Nanfans Ballet School
General Data Protection Regulations 2018
In accordance with the GPDR Statement. GDPR stands for General Data Protection Regulation and replaces the previous Data Protection. 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.
Nanfan’s Ballet School is committed to protecting the rights and freedoms of individuals with respect to the processing of students 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.What we do at Nanfans Ballet School:
- We do not disclose or sell personal data to third parties.
- We do not disclose personal data to other members of the school and their families.
- The School uses contact numbers and emails for newsletters, updates, whole school and individual communication, invoices and general information.
- Emergency parent/guardian contact numbers are held for the sole use of emergency contact only.
- Personal data is stored in a password encrypted database
- Paper registration forms are stored at the principals home address.
- Hard copy information is destroyed by shredding 2 years after a student has left classes at the School.
Information about individual children is used in certain documents, such as, a weekly register and examination documentations. These documents include data such as children's names, date of birth, medical conditions and emergency contact numbers. These records are shredded after the relevant retention period.Nanfans Ballet School stores personal data held visually in photographs and video clips. No names are stored with images in photo albums, displays, on the website or on Nanfans Ballet School’s social media sites.Access to the school admin email account, website, personal data, social media accounts, newsletters and examination details is password protected and can only be accessed by the Principal Diane Hiscock and the school administrator Charlotte Webster.
GDPR includes 7 rights for individuals
1) The right to be informed
Nanfans Ballet School is registered with the Royal Academy of Dance (RAD) and the Imperial Society of Teachers of Dancing (ISTD) as so, is required to collect and manage certain data. The school collects parent's/guardian's names, addresses, emergency telephone numbers and email addresses.
The child employment department at Bucks Country Council are provided with the children’s full names and date of births when performing at one of our shows. This is in respect of our Health and Safety and Safeguarding Policies.
As an Employer of self-employed practitioners, Nanfans Ballet School is required to hold data on its Teachers such as names, addresses, email addresses, telephone numbers and bank details. Information such as Disclosure and Barring Service checks (DBS), personal Public Liability insurance, First Aid Certificate's, Membership details and any qualification's.
2) The right of access
At any point an individual can make a request relating to their data and Nanfans Ballet School will need to provide a response (within 1 month). Nanfans Ballet School 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 delete data
You have the right to request the deletion of your data where there is no compelling reason for its continued use. However Nanfans Ballet School has a legal duty to keep student and parents details for a reasonable time. All hard copy information is shredded after the relevant retention period.
4) The right to restrict processing
Students, parents and staff can object to Nanfans Ballet School processing their data. This means that records can be stored but must not be used in any way, for example school newsletters, general emails about School news and updates. In this situation, The School has no obligation to refund any classes missed or cancelled due to 'lack of communication'. It will be the parents responsibility to ensure they are informed about the termly event's happening at the School.
5) The right to data portability
Nanfans Ballet School requires data, for example registration forms to be transferred from student, to School Principal and School administrator. The School has to provide data such as student DOB to be able to enter students in RAD Exams and for students to perform in the shows. In this case recipients use secure file transfer systems and have their own policies and procedures in place in relation to GDPR.
6) The right to object
Students, parents 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. The Nanfans Ballet School does not use personal data for such purposes.
This Policy was issued by the Principal Diane Hiscock, owner of Nanfans Ballet School Dance in January 2019.
Policy review date: January 2019