What is GDPR?

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GDPR stands for General Data Protection Regulation. It was approved by the EU Parliament in 2016 and came into effect on 25th May 2018.GDPR covers personal data that relates to individual persons. GDPR states that personal data should be processed ‘fairly and lawfully’ and ‘collected for specified, explicit and legitimate purposes’.

 

Herts Dance Studio (HDS) 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. 

 

The only Data Controller at HDS is the principal and owner of the studio, Angela Coelho.

 

This privacy notice explains:

• What we do

• What we collect and why

• How we collect your data

• Your rights regarding your data and how we use it

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What we do at HDS

 

• We will never disclose  or sell personal data to third parties.

• The principal is registered with the Royal Academy of Dance(RAD), the Imperial Society of Teachers of Dancing(ISTD) and Rambert Grades and therefore needs to collect, manage and process data with these official exam bodies.

• We do not disclose personal data to other members of the School and their families.

• HDS uses contact numbers and emails for communication with and updates to parents, the studio as a whole as well as individual communication, invoices, newsletters and general information.

• Emergency contact numbers are given to ADS for the use of emergency contact & for contact in respect of studio business only.

• Personal data is stored in a locked, password protected computer database.

• Any hard copy information is held in a secure location in the studio owner’s home and is shredded when a student withdraws from the studio.

• ​Information about individuals is used in certain documents, such as, a weekly register, medication information and examination documentation. These documents include names, dates of birth and emergency contact numbers.

• HDS stores personal data held visually in images and/or video clips. No names are shared/stored with images/videos on social media platforms or websites and you retain the right to have them removed at your request.

• The studio's email account, website, personal data, social media accounts and examination details are password protected and is not available to members of the public, members of the studio and/or any staff. The owner (Angela Coelho) has sole access to all this data.

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What data do we collect and why?

 

• Personal information is any information that can be used to identify you. For example, it can include information like your name, date of birth, email address, postal address, telephone number, bank account details, previous dance training, as well as any information relating to your medical or personal circumstances.

• HDS collects personal data in order to carry out its functions as a dance studio including processing new enrolments and general administration of the school for example, administering invoices, communicating with parents and organising shows, events and examinations.

• Data protection law also recognises that certain categories of personal information are more sensitive. This is known as sensitive personal information and covers health information, racial or ethnic origin, religious beliefs or other beliefs or a similar nature, political opinion and trade union membership. We would only collect sensitive personal information where there is a clear need to do so for example, participation in studio activities and to understand what services are required to meet your needs. Before collecting any sensitive personal information about you we will make it clear to you what information we are collecting and why we are collecting it.

• We are required to collect certain details of visitors to our school. We need to know visitors names, telephone numbers, and where appropriate company name.

 

How we collect your data

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We gather your data through:

• Use of our website

• Online or hard copy forms/applications

• Communicating with us through the telephone, online or in person

• When making a payment

  

GDPR states that individuals have 7 rights in respect of their personal data​

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1) The right to be informed

Herts Dance Studio is registered with the Royal Academy of Dance (RAD), the Imperial Society of Teachers in Dance (ISTD), Rambert Grades and the American Academy of Ballet Performance Awards (AAB) and is required to collect and manage certain data with these official organisations for studio events. The studio 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, clothing sizes for uniforms and any medical requirements.

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2) The right of access
At any point, an individual can make a request relating to their data and HDS will need to provide a response (within 1 month). HDS 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.

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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 HDS 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. HDS may retain certain data for accounting or safeguarding purposes. Data will also be stored for the duration that the individuals are enrolled at HDS.

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4) The right to restrict processing

Parents, visitors and staff can object to HDS processing their data. This means that data can be stored by ADS but not used in any way, for example to generate communications. However, it is then the individuals responsibility to keep updated on events at the school.

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5)The right to data portability

Individuals have the right to have the data held by HDS made available to other services.

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6) The right to object

Parents , visitors and staff can object to their data being used for certain activities. For example, for marketing or research purposes.

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7) The right to rectification

Individuals have the right to have their information corrected if they believe it is factually inaccurate.

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This policy was created by Angela Coelho for Herts Dance Studio in February 2022 and will be reviewed by February 2024.

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