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. Petersfield Dance Festival 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.
GDPR includes 7 rights for individuals
1) The right to be informed
Petersfield Dance Festival is a registered Dance Festival with the British & International Federation of Festivals and as so, 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 SEN requirements. We are requested to provide some or all of this data to The British and International Federation of Festivals and other external examining boards, competitions for entries into correct categories and Hampshire county council areas for performance licences should they be required.
Petersfield Dance Festival is required to hold data on its Teachers; names, addresses, email addresses, telephone numbers, date of birth, bank details. This information is also required for Disclosure and Barring Service checks (DBS) through the DDC.
2) The right of access
At any point an individual can make a request relating to their data and Petersfield Dance Festival will need to provide a response (within 1 month). Petersfield Dance Festival 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 Petersfield Dance Festival has a legal duty to keep children’s, parents and teachers details for a reasonable time, Petersfield Dance Festival retain these records for 3 years after leaving the school. At this point, all data will be deleted from our database.
4) The right to restrict processing
Parents and teachers can object to Petersfield Dance Festival processing their data. This means that records can be stored but must not be used in any way, for example reports or for communications. In this instance, other plans must be discussed with the individuals for the set up of receiving information about their classes and emergency contact.
5) The right to data portability
Petersfield Dance Festival requires data to be transferred from one IT system to another; such as from Petersfield Dance Festival to the Local Authority, for performance BOPA licences, and dance Associations for examinations. These recipients have their own policies and procedures in place in relation to GDPR.
6) The right to object
Parents 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. Petersfield Dance Festival does not use personal data for such purposes.
Storage and use of personal information
All previous paper copies of children’s and staff records are kept in a locked file along with timetable of the festival, which includes the childrens names for us of the staff at the festival. From this point forward all information will be taken electronically.
This software is password protected on all devices.
Processors of data will have a data processing contract with Petersfield Dance Festival to protect your data. These include teachers, back stage helpers and workshop leaders as below.
During performances or workshops data may be printed out to create a register with medical information and emergency contact numbers for workshop leaders or back stage helpers. This is for the children’s safety and will be shredded after the event has ended.
A published programme will be made available each year which the public can buy. This will only contain the childs full name and no other information.
Petersfield Dance Festival collects a large amount of personal data every year including; names and addresses of those on the waiting list. These records are deleted if the child does not attend or added to the child’s file and stored appropriately.
GDPR means that Petersfield Dance Festival 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 created in May 2018
Signed by Chairman of Petersfield Dance Festival.
Data Protection Officer