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 individual’s data is not processed without their knowledge and are only processed with their ‘explicit’ consent. GDPR covers personal data relating to individuals. Clee Academy is committed to protecting the rights and freedoms of individuals with respect to the processing of children’s, parent’s, visitor’s and staff’s 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.Our Contact Details
Clee Academy Studios
Highways Yard, Conyard Road
Call: 07776 388104
Rights as individuals
1) The right to be informed
Clee Academy of Dance is a registered Performing Arts provider with ISTD and RAD and as so, 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 and Education school, along with any SEN requirements. We are requested to provide this data to NELC if and when our students participate in performances and the ISTD and RAD for those students taking exam.
As an employer Clee Academy of Dance is required to hold data on its Teachers; names, addresses, email addresses, telephone numbers, date of birth, National Insurance numbers, photographic ID such as passport and driver’s license, bank details. This information is also required for Disclosure and Barring Service checks (DBS) and proof of eligibility to work in the UK.2) The right of access
At any point, an individual can make a request relating to their data and Clee Academy of Dance will need to provide a response (within 1 month). Clee Academy of Dance 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, Clee Academy of Dance has a legal duty to keep children’s and parent’s details for a reasonable time*, Clee Academy of Dance retain these records for 3 years after leaving, 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. Staff records must be kept for 6 years after the member of staff leaves self employment, before they can be erased.
This data is securely kept on a password protected spreadsheet and deleted after the legal retention period. The above is saying where, do you keep you information about your students, we need to let people know where that is kept, it can be a database, a spreadsheet, and you will delete relevant information after the suggested retainable time. We just need to know about this.4) The right to restrict processing
Parents, visitors and staff can object to Clee Academy of Dance 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 data portability
Clee Academy of Dance requires data to be transferred from one IT system to another; such as from Clee Academy of Dance to the Local Authority, for performance BOPA licences, and dance Associations for examinations. These recipients use secure file transfer systems and have their own policies and procedures in place in relation to GDPR.6) The right to object
Clee Academy of Dance will send out marketing material relating to Clee Academy of Dance, from time to time, to our students, parents and persons who have enquired about our classes. Parents, visitors and staff can object to their data being used for certain activities like marketing or research. Please inform us if you do not wish to receive this information.7) The right not to be subject to automated decision-making including profiling.
Automated decisions and profiling are used for marketing based organizations. Clee Academy of Dance 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. 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 and sometimes address. These records are shredded after the relevant retention period.
Clee Academy of Dance 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.
Clee Academy of Dance stores personal data held visually in photographs or video clips or as sound recordings, unless written consent has been obtained via the Model Release form/fit to Perform agreement form. No names are stored with images in photo albums, displays, on the website or on Clee Academy of Dance media sites.
Access to all Office computers is password protected. When a member of staff leaves the company, 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, are password protected and/or stored in a locked filing cabinet.
GDPR means that Clee Academy of Dance must;
This Policy was created for Clee Academy of Dance in May 2018 Signed on behalf of Clee Academy of Dance
At Clee Academy we take policies very seriously. Please read our policies below.