General Data Protection Regulation (GDPR) replaces the previous Data Protection Act. 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 is only processed with their ‘explicit’ consent. GDPR covers personal data relating to individuals.
Jane Farrell Ballet School
To enroll a pupil with JFBS, parents fill in a Registration Form with the pupil’s name, address, date of birth, parent contact details and any relevant medical information. This information is requested for “legitimate purposes”. A Register is compiled for each class every term. This is a paper register which is kept and transported in a locked briefcase. At the beginning of each class the Register is checked off so that there is a record of which children are present and which are absent. In the event of illness, accident or emergency, the parents can then be contacted and if there is an evacuation, a roll call can be taken.
Data is stored on my home computer hard drive. Nothing is stored on-line or in the “Cloud”. The information will only be used to contact Parents in the normal course of running a ballet school “core business”, with emails about class dates and fees, shows, exams and other subjects consistent with good practice.
Data is not passed to any third party without the parents’ explicit consent.
1) Exam entries
Parents fill in an entry form and the candidate’s name and age only are forwarded to the examining board – Association of Russian Ballet Schools & Theatre Arts (ARBTA).
JFBS Annual show. A consent form is distributed for signature by parents. Details of the pupils performing will be sent to the relevant Child Protection Department at Bournemouth Council (or other Council if the performance is elsewhere) as legally required.
Western Association of Ballet Schools (WABS) performances. A consent form is distributed for signature by parents, any legally required information may be sent via the Association’s Secretary so all the information from different schools is collated before submission to the Council.
ARBTA performances. A consent form is distributed for signature by parents. Any legally required information may be sent via the Association’s Secretary to be forwarded to the Council in whose jurisdiction the performance takes place.
Data will be deleted when there is no compelling reason for its continued use. Paper records will be shredded. However JFBS has a legal duty to keep details for a reasonable time. Class attendance and fee payment records will be kept for the previous 6 years in case of tax investigation by the Inland Revenue. No financial details of parents are held. Children’s accident and injury records should be retained for 19 years (or until the child reaches 21 years), and 22 years (or until the child reaches 24 years) for Child Protection records.