All Star is committed to protecting the personal information and we prioritise providing a safe environment for our children, parents/guardians, schools, staff members and all of those who may come into contact with our company both in person and online.
This policy outlines the use of any personal information voluntarily given to us in starter packs, online enquiry forms, email exchanges, over the phone, text messages, letters etc.
We would like to outline that the data of anyone under the age of 18 is never taken by All Star unless from a parent/guardian.
Whenever personal data is shared with us, we are legally obliged to use this in line with the most current legislation covering personal data protection such as the General Data Protection Regulations and the Data Protection Act 1998.
DATA PROTECTION PRINCIPLES:
Personal data shall be processed fairly and lawfully and, in particular, shall not be processed unless –
(a) at least one of the conditions in Schedule 2 is met, and
(b) in the case of sensitive personal data, at least one of the conditions in Schedule 3 is also met.
Personal data shall be obtained only for one or more specified and lawful purposes, and shall not be further processed in any manner incompatible with that purpose or those purposes.
Personal data shall be adequate, relevant and not excessive in relation to the purpose or purposes for which they are processed.
Personal data shall be accurate and, where necessary, kept up to date.
Personal data processed for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.
Personal data shall be processed in accordance with the rights of data subjects under this Act.
Appropriate technical and organisational measures shall be taken against unauthorised or unlawful processing of personal data and against accidental loss or destruction of, or damage to, personal data.
Personal data shall not be transferred to a country or territory outside the European Economic Area unless that country or territory ensures an adequate level of protection for the rights and freedoms of data subjects in relation to the processing of personal data.
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
WHAT INFORMATION DOES ALL STAR PRODUCTIONS NE LTD HAVE ABOUT ME?
All Star ensure that there is a legal basis for having any personal information. We rely on consent of the individual, or the individual’s parent/guardian where necessary, in order to process any data and ensure that we don’t ask for any data that we do not require.
When an individual starts any classes at our studio, we collect personal information by giving a starter pack to them or their parent/guardian. Information such as the parent/guardians name, email address, postal address, telephone or mobile number is asked for in the starter pack along with the name, age and any medical conditions of a child if necessary. This is then stored in our records for as long as the person in question is a student of ours.
Within the starter pack, consent is asked for All Star Productions to take photos and videos of pupils on occasion. Parents are asked whether they agree that any images taken may be used for fundraising, publicity or other purposes to help achieve the group’s aims. This might include (but is not limited to), the right to use them in their printed and online publicity, social media, press releases and any potential funding applications.
Parents/guardians are made aware that their consent will be kept on file for the next 3 years and are given the clear option to deny to photo consent. They are asked to be aware and agree that it is their responsibility to make All Star aware if it is not allowed (via the completed form or any other form of communication) or if their consent is no longer given.
All Star Productions does NOT share your personal information with third parties. We do NOT sell your data, and we do not buy data from third parties.
CCTV is used for maintaining the security of property and premises and for preventing and investigating crime, it may also be used to monitor staff when carrying out work duties. For these reasons the information processed may include visual images, personal appearance and behaviours. This information may be about staff, customers and clients, offenders and suspected offenders, members of the public and those inside, entering or in the immediate vicinity of the area under surveillance. Signs are located in sight for all users of the studio to make them aware of this. Where necessary or required this information is shared with the data subjects themselves, employees and agents, services providers, police forces, security organisations and persons making an enquiry.
HOW WILL YOU USE MY PERSONAL INFORMATION?
We will use your personal information for a number of purposes including:
To provide you with information about our classes, timetables or services we may offer.
To arrange classes and give details about something you have enquired about or signed up for.
To process your application for employment and where applicable your employment once appointed.
In any circumstance where the need to contact you or use your information is different from any of those above then as a company we will always explain to you the reason in which we are contacting you and will ask for your permission to do so. You will always have the opportunity to withhold or withdraw your consent for the use of your personal information.
We keep the information we hold about our customers and students for as long as is necessary to deliver the services we are providing you with.
DATA PROCESSORS WE MAY USE
Data processors are third parties who provide occasional services for us. When using these services, 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, they will hold it securely and retain it for the period necessary to do the service asked of them.
POST: When sending letters, parcels, publications and purchases we will share your postal address with the delivery service.
CRB/DBS SERVICE: A DBS checking service for All Star teachers and chaperones is normally provided by ADAPT North East or South Tyneside Council. Information provided by them to ourselves will only ever be shared with the individual concerned. The records are kept for 3 years and then deleted.
WHY ALL STAR MAY CONTACT YOU
To send you a monthly letter with dates, times and fees for the following month.
To let you know about any cancellations or changes to classes
In relation to any class, service or activity you have signed up for to ensure that we can deliver the services to you.
In case of any incident that involves your child while in our care.
To chase up any information that may be urgently needed for any upcoming shows, activities or events to ensure that your child doesn’t miss out.
In relation to any correspondence we receive from you or any comment or complaint you make about our services.
To send you information you requested when you voluntarily contacted us via our website, by text message, phonecall, email, our facebook page or in person.
WHERE IS MY INFORMATION STORED?
We store personal information on our computers, our phones and in paper form and protect this information from unauthorised access or disclosure. Our phones/laptops are password protected which only we have full controlled access to. Our paper copies of starter packs are kept in a locked drawer of the studio with access given to staff members only in case of emergency.
We use secure technologies to help protect your personal information from unauthorised access, use or disclosure. We store personal information you provide on computer systems which have carefully controlled access and which are located in secure facilities.
While our website and online services are as secure as possible, we cannot guarantee full security due to the nature of the internet which is out of our hands. Please be aware that the risks of the internet are the same as with any online service and cannot be fully guaranteed.
CAN I FIND OUT WHAT PERSONAL INFORMATION ALL STAR PRODUCTIONS HOLDS ABOUT ME?
All Star only have access to information given voluntarily. Regardless, you have the right to access certain personal information held about you. If you wish to do so then please get in touch.
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.
ALL STAR PRODUCTIONS GDPR POLICY
GENERAL DATA PROTECTION REGULATION POLICY STATEMENT
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.
ALL STAR PRODUCTIONS 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.
ALL STAR PRODUCTIONS is registered with the ICO (Information Commissioners Office) under registration reference: A8323036
GDPR INCLUDES 7 RIGHTS FOR INDIVIDUALS:
1) THE RIGHT TO BE INFORMED
ALL STAR PRODUCTIONS 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 along with any allergies or medical requirements.
We are required to collect certain details of visitors and chaperones to our stage school. We need to know visitors and chaperones names, telephone numbers, and where appropriate company name. This is in respect of our Health and Safety and Safeguarding Policies.
2) THE RIGHT OF ACCESS
At any point an individual can make a request relating to their data and ALL STAR PRODUCTIONS will need to provide a response (within 1 month). ALL STAR PRODUCTIONS 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 ALL STAR PRODUCTIONS has a legal duty to keep children’s and parents details for a reasonable time, ALL STAR PRODUCTIONS retain these records for 3 years after leaving the stage school, children's accident and injury records for 17 years (or until the child reaches 21 years), and 20 years (or until the child reaches 24 years) for Child Protection records.
Teachers records must be kept for 6 years after the member of leaves, before they can be erased.
This data is archived securely onsite and shredded after the legal retention period.
4) THE RIGHT TO RESTRICT PROCESSING
Parents, visitors and staff can object to ALL STAR PRODUCTIONS 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
ALL STAR PRODUCTIONS sometimes requires data to be transferred from one IT system to another. 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. ALL STAR PRODUCTIONS does not use personal data for such purposes.
STORAGE AND USE OF PERSONAL INFORMATION
All paper copies of children's and staff records are kept in a locked cabinet at All Star Fitness and Performance Studio, Wenlock Road. Members of staff can have access to these files but information taken from the files about individual children is confidential and these records remain on site at all times. These records are shredded after the retention period.
Information about individual children is used in certain documents, such as, a weekly register or safeguarding list necessary for shows. These documents include data such as children's names, date of birth, contact numbers and sometimes address. These records are shredded after the relevant retention period.
ALL STAR PRODUCTIONS stores personal data held visually in photographs or video clips or as sound recordings, and written consent has been obtained via the photo and video consent form in the starter pack. No full names are stored with images in photo albums, displays, on the website or on ALL STAR PRODUCTIONS’s social media sites.
Access to all ALL STAR PRODUCTIONS computers is password protected. When a teacher leaves the company these passwords are changed in line with this policy and our Safeguarding policy.
GDPR MEANS THAT ALL STAR PRODUCTIONS 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 was adapted by Sharna Rose in May 2018 and is signed on behalf of ALL STAR PRODUCTIONS:
Sharna Louise Rose, Director ALL STAR PRODUCTIONS
Sharna Rose, Director ALL STAR PRODUCTIONS
THE ICO NUMBER FOR ALL STAR PRODUCTIONS IS A8323036
IF YOU ANY QUESTIONS OR COMMENTS ABOUT THIS PRIVACY STATEMENT OR GDPR POLICY PLEASE EMAIL firstname.lastname@example.org