Deborah Hoskins Dance is committed to process any personal information it holds only in ways that are fair, transparent and in accordance with the Data Protection Act and its successor the General Data Protection Regulations (GDPR).
Deborah Hoskins Dance will take particular care over email addresses which in addition to the GDPR are subject to the Privacy and Electronic Communication Regulations (PECR).
The legislation sets out various data protection principles. These ensure 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
- kept for no longer than is absolutely necessary
- kept safe and secure
- not transferred outside the European Economic Area without adequate protection
As data controller, Deborah Hoskins will process any confidential information given during registration. The data will be stored securely, no longer than necessary and solely for the completion of the dance school activities.
HOW DATA IS USED
1) The Right to be informed
What data is stored
Parent/Guardian name, address, contact details, student name, date of birth, medical information, special educational needs information, emergency contact details, consent to photograph and video for students.
Parent contact details will be used only to email relevant communications pertaining to their child’s class or course, invoicing and newsletters holding important information and term dates. Telephone numbers may be used as a secondary form of contact for urgent or important information.
Student names, dates of birth, medical information, special educational needs information and emergency contact information are required for health and safety and child protection purposes.
Student information including name and date of birth will be provided to the ISTD examinations board should a parent consent to their child taking an examination.
Deborah Hoskins Dance does not store credit card or payment details nor do we share customer details with any 3rd parties except where there is a legal right or duty to disclose.
Personal data will be retained as required by law and stored securely. It will then be destroyed and deleted securely once a student has ceased classes unless there is a legal requirement for it to be retained.
2) The right of access
All students, participants and parents have the right to know what personal information is held about them.
Deborah Hoskins Dance tries to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by asking. Deborah Hoskins Dance will provide response within 1 month. If we do hold information about you we will:
- give you a description of it.
- tell you why we are holding it.
- tell you who it could be disclosed to.
- let you have a copy of the information in an intelligible form.
3) The right to erasure
All students, participants and parents have the right to withdraw their consent for their personal data to be retained at anytime, unless their data is required for financial and tax return purposes for HMRC or any other legal obligations such as medial records or child protection.
To withdraw, contact Deborah Hoskins on 07772284827 or firstname.lastname@example.org
Please be advised, if a parent wishes to withdraw personal information while their held is still enrolled in classes with Deborah Hoskins dance, this may affect their ability to continue in classes due to health and safety reasons.
4) The right to restrict processing
All students, participants and parents can object to Deborah Hoskins Dance processing their data. This means that records can be stored but must not be used in any way, for example for exam submissions, reports or communications.
5) The right to data portability
Deborah Hoskins Dance requires data to be transferred from one IT system to another such as dance associations for examinations. Registers are held on the Class4Kids App and are password protected. In cases where online systems fail, paper registers will be used by teachers and securely shredded once the information on attendance is transferred to the computer system.
6) The right to object
All students, participants, parents, staff and room renters 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 and in some organisations for the purposes of staff recruitment. Deborah Hoskins Dance does not use personal data for such purposes.
HOW DEBORAH HOSKINS DANCE COLLECTS DATA
Deborah Hoskins Dance uses external services for the purpose of sign up forms, registration forms, class booking and student information, online payments, accounting and newsletters. Deborah Hoskins Dance ensures that all Data Processors used, participate in the E.U – U.S Privacy Shield Framework and comply with the Privacy Shield Principles (https://www.privacyshield.gov), are GDPR compliant, or have a processor agreement in place to protect your data.
All students, participants and parents have the right to complain to the ICO (Information Commissioner’s Office), if they believe there is a problem with how their data is handled.