Privacy and Cookie Policy

Introduction

  1. At DNPA we value our customers and take your privacy very seriously.
  2. This policy lists how we use (process) and protect the information that is given to us by you via email, enrolment form or enquiry form. This policy has been written in line with the Data Protection Act (2018) and the EU’s General Data Protection Regulation (GDPR).
  3. DNPA may change this policy periodically, please check occasionally to familiarise yourself with changes to the policy. If applicable, members will be notified by email of any changes.
  4. DNPA is an inclusive performing arts school which offers performing arts classes and workshops for all ages and abilities.
  5. The DNPA classes run from DNPA, St. Andrew’s URC Church, Wickham & Brockley Road, Brockley, London, SE4 2SA . Contact details are as follows: hello@dnpa.co.uk or alternatively you can contact us via our ‘Contact Us’ form on the website ( www.dnpa.co.uk ).
  6. Our legal basis for processing personal data is ‘legitimate interest’ as our processing of personal information is necessary for the services we provide and ‘consent’ for using your personal information for a specific purpose (photographs in marketing).
  7. DNPA does not share or sell information to third parties.

1. How DNPA collect data

DNPA customers provide personal data when signing up for classes through our enrolment form (on Google Forms) or via a paper enrolment form.

This is completed by a parent/guardian or the student themselves (if they are 18+).

Personal data may also come to us through our Enquiry Form on our website and to our main email address.

In some instances, bank details of a parent/guardian may be required in the instance of refunds.

Why do DNPA collect data:

Students/parents/guardians must agree to some processing of their personal data when signing up for our classes. This is due to Legitimate Interests and Consent and is also in line with our health and safety and child safeguarding policies.

Our students must remain safe at all times and so information must be collected to create registers and to split students into year groups.

We ask for special category data in terms of Medical/Disability information at consent from the data subject. It is essential that this consent is given if necessary as this will allow us to ensure students are safe in classes.

What personal information do we collect?

For health and safety reasons, there is specific information that we require when you sign up for our classes. Some of this information will be sensitive (Children’s Personal Information, Date of Birth and Medical Information) and we ensure utmost confidentiality.

When you sign up for children’s classes, we collect the following
information:

  • Student’s Personal Data:
    • Child’s Full Name, School Year, Date of Birth, Home Address, Classes to attend
    • An email address for the student may also be given if parent/guardian deems this necessary
  • Student’s Special Category Data:
    • Medical Information/History
    • Disability Information
  • Parent/Guardian Personal Data:
    • Name, Address, Email Address, Contact Phone Number
    • An emergency contact name and phone number

When you sign up for adult classes, we collect the following information:

  • Student’s Personal Data:
    • Full Name, Date of Birth, Email Address, Telephone Number(s), Address
    • An emergency contact name and phone number
  • Student’s Special Category Data:
    • Medical Information/History
    • Disability Information

If you attend a trial class, workshop or summer school, we collect the following information:

  • For children’s classes:
    • Dancer’s Personal Data: – Child’s Name, Age or School Year Group
    • Permission for photographs to be taken and used on our online sites (Website, Facebook, Instagram)
    • Student’s Special Category Data:
      • Medical Information/History
      • Disability Information
    • Parent/Guardian Personal Data:
      • Name, Email Address and Telephone Number
      • An emergency contact name and phone number
      • Consent to receive marketing emails from us in the future

If you enquire about our classes via our online form, we collect the following information:

  • Personal Data:
    • Your Name, Email Address and Telephone Number
    • Any information you choose to give us such as your child’s name
  • Consent to receive marketing emails from us in the future

If you enquire about our classes via direct email, we collect the following information:

  • Personal Data:
    • Your Name, Email Address and Telephone Number
    • Any information you choose to give us such as your child’s name

How data collected is sent internally:

  • Enquiry forms are sent to DNPA through an encrypted email server from our website (via Google Drive)
  • Received paper enrolment forms are destroyed after no more than 4 weeks
  • Online Enrolment forms are stored for the academic year on secure Google Forms

Storage/Retention of data:

  • Data received via enrolment forms are uploaded manually into our CRM (Google Drive). Access to the original enrolment forms and the CRM is encrypted and only available to authorised staff members.
  • Registers and emergency contact lists are created through the CRM – Which is only available via a shared link
  • A copy of registers are given to staff with the first name of the student and year group or age only. In some instances, where there are children of the same name in the dance school we will use the first initial of their surname (sometimes this will also be the second initial). When these are out-dated, we destroy them thoroughly.
  • Waiting lists are stored on an encrypted cloud-based server.
  • Any data recorded on paper (e.g. accident forms, paper enrolment forms, printed invoices) will be stored in a locked bag.
  • We will retain your information for as long as we have a legal or business reason to do so. This means:
    • We will keep all of your personal information as long as you or your child is taught or performs at DNPA.
    • We will keep names only for 7 years after you leave us for accounting purposes.
    • Personal information including child’s name, DOB, medical information, address and telephone number will be destroyed within 60 days of you leaving us.
    • We will retain photograph permission as long as DNPA (as this name or any new name) is in business or for 100 years; whichever is longer.
    • If you have enquired about our classes, we will keep your name and email address for 12 months. We will make sure you only receive emails relevant to your enquiry.
    • If you are a parent of a past pupil, we will keep your name and email address for marketing purposes for 12 months after you leave to send you information about classes under our legitimate interests. However, if you request for us not to contact you for marketing purposes we will adhere to this – you can also unsubscribe from any emails.
    • If you have attended a trial, workshop or Summer school, we will keep your name and email address for marketing purposes for 12 months. You can unsubscribe from these at any time.
    • Your data may be turned into anonymous, statistical data to enable us to create reports about our classes.
    • Accident forms will be retained for 3 years after the accident occurs.
    • Registers will be destroyed on a termly basis.
    • Child Safeguarding records are kept indefinitely on a case-by-case basis, the minimum these will be stored for is 6 years due to legal obligation.
    • Bank details are deleted after the action concerning them is complete

2. How we use this information

Third Parties/Data Processors:

Freelance Teachers: All of our teachers are freelance staff and we have data processor agreements in place. Teachers receive registers which include the student’s first name, photograph permissions and year group/age. They will also receive any medical information which is necessary for the safe running of a class/event (including the show). This will be with consent from the student or student’s parent. Google Drive: DNPA uses Google Drive (GSuite) to store all of our data. This includes (but is not limited to): enrolment forms, trial booking forms, registers, medical information, photograph permission forms, show information and videos. Google Drive is a secure cloud-based server which is GDPR compliant and password protected.

Child Performance Licences: In order to apply for child performance licences, DNPA is legally required to provide personal data to Lewisham Council. This includes (but not limited to): Full name, Date of Birth, School Details, Parental information and any medical information. Consent to send this information will be sought if a child needs a child performance licence. Child Safeguarding Concerns: In the unlikely event, DNPA has a safeguarding concern in relation to one of our students, we are legally required to provide data to the safeguarding board at the local council.

3. Photographs/Videos of Dancers

DNPA uses videos and photographs from classes and shows for marketing purposes on social media platforms, our website and in print (e.g. leaflets).

Permission to take photographs of students and permission for these photographs to be used online is received via enrolment forms, email and trial forms. If this student has since left the school, this information will be stored for as long as DNPA (as this name or any new name) is in business.

From September 2020, a new thorough photo permission form will be sent out to parent/guardians and adult students (18+) at DNPA.This form will only be required to be completed once and will be kept for as long as DNPA (as this name or any new name) is in business or up to 100 years; whichever is longer.
Photographs and videos of all students are used in a number of ways at DNPA:

Internal use –

  • On care plans or allergy lists to identify students to all teachers
  • At the end of the year / term, as part of a celebration
  • Displays in the changing room such as show photographs The lawful basis for use of images in this way is legitimate interest.

External use – For use in marketing:

  • On DNPA website – videos and photographs of events, shows and example dance styles that we teach
  • In DNPA prospectus or other documents to show how the performing arts school functions
  • In local press
  • On social media (Facebook, Instagram, Twitter and YouTube) for marketing purposes and promoting our performing arts school. On sharing evenings, in house, other parents may take photographs/videos of you / your child and will agree that these will not be shared on social media. For this use of images we require consent. When using photographs and videos for marketing purposes we will not accompany them with any other personal information about you / your child, to ensure that you / your child cannot be identified.

Any photo or video will be stored on the Directors and DNPA Staff (Natasha Khamjani, Derya Donaldson, Milenka Marosh, Dean Holnesss, Indeyarna Donaldson-Holness and Tracey Mair) computer or work phone, and then uploaded onto Google Drive, it will then be securely deleted from the computer or phone at the end of each term if not needed, or uploaded to YouTube if it is.

Conditions of Use –

  1. This permission form lasts for 100 years and will be updated in the year that children turn 13 and, then, when they turn 18. You have the right to withdraw your consent at any time.
  2. If we use photographs of individual pupils or small groups of children or young people, we will avoid using their name (which means first name and surname) of that child in the accompanying text or photo caption, unless written parental consent is given. Please note that the external media profession are likely to use first names and surnames in their publications/broadcasts.
  3. We will not include personal e-mail or postal addresses, or telephone or fax numbers on video, on our website, or in other printed publications.
  4. We may use group photographs or footage with very general labels (for example, the name of the performance style or class).
  5. We will only use images of children who are suitably dressed, to reduce the risk of such images being used inappropriately.
  6. At public events, shows and open afternoons, we have no control over who takes photographs but every visitor will be prepped on the necessity for discretion and respect of all of our students.
  7. We will re-use photographs and recordings indefinitely after you/ your child leaves DNPA as we will have already gained permission and will only use these for marketing and social media. (N.B. Photographs already used for marketing online and offline will remain in the public
    domain).

Who gives the consent?

  • In terms of data protection, there is no set age limit as to when a child should give their consent to be in photographs and/or used online, but we will always make sure that this is in conjunction with parental permission.
  • We recognise the need to take the safety and welfare of all children and we take the use of photographs seriously so we encourage you to discuss the use of photographs with your child and the risks involved. The NSPCC advises that children should understand how their photographs are used and to give consent for this.
  • At DNPA we have decided the following:
    • For students aged under 13, we ask for a parent/guardian to complete the form below for them. We ask for you to discuss this choice with your child.
    • For students aged 13 and over, we ask for the child involved to complete the form below with their parent/guardian.
    • For students aged 18 and over, the form must be completed by the individual

We have a strict no social media policy so any photographs taken by students and/or parents of our students must not be used on any social media site.

Short videos may be uploaded to iMovie or YouTube to use on social media platforms or in the newsletter.

4. Show and Performance Permissions

We will ask for certain consent for your child/you to perform in our annual show such as:

  • Consent for a student to be photographed and filmed by our official videographer
  • Consent for the student’s name to be listed in the show programme (first name only – in some instances we may also put the surname too).

5. Your rights

  1. The Data Protection Act gives you the right to access the information we have about you.
  2. You have a right to rectify any incorrect data we have for you (so please keep us updated with any changes to your personal information!).
  3. You have a right to request the erasure of your personal data although there are some exclusions which include: if you owe us fees, if you are a current customer. There will be a small amount of data (names) we need to keep due to our legal obligations.
  4. You have a right to object to consent to marketing emails and can unsubscribe from these via clicking unsubscribe at the bottom of emails or emailing us at info@dnpa.co.uk
  5. You have a right to withdraw consent of the use of photographs and videos.

6. Complaints and Data Breeches:

  • Complaints in regards to the handling of personal data can be made directly to DNPA’s Directors: Natasha Khamjani, Derya Donaldson and Milenka Marosh via info@dnpa.co.uk
  • If you feel DNPA have violated data protection laws, you have the right to complain to the Information Commissioner’s Office (ICO) via telephone on 0303 123 1113 .
  • If DNPA experiences a data breech, we have a legal obligation to report this to the ICO within 72 hours. All victims of the data breech will be informed as soon as possible if there is a high risk of impacting the individual. All data breeches will be stored.

7. Cookies

What are Cookies?

This website uses cookies and similar technologies, which are small pieces of information (e.g. numbers & letters) that websites provide when visited by a user. These are downloaded onto a device (website or mobile) when a user accesses a website or app. Cookies are then stored on the device and send them back to the website when you visit again, they make the contact between a user and the website easier and faster due to remembering certain information.

“Essential” cookies are automatically placed on your computer or mobile device and help the basic functionality of the website.

“Non-essential” cookies are only used if you consent to us using these. They include analytical cookies (which analyse your behaviour on the website) or advertising cookies (which display advertisements to you).

“Session” cookies are active during your browsing session and expire once your session ends.

“Persistent” cookies are stored on your device between sessions for a certain length of time (unless deleted by the user)

How do we use Cookies?

Some cookies (functional and required) are necessary for our website as they allow website visitors to navigate and use the key features on our website securely. We will never use cookies to identify you or store personal information.

Analytic and performance cookies are used on this site, as described below, only when you acknowledge our cookie banner. We use analytics cookies to view site traffic, activity and other data.

First-parties:

We use other service providers which may store cookies on your device when you visit our website:

Google Analytics will collect information using cookies to inform us about website use. You can see their privacy policy here: https://www.google.com/policies/privacy/ .

Once you leave our website, we are not responsible for the privacy policies connected to the websites or how they collect and/or use your information.

How to disable Cookies?

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly.

If you have any queries about our privacy policy please contact us: hello@dnpa.co.uk.

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