Privacy Policy

Dance-and Cheer- a-cality:  GDPR

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 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. Dance-a-cality 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.

What we do at Dance-a-cality:

  • We do not disclose or sell personal data to third parties.
  • Third parties exemptions are, DANCE-A-CALITY WEBSITE PROVIDER AND BUSINESS ADMIN SPREADSHEET PROGRAMME, COMPETITITON ENTRY FORMS, EXAM ENTRY FORMS, PERSONALISED UNIFORM ORDERS, SHOW PROGRAMMES AND DVD, THEATRE HIRE- Chaperones, SOCIAL MEDIA, CERTIFICATES, , AWARDS, GIFTS.

NHS TRACK and Trace 3rd party - details will be passed if needed for government Covid-19 protocol. (If you are uncomfortable with this please do not attend lessons)

  • The School uses contact numbers and emails for newsletters, updates, whole school and individual communication, invoices and general information.
  • If we choose to create a PRIVATE competition Facebook group you will be added unless you inform us otherwise.
  • Emergency Parent contact numbers are given to teachers termly for the sole use of emergency contact only.
  • Personal data is stored on a password protected email database
  • Phone Numbers are stored on an ENCRYPTED phone (principal)
  • Hard copy information is destroyed via secure information shredding service.
  • COVID 19 TRACK AND TRACE DETAILS WILL BE KEPT FOR 21 DAYS FOLLOWING GOVERNMENT GUIDELINES.

Information about individual children is used in certain documents, such as, a weekly register, medication forms and examination documentations. These documents include data such as children's names, date of birth and emergency contact numbers. These records are shredded after the relevant retention period.

Dance-a-cality collects a large amount of personal data every year including; names and contact details 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.

Dance-a-caity stores personal data held visually in photographs or video clips or as sound recordings and can e shared to private competition groups for practice reference only . This will be deleted at the end of each competition season. No names are stored with images in photo albums, displays, on the website or on our social media sites.

​The Principal has sole access to all this data and the administration team also. When a member of staff leaves The School 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, work mobile phone are password protected, encrypted and/or stored in a locked filing cabinet.

GDPR : rights for individuals

1) The right to be informed :  Dance-a-cality is registered with Imperial Society of Teachers in Dance (ISTD), SPORT UK, UKCA, BGU and as so, is required to collect and manage certain data. The School collects parent’s and or guardian's names, addresses, emergency telephone numbers and email addresses. We also collect children’s’ full names, addresses, date of birth along with any SEN requirements and are stored via a secure electronic system.​

As an Employer of Self Employed practitioners, Dance-a-cality 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. This information stored via a secure electronic system and paper forms are stored in a secured filing cabinet.​

2) The right of access: At any point an individual can make a request relating to their data and Dance-a-cality will need to provide a response (within 1 month). Dance-a-cality 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 Dance-a-cality has a legal duty to keep student and parents details for a reasonable time , ie account has been settled, uniform returned etc *. Dance-a-cality retain any records relating to student's accident and injury records for Child Protection records. Self Employed Teaching records will be erased when the member of leaves their position. All hard copy information is destroyed via secure information shredding service.

4) The right to restrict processing: Parents, visitors and staff can object to Dance-a-cality 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 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: Dance-a-cality requires data, for example registration forms to be transferred from student, to teacher, to School Principal. The School also requires to provide data such as student DOB and exam pin number's to be able to enter students in ISTD Exams and Competitions. 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

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.

Retention period for records (Items / length kept/ abides by)

Children’s registration form records: A reasonable period of time after the child leaves ie end of that term, after the account has been settled. :Part 3 GDPR

Staff details: A reasonable period of time after the staff leaves ie end of that term, after the account has been settled.:Part 1 and 3 GDPR

First Aid/ Emergency logs: 3 years after the date the record was made:The Reporting of Injuries , Diseases and Dangerous occurrences Regulations 1995

Staff accident records: 3 years after the date the record was made: The Reporting of Injuries, Diseases and Dangerous occurrences Regulations 1995

DBS Details: 6 months after date issued: (name and DBS no kept up to 3 yrs from date of issue on a controlled database)DBS code of Practice

Wage records for staff (self employed): 6 years@Taxes Management Act 1970

Fire/ Emergency procedure/ Risk forms: Permanently:Chartered Institute of Personal and Development

Employers Liability insurance records:For as long as possible:Health and Safety Executive

Accounting Records: 3 years from the end of the financial year / 6 years for PLC @ Companies Act 2006

Minutes/ Meeting notes/ @10 years form the date of the meeting for companies/ kept if relevant ie permanent:Companies Act 2006 :Chartered Institute of Personal and Development

Gdpr means that Dance-a-cality must :Manage and process personal data property/ Protect the individual’s right to privacy/ Provide an individual with access to all personal information held on them.

This Policy was updated in august 2023