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 consent. GDPR covers personal data relating to individuals. Boppin Dance Schools is committed to protecting the rights and freedoms of individuals with respect to the processing of children’s, parents, visitors 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
Boppin Dance Schools is required to collect and manage 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 relevant medical conditions, along with any SEN requirements. We do not share this data with any other organisation.
As an employer Boppin Dance Schools 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 Boppin Dance Schools will need to provide a response (within 1 month). Boppin Dance Schools 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 Boppin Dance Schools has a legal duty to keep children’s and parents details for a reasonable time, Boppin Dance Schools retain these records for 3 years after the child stops attending, 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 staff leaves employment, before they can be erased. This data is archived securely onsite and deleted after the legal retention period.
4) The right to restrict processing
Parents, visitors and staff can object to Boppin Dance Schools processing their data. This means that records can be stored but must not be used in any way, for example reports or for communications. f
5) The right to data portability
The right to data portability gives individuals the right to receive personal data they have provided to a controller in a structured, commonly used and machine readable format. It also gives them the right to request that a controller transmits this data directly to another controller.
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. Boppin Dance Schools does not use personal data for such purposes.
Storage and use of personal information
All hard drive back-ups of children’s and staff records are kept in a locked filing cabinet in the Boppin main office. 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 deleted after the retention period.
Information about individual children is used in certain documents, such as, a weekly register, medication forms and disclosure forms. These documents include data such as children’s names, date of birth and sometimes address. These records are shredded after the relevant retention period.
Boppin Dance Schools collects a large amount of personal data every year including; names and addresses of those on the waiting list. These records are deleted if the child does not attend or added to the child’s file and stored appropriately.
Boppin Dance Schools stores personal data held visually in photographs or video clips or as sound recordings, unless written consent has been obtained via the Release form/fit to Perform agreement form. No names are stored with images in photo albums, displays, on the website or on Boppin Dance Schools’s social media sites.
Access to all Office computers is password protected. When a member of staff leaves the company these passwords are changed in line with this policy and our Safeguarding policy. 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 Boppin Dance Schools 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