General Data Protection Regulation Policy
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 individuals data is not processed without their knowledge and are only processed with their ‘explicit’ consent. GDPR covers personal data relating to individuals. Platform School of Dance is committed to protecting the rights and freedoms of individuals with respect to the processing of children's, parents, 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.
Platform School of Dance is registered with the ICO (Information Commissioners Office) under registration reference: ZA093856
GDPR includes 7 rights for individuals
1) The right to be informed
Platform School of Dance is required to collect and manage certain data. We need to know parent’s names, address, telephone numbers, email address. We need to know children’s full names, address, date of birth and medical information. This information is kept in a locked filing cabinet if in paper form and on password protected phones and laptops.
As an employer Platform School 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. This information is sent via a secure file transfer system to Capita for the processing of DBS checks. DBS Numbers and date of issue are also held on a central staffing record.
2) The right of access
At any point an individual can make a request relating to their data and Platform School of Dance will need to provide a response (within 1 month). Platform School 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 Platform School of Dance has a legal duty to keep children’s and parents details for a reasonable time, we retain these records for 3 years after leaving pre-school, 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 leaves employment, before they can be erased. This data is archived securely onsite and shredded after the legal retention period.
4) The right to restrict processing
Parents and staff can object to Platform School 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
Platform School of Dance requires data to be transferred from one IT system to another; such as from Platform School of Dance to 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
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. Platform School 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 at our registered address. 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. These documents include data such as children's names, and medical information. These records are shredded after the relevant retention period.
Platform School of Dance stores personal data held visually in photographs or video clips or as sound recordings, unless written consent has been obtained via the contact details form. No names are stored with photos, DVDs, on the website or on Platform School of Dance’s social media sites.
Access to all laptops, ipads and phones is password protected. 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 Platform School of Dance 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