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. LJ 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.
GDPR includes 7 rights for individuals:
1) The right to be informed
LJ Dance needs to collect 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 any relevant medical or family information.
2) The right of access
At any point an individual can make a request relating to their data and LJ Dance will need to provide a response (within 1 month). LJ 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.
4) The right to restrict processing
Parents can object to LJ 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
LJ Dance requires data to be transferred from one IT system to another; such as from LJ 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
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. LJ Dance does not use personal data for such purposes.
Storage and use of personal information
All paper copies of 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 pupils is confidential and these records remain on site at all times. These records are shredded after the retention period of two years. Computer data is held through DanceBiz (ThinkSmart Software) and is stored via a cloud based server hosted in the UK and not outside of the EEA. This is password protected and secure and safe and inaccessible from any unrecognised third parties.
Information about individual pupils is used in a weekly register, with name, date of birth essential medical information and emergency contact numbers. These records are shredded after six months.
LJ Dance stores personal data held visually in photographs or video clips or as sound recordings. No names will be stored with images in photo albums, displays, on the website or on LJ Dance’s social media sites.
Access to all office computers, phones and tablets are password protected.
GDPR means that LJ 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.
This policy will be reviewed annually. Next review will be September 2018.
Child Protection and Safeguarding Policy
LJ Dance recognises the vital importance of safeguarding and protecting children from abuse and adheres and is regulated by the Code of Conduct and Code of Professional Practice of the Royal Academy of Dance (policies can be viewed at www.rad.org.uk) In addition, all members of LJ Dance staff have full enhanced DBS.
LJ Dance acknowledges the duty of care to safeguard and promote the welfare of children and is committed to ensuring safeguarding practice reflects statutory responsibilities and requirements, Government guidance and complies with ongoing best practice of the Royal Academy of Dance.
The welfare of children is paramount, aiming to ensure regardless of age, gender, religion or beliefs, ethnicity, disability, sexual orientation or socio-economic background the interests of all children.
LJ Dance teachers share the following objectives to help keep children, young people and vulnerable adults safe by:
· Providing a safe environment to learn in
· Identifying and responding to children, young people and vulnerable adults in need of support and/or protection
· Supporting children and young people’s development in ways which will foster a sense of self-esteem and independence
· Fostering a learning environment in which every pupil feels valued and able to articulate their wishes and feelings in their preferred method of communication in an atmosphere of acceptance and trust
LJ Dance will endeavour to ensure that the safety and welfare of children and vulnerable adults are protected by:
· Taking all reasonable steps to protect children from hazards
· Strictly observe the code of behaviour (see below)
· Take prompt and appropriate action if an accident occurs
· Take all reasonable steps to prevent abuse of children
· Report any incident or suspicion of abuse promptly
Code of behaviour for LJ Dance staff:
· Behave professionally
· Listen to children
· Treat everyone with respect
· Communicate at an appropriate level
· Be aware of policy and procedure
· Be aware approachable and understanding
· Report to the school Principal and write up the details of any accident in the Accident Book