SAFEGUARDING Policy

KLH DANCE – PRIVACY POLICY

Introduction

The Data Protection Act 2018 controls how your personal information is used by organisations and is the UK’s implementation of the EU’s General Data Protection Regulations (GDPR).

Everyone responsible for using personal data has to follow strict rules called ‘data protection principles’. They must make sure the information is:

· used fairly, lawfully and transparently

· used for specified, explicit and legitimate purposes

· used in a way that is adequate, relevant and limited to only what is necessary

· accurate and, where necessary, kept up to date

· kept for no longer than is necessary

· handled in a way that ensures appropriate security, including protection against unlawful or authorised processing, access, loss, destruction or damage

References to ”we”, ”our”, or ,”us”in this privacy notice are to KLH DANCE.

This notice applies to dancers, parents/guardians and volunteers if you have registered to become, or are, a member of our dance school. It explains:

· how we may use the personal information we collect before, during and after your membership with us.

· what your rights are for the purposes of data protection.

· how we comply with the law on data protection

· what your rights are.

For the purpose of the Data Protection Act 2018, the Data Controller of any of your personal information is KLH DANCE.

Personal information we may collect from you

You may initially provide us with or we may obtain personal information about you or your child, such as information regarding your:

· personal contact details that allows us to contact you directly such as name, title, email addresses and telephone numbers;

· date of birth;

· gender;

· membership start and end date;

· records of your interactions with us such as telephone conversations, emails and other correspondence and your instructions to us; any credit/debit card and other payment details you provide so that we can receive payments from you and details of the financial transactions with you;

· records of your attendance at any events hosted by us;

· images in video and/or photographic form and voice recordings;

· emergency contacts;

· personal details for entry into events, competitions and showcases

In some situationsyou will have a requirement or obligatio to provide us with your personal information. If you do not provide us with the requested personal information your may not be able to join or we may not be able to properly perform our contract with you or comply with legal obligations.

You can withdraw your consent and request erasure of your data at any time prior to joining which you may do by contacting us.

Where you have given us your consent to use your personal information in a particular manner, you have the right to withdraw this consent at any time, which you may do by contacting us.

Please note, however, that the withdrawal of your consent will not affect any use of the data made before you withdrew your consent, and we may still be entitled to hold and process the relevant personal information to the extent that we are entitled to do so on bases other than your consent. Withdrawing consent may also have the same effects as not providing the information in the first place, for example we may no longer be able to provide certain benefits to you.

Special categories of personal information

We may also collect, store and use the following ‘special category data’ about you:

· medical information about you which is collected purely for the purpose of ensuring your health and safety when competing/performing and which will not be transferred to any third party save as specifically authorised by you, or in a medical emergency.

· information about any relevant impairments that you may have.

For volunteers we may also collect criminal records information from/about you, this will be completed by the use of the Disclosure Barring Service.

16 or Under

We are concerned to protect the privacy of children aged 16 or under. If you are aged 16 or under‚ please get your parent/guardian’s permission beforehand whenever you provide us with personal information.

Where we collect your information

We typically collect personal information when you apply to become a member of KLH Dance, when you take part in a competition controlled either by us or by another organisation, when you work as a volunteer for us, or when you purchase products and services from us, when you make a query and/or complaint or when you correspond with us by phone, e-mail or in some other way.

If you are providing us with details of next of kin, family members and emergency contacts they have a right to know and to be aware of what personal information we hold about them, how we collect it and how we use and may share that information.  Please share this privacy notice with them.

They also have the same rights as set out in the “Your rights in relation to personal information” section below.

How and why your information is used

Data protection law requires us to rely on one or more lawful grounds to process your personal information. We consider the following grounds to be relevant:

· Specific consent – where you have provided specific consent to us using your personal information in a certain way, such as to send you email or texts.

· Legitimate Interest – to send information on activities and events which have been arranged as part of membership.

· Performance of a contract – to allow us to provide services associated with the day to day running of the KLH Dance and its activities such as requests for payments, registers, and fees.

· Legal obligation – to fulfil legal obligations for health and safety, insurance and child protection purposes.

Disclosure of your personal information

Personal information may be shared with the following:

· Any party approved by you;

· External funding providers;

· External Competition and Event Providers;

· Police, law enforcement and security services: to assist with the investigation and prevention of crime and the protection of national security.

In addition to this, any competition or event which you enter into may process and hold personal data which is required in order for you to participate.

This policy does not cover how your data is processed in relation to external bodies.

Transferring your personal information internationally

Your personal information is not transferred to and stored in countries outside of the UK.

Retention of personal information

Generally, where there areis no legal requirements we will remove all physical and electronic records when you leave KLH Dance.

Exceptions to this rule are:

· Information that may be relevant to personal injury claims or discrimination claims which may be retained until the limitation period for those types of claims has expired. For personal injury or discrimination claims this can be an extended period as the limitation might not start to run until a long time after the event.

· We will continue to store individuals’ performance data which form part of any competitive records.

· Visual recordings and images of competitions and showcases unless requested directly.

It is important to ensure that the personal information we hold about you is accurate and up to date, and you should let us know if anything changes, for example if you change your phone number or email address. Please do this by contacting us.

Your rights in relation to personal information

You have the following rights in relation to your personal information:

· The right to be informed about how your personal information is being used;

· The right to access the personal information held about you;

· The right to request the correction of inaccurate personal information held about you;

· The right to request the erasure of your personal information in certain limited circumstances;

· The right to restrict processing of your personal information where certain requirements are met;

· The right to object to the processing of your personal information;

· The right to request the transfer of elements of your data either to you or another service provider;

· The right to object to certain automated decision-making processes using your personal information.

Whilst this privacy notice sets out a general summary of your legal rights in respect of personal information, this is a very complex area of law. More information about your legal rights can be found on the Information Commissioner’s website at https://ico.org.uk/for-the- public/

To exercise any of the above rights, or if you have any questions relating to your rights, please contact us. 

Vimeo

Parts of this website contain embedded videos from Vimeo. 

Further information: Vimeo's privacy policy. 

Instagram

We have an Instagram account containing images. The account is private and can only be viewed on request to KLH Dance.

Further information: Instagram (Meta) Privacy Policy.

Changes to this notice

This privacy notice may be updated from time to time. When a change to this notice is made in a material way, the version date at the bottom of this page will be updated. For significant changes to this notice, reasonable notice will be given unless we are prevented from doing so. Where required by law we will seek your consent to changes in the way we use your personal information.

Version 2

Date: 31st March 2023