This privacy notice tells you what to expect when Rochelle The Dance School collects personal information.
We may change this policy by updating the website. You should check from time to time to ensure that you are happy with any changes. This policy is effective from 23 April 2018.
Rochelle The Dance School is committed to process any personal information it holds only in ways that are fair, transparent and meet its legal obligations, in other words, in accordance with the Data Protection Act and its successor the General Data Protection Regulations (GDPR).
Rochelle will take particular care over email addresses which in addition to the GDPR are subject to the Privacy and Electronic Communication Regulations (PECR).
Data protection principles
The legislation sets out various data protection principles. These include that personal information is:
- used fairly and lawfully
- used for limited, specifically stated purposes
- used in a way that is adequate, relevant and not excessive
- kept for no longer than is absolutely necessary
- kept safe and secure
- not transferred outside the European Economic Area without adequate protection
The legislation conveys various individual rights. These include the following:
- The right to be informed
- The right of access
- The right to rectification
- The right to erase
- The right to restrict processing
- The right to data portability
- The right to object
- Rights in relation to automated decision making and profiling.
The sections towards the end of this Privacy Notice let you know how you can exercise your rights.
You can read more about your rights at https://ico.org.uk/for-the-public/.
Information Rochelle processes
The following sections describe the information that Rochelle collects and how it is processed. The sections are split according to the type of information.
Legal basis for processing
The legislation requires that there is a clear legal basis for processing personal information. In general Rochelle relies on the parent/guardian’s consent in order to process their child’s data with a special category condition to Protect Vital Interests. Where there are exceptions such as a legal obligation, contractual agreement or Rochelle’s legitimate interest, they will be noted below.
Please note that if consent is withdrawn the level of service that we can offer might be severely curtailed.
We collect pupil details, emergency contact details and medical details in order to provide pupil services.
That includes, but not limited to, the administration of joining, the need to administer emergency first aid, the need to contact a legal parent/guardian in an emergency, and entrance to the IDTA examinations service.
If an email address is provided we assume consent to use it for administrative purposes of enrolment (e.g. notification of account/invoice, processing of examination sessions, information regarding classes etc.).
Once a pupil has given notice to leave the school we retain sufficient information to identify the previous pupil. This allows the previous IDTA Pin number to be used again if the pupil re-joins. Rochelle relies on legitimate interest as the legal basis for retaining this information.
Learning Records Service
Where a candidates supplies their unique learner numbers (ULN) we will pass on details of this to the IDTA who in turn pass on their qualification to the Learning Records Service to form part of the candidates Personal Learning Record. See www.gov.uk/government/publications/learning-records-service-the-plr-for-learners-and-parents
Where the candidate has been funded by the Education and Skills Funding Agency there is a legal obligation to do this.
Dept for Education
Details of accredited qualifications are passed to the DfE by the IDTA.
Personal information maybe supplied for Reasonable Adjustment of an examination to the IDTA.
Rochelle relies on legitimate interest as the legal basis for retaining examination information.
When someone visits www.rochelle-dance.com we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone.
We have a contact form on the website used to collect information. That information is only used for the stated purposes which are described in the relevant sections of this Privacy Notice.
Links to other websites
This Privacy Notice does not cover the links within our website linking to other websites. We encourage you to read the privacy statements on the other websites you visit.
Suppliers / 3rd parties
Use of data processors
Data processors are third parties who provide services for us. We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct. The following is a list of our main data processors. There may be others from time to time.
Rochelle collect and hold information to administer invoicing, register generation, attendance records, in case of the need for emergency contact or emergency first aid and for the entering of qualifications.
We use a third party service, Membermeister to store our pupil database. Membermeister are contractually obliged to treat any information within the database as confidential and only use information for the purpose of providing Rochelle with a Pupil Database.
When sending letters we will share your postal address with the delivery service (Normally Royal Mail).
We use a third party service, VidaHost to host our website. VidaHost are contractually obliged to treat any information on our private website as confidential and only use such information for the purpose of providing Rochelle with web hosting.
International Data Transfers
Your personal information will be stored in the EU and in accordance with the GDPR.
The GDPR applies to EU residents. If we share personal information of EU residents with suppliers or 3rd parties outside of the EU we will ensure that they meet the requirements of the GDPR.
We are committed to complying with the data regulations of non-EU residents according to their jurisdiction.
Rochelle has implemented technical and organisational security measures to protect your personal data against unauthorized access, loss or misuse.
Complaints or queries
Rochelle tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.
This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of Rochelle’s collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address below.
Confidentiality will be preserved during the investigation of a complaint to safeguard the interests of everyone concerned unless disclosure is necessary to progress the complaint.
If you want to make a complaint about the way we have processed your personal information, please contact us in writing to the address provided below.
Access to personal information
Rochelle tries to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by asking. This is formally known as a ‘subject access request’ under the Data Protection Act 1998. If we do hold information about you we will:
- give you a description of it.
- tell you why we are holding it.
- tell you who it could be disclosed to.
- let you have a copy of the information in an intelligible form.
To make a request to Rochelle for any personal information we may hold you need to put the request in writing to the address provided below.
If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone.
If we do hold information about you, you can ask us to correct any mistakes.
Disclosure of personal information
Except as described in this Privacy Notice we will not disclose personal data without consent.
We may disclose your information to governmental agencies or entities, regulatory authorities, or other persons in line with any applicable law, regulations, court order or official request.
Malpractice / Maladministration
An investigation into malpractice may result in personal information being shared with the regulatory authorities, other awarding organisations, examiner, teacher, candidate or 3rd party that notified us of the suspected or actual malpractice. In this case Rochelle will rely on consent and/or legal and/or legitimate interest as the legal basis for holding and sharing this information.
How to contact us
Use our website contact form at www.rochelle-dance.com/contact or write to:
Rochelle The Dance School
25 Edward Street