GENERAL DATA PROTECTION REGULATION POLICY
GDPR states that personal data should be processed fairly and lawfully and collected for specified, explicit and legitimate purposes and that individuals data is not processed without their knowledge and is only processed with their explicit consent.
Aimee Louise School Of Dance is committed to protecting the rights and freedoms of individuals with the respect to the processing of children’s, parents, visitors and staff personal data.
GDPA includes six rights for individuals …
* The right to be informed.
Aimee Louise School Of Dance is a registered Performing Arts provider with IDTA and as so, is required to collect and manage certain data. We need to know parents’ names, addresses, telephone numbers, email addresses; we need to know children’s’ full names, addresses, date of birth and any medical conditions; as an employer Aimee Louise School Of Dance is required to hold data on its teachers – names, addresses, telephone numbers, date of birth, national insurance numbers, bank details – this information is also required for Disclosure and Barring Service checks (DBS).
* The right of access …
At any point an individual can make a request relating to their data and Aimee Louise School Of Dance will provide a response within one month.
* The right to erasure …
You have the right to request the deletion of your data, Aimee Louise School Of Dance has a legal duty to keep children’s and parents details for a reasonable time – 1 year after leaving, children’s accident/injury records until the child reaches 21 years of age for child protection records, staff records must be kept for 6 years after leaving employment … this information will be shredded after the legal retention period.
* The right to restrict processing …
Parents, visitors and staff can object to Aimee Louise School Of Dance processing their data. This means that records can be stored but must not be used in any way.
* The right to data portability …
Aimee Louise School Of Dance requires data to be transferred from us to other organisations we use such as Local Authority for Performance Licences, Exemption Licences, Dance Festivals and IDTA for examinations, these recipients use secure file transfer systems and have their own GDPR policies in place.
* The right to object …
Parents, visitors and staff can object to their data being used for certain activities for example marketing.
STORAGE AND USE OF PERSONAL INFORMATION
All paper copies of children’s and staff records are kept in a locked filing cabinet at Principal (Miss Aimee Louise Baker) Home address. Only the Principal Teacher and receptionist Patricia Baker have access to this information. These records are shredded after the retention period. Information about individual children is used in certain documents i.e. weekly register, IDTA, Festivals, performance Licence Applications and contain only the children’s name and age – these records are shredded after the relevant retention period.
Aimee Louise School Of Dance stores personal data held visually in photographs or video clips or as sound recordings unless written consent has been obtained to exclude a child. No names are stored with images in photo albums, displays, on the website or on Aimee Louise School Of Dance social media sites.
HOW WE USE YOUR DATA
1. FOLLOWING REGISTRATION, YOUR DATA IS HELD ON A PASSWORD PROTECTED DATABASE WHICH IS ONLY ACCESSIBLE BY THE PRINCIPAL. THE PAPER REGISTRATION FORM WILL BE HELD ON FILE BY THE PRINCIPAL UNTIL THE STUDENT LEAVES THE DANCE SCHOOL. AT THIS TIME, THE REGISTRATION FORM WILL BE DESTROYED AND THE STUDENT REMOVED FROM THE DATABASE. 2. AIMEE LOUISE SCHOOL OF DANCE WILL NOT PASS ON ANY PERSONAL DETAILS TO A THIRD PARTY UNLESS IT IS IN THE STUDENTS INTEREST, IE FOR EXAMINATION OR FESTIVAL ENTRY. 3. EMERGENCY CONTACT INFORMATION WILL BE AVAILABLE ON THE CLASS REGISTER FOR THE CLASS TEACHER IN CASE OF EMERGENCY. 4. IT IS THE RESPONSIBILITY OF THE PARENT/GUARDIAN TO ENSURE THAT WE HAVE THE CORRECT DETAILS FOR YOU AND THE STUDENT, AND KEEP US UPDATED OF ANY CHANGES TO CONTACT DETAILS OR HEALTH DETAILS. 5. SHOULD YOU WISH TO SEE THE DATA WE HOLD FOR YOU, PLEASE ASK THE PRINCIPAL. THE DATA WE HOLD FOR YOU WILL BE THEN BE SHARED WITH YOU WITHIN 7 DAYS.
TERMS AND CONDITIONS
Fees - All Fees are payable weekly or monthly and are payable should your child attend their classes or not. Monthly fees are calculated so that you are not paying during the dance schools holiday closures. Aimee Louise School Of Dance closes for 6 weeks during the year.
Fees are not waived in respect of a pupil’s short term sickness or injury, missed classes/rehearsals due to family holidays, school trips, examinations and competitions.
Payment -We accept class payment in cash, cheque or via standing order. Class fees must be paid in advance before classes are taken (Weekly – at the beginning of the week, Monthly – from the 1st of every month).
If you wish to set up a standing order please use the following details
ACCOUNT NAME: AIMEE LOUISE SCHOOL OF DANCE ACCOUNT NUMBER: 15409760 SORT CODE: 30-98-44
Overdue Payments – any overdue payments will result in your child’s classes being withheld until any outstanding class fees are up to date. Private Lessons - This should be arranged with the individual teacher and fees must be paid at the time of the class. Parents/Guardians should not attend private lessons unless invited to by the individual teacher.
Termination of classes - notice must be given if a pupil wishes to stop attending any class. In the event of a pupil leaving with fees still outstanding, Aimee Louise School of Dance reserve the right to pursue recovery of the debt by all legal means including court action.
Cancellation of classes - On occasions, classes may need to be cancelled and then postponed to a later date. Aimee Louise School of Dance will endeavour to give as much notice as possible and will notify Parents/Guardians either by email, website, noticeboard or telephone. We reserve the right to cancel any classes anytime up to and including the date the class starts.
Liabilities – Aimee Louise School of Dance do not accept any responsibility for loss or damage to personal property. Aimee Louise School of Dance cannot be responsible for pupils outside of their classes.
Agreements-Any forms that are signed by parents/Guardians constitute an agreement between the parent and Aimee Louise School of Dance , including these terms and conditions.
Absences – Parents/Guardians should inform Aimee Louise School of Dance via email or text/call if a pupil is to be absent from class/rehearsal or if illness or injury will prevent them from participating fully. If we are not informed after 3 weeks of absence, your child we lose their place.
Changes to Parents/Guardians/Pupils details – Parents/Guardians are responsible for keeping us informed of any changes to contact details and any updates to the information given on enrolment forms (including ill health and injuries). This information should be emailed to the school or put in writing.
Notices – Parents/Guardians are responsible for keeping up to date with any information given by Aimee Louise School of Dance via the website, noticeboards & on our noticeboard on Facebook so that pupils attend the correct classes and rehearsals and are kept informed about all relevant matters.
Attire - Hair should be tied neatly off the face for all classes along with the correct uniform.
Lost Property - Unnamed lost property will be kept for three months at which point it will be given to charity. Please ensure all uniform and property is clearly labelled with the pupils name.
Observation of classes – Parents/Guardians are not permitted to observe classes (unless arranged by the class teacher).
Festivals – Pupils/Guardians should arrive at Dance Festivals one & 1/2 hours before the published time of their section as festivals can run up to an hour early and they are responsible for warming up before a planned rehearsal/performance. All parents/Guardians are responsible for reading relevant information such as festival dates and times as published by Aimee Louise School of Dance on their website or noticeboards. All pupils who wish to take part in Dance Festivals must wear their ALSOD uniform to all events Parents/Guardians are responsible for familiarising themselves with Dance Festival rules and child protection policies. These are available in the relevant Dance Festival Programmes & copies can be obtained from Miss Aimee
Commitment to Group rehearsals/performances -Every pupil is a member of a team! Choreography doesn’t just happen, it is planned. Absence from rehearsals means pupils catching up when they return resulting in wasted time and slowing down the advancement of the team. performances suffer from pupils missing, s o please do not commit to groups if you cannot give 100%.
Photographs and video footage - Any photographs and video footage taken of pupils by Aimee Louise School of Dance may be used to publicise the school, website, fliers etc. If you do not wish your child’s im age to be used for these purposes you must inform Aimee Louise School of Dance and ensure this request has been acknowledged. Our annual show is always videoed and photographed and your child will form part of the resulting DVD and photographs if they take part in the show.
Costumes – Where there is a cost for buying or hiring costumes for festivals and shows, parents will be informed of the amount spread out monthly throughout the year. Costume, rehearsal and festival entry fees are not refundable once an order/entry has been given