PRIVACY NOTICE
CHANCE TO DANCE EXTER – PRIVACY NOTICE

In accordance with the General Data Protection Regulation (GDPR) which came into force in May 2018 I would like to make you aware of the steps Chance to Dance Exeter has taken to aligned to the new regulations. This privacy notice is to inform you how we may collect, use and protect your personal data. Chance to Dance Exeter acts as the data controller for the purposes of data protection.

Data Collection

Dance teachers/leaders of dance organisations that are involved with Chance to Dance Exeter: Dance Teachers/leaders of dance organisations will be required to complete an acceptance form which provides details of name, organisation, address, email & telephone number. This information is kept by Chance to Dance Exeter to enable correspondence leading up to the performance and held after the performance for the reason of being able to invite the dance school/organisation to participate in future performances. Dance teachers can at any time request in writing for this information to be deleted from Chance to Dance Exeter records but schools doing this would then not automatically be invited to future events.
Children aged 16yrs and under:

When staging a performance Chance to Dance Exeter must apply for a Body of Persons Authorisation (BOPA) /or individual licence from the local authority to the venue of the performance under s.37 Children & Young Persons Act 1963. Chance to Dance Exeter must complete a local authority spreadsheet /or information which requires the following data – child’s name, date of birth, post code, area where child is living and main authority. This information is securely passed onto the local authority for them to approve whether the performance can take place. Chance to Dance Exeter will always send data to the local authority using their encrypted channels. Chance to Dance Exeter is also required under the BOPA/Licence to retain this information for 6months from the date of the performance after which Chance to Dance Exeter will securely destroy the information it holds on children under 16yrs.

School Chaperones at theatre (rehearsal & performance)

Under the BOPA/ Licence Chance to Dance Exeter must collect information on the above of licensed chaperones name and expiry date of licence on the same spreadsheet as above. Any additional DBS chaperones will be required to provide name, DBS number and issue date. This information held by Chance to Dance Exeter will also be securely destroyed after 6mths from the date of the performance.
All Dancers – emergency numbers
Chance to Dance Exeter requires emergency telephone numbers and any known relevant allergies/medical conditions of all dancers participating in Chance to Dance Exeter. This information is not passed onto the local authority. It is for the purpose of safeguarding whilst in theatre for rehearsal and performance and is securely destroyed within 48hrs after the performance.

Shared Data:

At no time will this data be shared or sold to a third party or used for marketing purposes. However, in addition to sharing the above data with the local authority under their BOPA regulations, Chance to Dance Exeter only shares details of the Dance Schools/dance organisation, as given on the original acceptance form, with the ‘Official’ photographer and ‘Official’ DVD filming Company for means of communication to view/purchase photographs and DVDs.

How we protect your data

All electronic information you provide to Chance to Dance Exeter is kept confidential on encrypted and/or password protected hard drives and is only accessible by relevant members of Chance to Dance Exeter who require access to undertake their role. All confidential paperwork is kept in a lockable filing cabinet.
Data Movement
Going forward, all personal data exchanged between Chance to Dance Exeter and the dance school/dance organisations must be sent securely in one of the following ways:

*WeTransfer – this is a ‘free’ encrypted transfer of documents
*Via a pass-worded document (password provided by Chance to Dance Exeter)
*Via postal service (where a physical signature is required)

The Right of Access

At any point an individual can make a request relating to their data and Chance to Dance Exeter will need to provide a response within one month. Chance to Dance Exeter can refuse a request if they have a lawful obligation to retain data but 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 our decision.

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. Chance to Dance Exeter has a legal duty to keep children’s, parents and dancing school details for a reasonable time. Any dancer’s accident and injury records will be kept on file. This data is archived securely in a locked filing cabinet and is shredded after the legal retention period.

Photograph Permission. Photographs used for Chance to Dance Exeter advertising and website.

Occasionally Chance to Dance Exeter would like to use some of the ‘official’ photographs for its advertising either in programmes, flyers or on the Chance to Dance Exeter website, permission is always asked for from the schools in advance of any pictures being used. Schools/dance organisations must confirm to Chance to Dance Exeter that written agreement/permission has been given to them from dancers and parents/guardians for Chance to Dance Exeter to use the photographs in this way.
For Chance to Dance Exeter performances schools/dance organisations MUST sign a confirmation to Chance to Dance Exeter that they have the relevant written consent from the parents/guardians of children aged 16yrs and under and of any of their dancers aged 17yrs and over performing in Chance to Dance Exeter for them to be in any ‘official’ photographs & to be included in dances filmed at the c2d rehearsal/performances.