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. Studio A Theatre Arts is committed to protecting the rights and freedoms of individuals with respect to the processing of children's, parents, visitors and self-employed staff personal data. 

Studio A is registered with the ICO (Information Commissioners Office) under registration reference: ZA362539. Anyone can request to see a copy of this certificate at any time. 

 

GDPR includes 7 rights for individuals;

 

1) The right to be informed 

Studio A Theatre Arts is required to collect and manage certain data. We need to know parent/guardian names and telephone numbers plus one additional contact in case of emergency. Telephone numbers are also used to for communication with parents, as well as email addresses if provided on enrolment. Email addresses are used to send invoices on request. 

We need to know children’s’ full names, addresses, date of birth, medical information, along with any SEN requirements. We can be requested to provide this data to Wakefield Council in order to process our show performance license. As a registered school with the International Dance Teachers Association we are required to share students’ names and dates of birth when entering IDTA examinations. 

 

2) The right of access 

At any point an individual can make a request relating to their data and Studio A will need to provide a response (within 1 month). Studio A 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. 

Teacher records must be kept for 6 years after the member leaves employment, before they can be erased. This data is archived securely onsite or online and shredded or deleted after the legal retention period.

 

4) The right to restrict processing 

Parents, visitors and staff can object to Studio A processing their data. This means that records can be stored but must not be used for the requested reasons. In doing so, there may be a negative impact, such not being able to enter your child in for an exam. You will be informed of any such negative impact, on request.

 

5) The right to data portability 

Studio A requires data to be transferred from one IT system to another; such as from Studio A to the Local Authority, for performance licenses, and IDTA 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 

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. Studio A Theatre Arts does not use personal data for such purposes. 

 

How Studio A Theatre Arts Stores Data

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Enrolment forms containing emergency contact and medical information is stored securely on site. When it is necessary to take this information elsewhere (alternative class venues and for the annual show), the data will be kept in a locked file. Customers are required to give permission for details to be stored on our online system for invoicing and correspondence. 

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All registers, invoices and payment information are stored electronically on an encrypted device. 

Enrolment forms are kept for a period of 6 months after a student leaves and are then destroyed appropriately. Accident and injury forms are kept securely for a longer period in accordance with child protection regulations.

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Studio A Theatre Arts stores data visually, including photographs and videos of performances and class work. Signed permission for such data is requested on enrolment. This will be used on our website, Facebook page and for marketing purposes.

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GDPR means that Studio A Theatre Arts 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

 

NHS Test and Trace Service:

Studio A Theatre Arts is legally obliged to provide the NHS Test and Trace service with some personal data in the event of a positive COVID-19 case. The NHS Test and Trace service helps trace close recent contacts of anyone who tests positive for COVID-19 and, if necessary, notifies them if they must self-isolate. Permission for Studio A to share this data is included in student's Health Questionnaire, which must be completed before attending any classes.

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This policy was adapted in August 2020.