This policy details how Anneli Dance School adheres to the General Data Protection Regulations (GDPR), effective from 25thMay 2018.
Anneli ensures the systems and processes are in place to adhere to the 7 rights for individuals that form part of the GDPR. For more information on GDPR, please look on the Information Commissioner’s Office website – www.ICO.org.uk
Storage and Use of Personal Information
Information on our staff and individual’s is held with us whilst they are an active member of the school. Personal information (name, date of birth, contact details and medical details) are held on our online secure register system (Coacha). Only staff have access to this system which is password protected. Information is permanently deleted from the system when an individual leaves the school. This data can also be downloaded when required – e.g. management reporting, show registers. Any downloaded data is held on a secure laptop.
Email addresses are also held in our password-protected Mailchimp account for the purpose of communicating to all who attend our school. Email addresses are permanently deleted from the system when an individual leaves the school.
Any paper copies of children’s and staff records are kept in a filing cabinet in a locked office and shredded once an individual leaves the school.
Anneli will not pass personal data to any other individual or organisation, and will ensure data held is accurate based on the details provided by its staff and customers.
Subject Access Requests
An individual can request to access the personal data we hold about them by emailing the Data Steward at firstname.lastname@example.org. Anneli will endeavour to respond to all access requests within 5 working days.
Roles and Responsibilities
Data Owner– Charlotte Russell, Anneli Dance Director
Accountable for approval of systems and process in place to secure data.
Data Steward– Vanessa Kendall, Anneli Dance Operations Manager
Responsible for overseeing the systems and processes in an operational capacity, and identifying any improvements required to ensure the privacy of data.
Data Custodians– All other members of staff
Adhere to the processes put in place and understands the importance of keep data secure.
Last updated: September 2019