Border Counties School of Dance - Privacy Notice

Under data protection law, individuals have a right to be informed about how Border Counties School of Dance uses any personal data that we hold about them. This Privacy Notice provides details of the personal data we collect from you, what we do with it, how you might access it and who it might be shared with.

Our Contact Information (Data Controller)

Border Counties School of Dance – Jenna Machin

Tel - 07706217427

Email -

What we do with your personal data and our legal basis for using it.

We process personal data only for the purposes for which they are collected. These purposes include; the necessary data to sustain the relationship between Border Counties School of Dance, pupils and their parents or guardians, as well as to support pupil learning.

We collect and use pupil information for general purposes under the lawful basis of Consent, as outlined under Article 6 of the General Data Protection Regulation (GDPR) from 25 May 2018. Pupils under the age of thirteen cannot provide consent and therefore those classed with legal parental responsibility will be the ‘individual’ to provide data.

By asking for consent;

• We have checked that consent is the most appropriate lawful basis for processing.

• We have made the request for consent prominent and separate from our terms and conditions.

• We ask people to positively opt in.

• We don’t use pre-ticked boxes or any other type of default consent.

• We use clear, plain language that is easy to understand.

• We specify why we want the data and what we’re going to do with it.

• We give individual (‘granular’) options to consent separately to different purposes and types of processing.

• We name our organisation and any third party controllers who will be relying on the consent.

• We tell individuals they can withdraw their consent.

• We ensure that individuals can refuse to consent without detriment.

Recording consent

• We keep a record of when and how we got consent from the individual.

• We keep a record of exactly what they were told at the time.

Managing Consent

• We regularly review consents to check that the relationship, the processing and the purposes have not changed.

• We have processes in place to refresh consent at appropriate intervals, including any parental consents.

• We make it easy for individuals to withdraw their consent at any time.

• We act on withdrawals of consent as soon as we can.

• We don’t penalise individuals who wish to withdraw consent.

What personal data do we collect?

While the majority of pupil information you provide to us is mandatory, some of it is provided to us on a voluntary basis. We will inform you whether you are required to provide certain pupil information to us or if you have a choice in this.

We collect:

• Name and surname

• Date of birth

• Postal address

• Telephone contact details

• Emergency contact number

• Medical Conditions

• Medical Practice and Contact Details

• Medication

• Name of school/college the child is attending

• Attendance details

• IDTA examination results and pin number

• ISTD examination results and pin number

• ADFP competition status number

• WLDF competition status number

• Competition results and feedback forms

• Unique learner number – so that results from ballet, modern and tap examinations can be recorded on education records

• Email address and IP address when sending contact request from website – this data is deleted once we have replied

• Consent for photographs/videos

• Consent for contact

• Photographs

• Videos of performance

Who might we share your personal data with?

We do not share information about our pupils with anyone without consent, unless the law and our policies allow us to do so.

We share personal data with the following;

• International Dance Teachers Associate (IDTA) and International Society of Teachers of Dancing (ISTD) for examination purposes

• Association of Dance Freestyle Professionals (ADFP) for competition membership and entry purposes

• World Lyrical Dance Federation (WLDF) for competition membership and entry purposes

• Competition organisers for competition entry purposes

• Local authorities when requesting performing licenses or exemptions

These organisations are all based with the UK and Ireland.

Where we transfer personal data to a country or territory outside the European Economic Area, we will do so in accordance with data protection law.

How do we look after personal data?

We limit the amount of personal data collected only to what is fit for the purpose, as described above. We restrict, secure and control all of our information assets against unauthorised access, damage, loss or destruction; whether physical or electronic. We retain personal data for the time that the pupil is in our school plus one year, or longer if required by law. If we retain your personal data for historical or statistical purposes we ensure that the personal data cannot be used further. While in our possession, together with your assistance, we try to maintain the accuracy of your personal data.

How can you access your personal data?

Parents and pupils have the right to request a ‘subject access request’ to gain access to the information that we hold about them.

Parents/guardians can make a request with respect to their child’s data where the child is not considered mature enough to understand their rights over their own data (usually under the age of 12), or where the child has provided consent.

If you make a subject access request, and if we do hold information about you or your child, we will:

• Give you a description of it

• Tell you why we are holding and processing it, and how long we will keep it for

• Explain where we got it from, if not from you or your child

• Tell you who it has been, or will be, shared with

• Let you know whether any automated decision-making is being applied to the data, and any consequences of this

• Give you a copy of the information in an intelligible form

Individuals also have the right for their personal information to be transmitted electronically to another organisation in certain circumstances.

To make a request for your personal data, or to be given access to your child's educational record contact Liz Machin, Data Protection Officer at

Parents/pupils also have the right to:

• object to the processing of personal data that is likely to cause, or is causing damage or distress

• prevent processing for the purposes of direct marketing

• object to decisions taken by automated means

• in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed

• claim compensation for damages caused by a breach of data protection regulations

Our Data Protection Officer

Liz Machin

You have the right to lodge a complaint with any Supervisory Authority.

The Information Commissioner’s Office

United Kingdom

Water Lane, Wycliffe House

Wilmslow - Cheshire SK9 5AF

+44 1625 545 745