dance 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.
This data is archived securely onsite and shredded after the legal retention period.
4) THE RIGHT TO RESTRICT PROCESSING
Parents, visitors and staff can object to DanceMatters 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 OBJECT
Parents, visitors and staff can object to their data being used for certain activities like marketing or research.
6) THE RIGHT NOT TO BE SUBJECT TO AUTOMATED DECISION-MAKING INCLUDING PROFILING
Automated decisions and profiling are used for marketing based organisations. DanceMatters 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 3 Anvil Avenue, SG8 0RA. 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.
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, contact numbers and sometimes address. These records are shredded after the relevant retention period.
DanceMatters collects a large amount of personal data every year including; names and addresses of those on the waiting list. These records are shredded if the child does not attend or added to the child’s file and stored appropriately.
DanceMatters stores personal data held visually in photographs or video clips or as sound recordings, and written consent has been obtained via the photo and video consent form/permission to Perform agreement form. No names are stored with images in photo albums, displays, on the website or on DanceMatters’ social media sites.
Access to all DanceMatters computers is password protected. 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.
GDPR MEANS THAT DANCEMATTERS 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 created in April 2018, updated in July 2019 and is signed on behalf of DanceMatters: Naomi Wallen, Director
If you any questions or comments about this privacy statement or GDPR policy please email naomi@dance-matters.co.uk