Regulations, Polices and GDPR
Observance of the following rules, regulations and policies is implicit in the acceptance of a place at BDA. 

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Confidentiality
Emails and letters contain confidential and/or private information and are intended for only the person to whom it is addressed. Any unauthorised copying, forwarding, disclosure or distribution of the material contained in emails and any attachment is strictly prohibited. All personal information at the school is kept confidential and will not be discussed or shared by the school with any other parent or student.

Cancellations
If there is a bad weather warning in place and you are in doubt about classes taking place. Please check the website for information. In such cases BDA will not reimburse or replace classes. Parents will be notified by website and emails. Please make sure your details are up to date. 

Child Protection

At BDA we have a duty of care to safeguard all children. It is our aim to provide children and young people with appropriate safety and protection that attend the School. We abide by The Child Protection Act 2004.

Protection of our Children
At BDA, we ensure that all children are protected. We also do not tolerate any behaviour that results in bullying or discrimination, and BDA will give a written notice for any unacceptable behaviour from a student. If this behaviour does not show improvement BDA has the right to refuse admission.

Use of Photographic/Filming Equipment
If a parent wishes to photograph or film classes, they may do so with the permission of the teacher, however we operate a policy that protects families that do not wish their children to be photographed or filmed. If this policy is found to be breached we will ask you to remove all evidence of the photography/filming.  BDA uses our own Photograph's and Filming as a platform to advertise and to celebrate its students' achievements. BDA Photo's and Filming will be published and we ask that all members notify the School if you do not want wish your child to be photographed or filmed when you register. 

Health and Safety
Some physical contact is necessary by the teacher to demonstrate exercises or technique or to prevent injury during the class. If in the case of minor accidents, first aid needs to be administered, the school will contact the Parent/Guardian immediately. No responsibility is taken for any injury occurring, during or after classes, although great care is taken to avoid such an occurrence. When a parent enrols their child it is their responsibility to ensure that the information given on their registration form is correct and the school is aware of any illness or disability that may affect their child during lessons.

The use of Social Media
We ask that current students who have access to social media do not contact teachers on their personal pages. We ask that all students contact BDA via email and/or social media page for any questions, helpful tips and advice. Social media is a wonderful communication tool however the BDA Facebook Page, Instagram Page and email should be the only use of social media contact from current students to teachers. BDA uses our Social Media  Page as a platform to advertise and to celebrate its students' achievements. Photo's will be published of children and we ask that all members notify BDA if you do not want wish your child to be photographed when you register.

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General Data Protection Regulations 2018

In accordance with the GPDR Statement.

GDPR stands for General Data Protection Regulation and replaces the previous Data Protection. It was approved by the EU Parliament in 2016 and came 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. Bristol Dance Associates 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.

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What we do at BDA:

• We do not disclose or sell personal data to third parties.

• We do not disclose personal data to other members and their families.

• Contact numbers and emails for newsletters, updates, and individual communication, invoices and general information.

• Emergency Parent contact numbers are given to teachers termly for the sole use of emergency contact only.

• Personal data is stored in a locked password encrypted email database.​

• Paper registration forms are stored in a secured filing cabinet at BDA's office.

• Hard copy information is destroyed via secure information shredding service.

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Access to School Email account, Website, personal Data, Social Media Accounts, Newsletters is password protected and is not available to members of the Public, members of BDA and or its staff. The Administrator has sole access to all this data. When a member of staff leaves the school these passwords are changed in line with this policy and our Safeguarding policy. Any portable data storage used to store personal data, e.g. USB memory stick, are password protected and/or stored in a locked filing cabinet.

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GDPR includes 7 rights for individuals

1) The right to be informed

BDA is required to collect and manage certain data. We collect parent’s and or guardian's names, addresses, emergency telephone numbers and email addresses. We also collect children’s full names, addresses, date of birth along with any SEN requirements and are stored via a secure electronic system and paper registration forms are stored in a secured filing cabinet at BDA's office.

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This is in respect of our Health and Safety and Safeguarding Policies.

As an Employer of Self Employed practitioners, BDA is required to hold data on its Teachers such as names, addresses, email addresses, telephone numbers and bank details. Information such as Disclosure and Barring Service checks (DBS), personal Public Liability insurance, First Aid Certificate's, Membership details and any qualification's. This information stored via a secure electronic system and paper  forms are stored in a secured filing cabinet at the School's office.

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2) The right of access

At any point an individual can make a request relating to their data and BDA will need to provide a response (within 1 month). BDA 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. 

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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 BDA has a legal duty to keep student and parents details for a reasonable time*. BDA retain any records relating to student's accident and injury records for 19 years (or until the child reaches 21 years), and 22 years (or until the child reaches 24 years) for Child Protection records. Self Employed Teaching records will be erased when the member of leaves their position. All hard copy information is destroyed via secure information shredding service.

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* BDA holds personal data while the student is registered. 

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4) The right to restrict processing

Parents, visitors and staff can object to BDA processing their data. This means that records can be stored but must not be used in any way, for example Newsletters and General Emails. In this situation, BDA has no obligation to refund any classes missed or cancelled due to 'lack of communication'. It will be the parents responsibility to ensure they are informed about what's happening.

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5) The right to data portability

BDA requires data, for example emergency contact details to be transferred from office to Studio. 

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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. BDA does not use personal data for such purposes.

 

This Policy was issued by the Bristol Dance Associates administrator Anisha Patel in July 2020.

Policy review date: July 2021