Freedom
Academy of Performing Arts Privacy
policy
This is the
Privacy Policy for Freedom Academy Limited. Company No 7796331
England & Wales Registered Office: Whiteoaks, Gravelly Lane,
Stonnall, Walsall, West Midlands, WS9 9HX. Trading under the name
Freedom Academy of Performing Arts.
We aim to offer a
transparent view as to how we use and store personal data in line
with the GDPR.
You have the
right and may at any time request the personal information that we
hold, you may also request for your personal details to be deleted
from our database or to unsubscribe to marketing
emails.
We promise to
keep your data safe. We do not pass on or sell any data we collect
on our website to any other businesses or
persons.
Who are
we
Freedom Academy
Ltd is a limited company which have set up performing arts school
Freedom Academy of Performing Arts to provide performing arts
training for children and young people.
What
personal data we collect and what we do with
it
We collect the
following personal data from you:
Basic
contact details: We collect your name, email address and
you also have the option whether you would like to opt in to
receive more information on Freedom Academy Ltd. marketing material
on classes and workshops and newsletters. If you decide to opt in
to receive emails for marketing purposes we will save your email
address to our mailchimp data base and you have the right to
unsubscribe to these emails at any time. We use mailchimp as it is
fully GPRS compliant.
Free
trial details: When you sign your child up for a free
trial we collect your name, your child's full name so we are able
to register them, your child's age and date of birth so we are able
to ensure they are placed in the correct class, your email address
so we are able to send you a confirmation and full details of your
child's trial and emergency contact telephone numbers for health
and safety purposes should we need to contact you during your
child's trial class. You also have the option whether you would
like to opt in to receive more information on Freedom Academy Ltd.
marketing material on classes, workshops and newsletters. If you
decide to opt in to receive emails for marketing purposes we will
save your email address to our mailchimp data base and you have the
right to unsubscribe to these emails at any time. We use mailchimp
as it is fully GPRS compliant.
Saturday School and
Early Years course details: When you sign your child up
for our Saturday School or Early Years Saturday Classes we collect
your name, your child's full name so we are able to register them,
your child's age, date of birth and school year so we are able to
ensure they are placed in the correct class and age group, your
email address so we are able to send you a confirmation and full
details of your child's place, emergency contact telephone numbers
for health and safety purposes should we need to contact you during
your child's time with us, your postal address for health and
safety purposes, emergency and personal information on your child
for health and safety and child protraction purposes and
permissions on who will collect your child including their name and
contact number for child protection purposes. You also have the
option to let us know where you heard about us to give us a better
understanding of how our marketing is working and to let us know
which school your child attends so we are able to place children
who may attend the same school in the same group so they see a
familiar face. Finally you have the option whether you would like
to opt in to receive more information on Freedom Academy Ltd.
marketing material on classes, workshops and newsletters. If you
decide to opt in to receive emails for marketing purposes we will
save your email address to our mailchimp data base and you have the
right to unsubscribe to these emails at any time. We use mailchimp
as it is fully GPRS compliant.
Holiday
course details: When you sign your child up for a holiday
workshop we collect your name, your child's full name so we are
able to register them, your child's age, date of birth and school
year so we are able to ensure they are placed in the correct
workshop, your email address so we are able to send you a
confirmation and full details of your child's place, emergency
contact telephone numbers for health and safety purposes should we
need to contact you during your child's time at their workshop,
your postal address for health and safety purposes, emergency and
personal information on your child for health and safety and child
protraction purposes and permissions on who will collect your child
including their name and contact number for child protection
purposes. You also have the option to let us know where you heard
about us to give us a better understanding of how our marketing is
working and to let us know which school your child attends so we
are able to place children who may attend the same school in the
same group so they see a familiar face. Finally you have the option
whether you would like to opt in to receive more information on
Freedom Academy Ltd. marketing material on classes, workshops and
newsletters. If you decide to opt in to receive emails for
marketing purposes we will save your email address to our mailchimp
data base and you have the right to unsubscribe to these emails at
any time. We use mailchimp as it is fully GPRS
compliant.
After
school club details: When you sign your child up for a
holiday workshop we collect your name, your child's full name so we
are able to register them and inform your child's school they will
be attending the course, your child's class name and school year so
we are able to inform your child's school who will pass the
information on to your child's class teacher that they will be
attending the course, your email address so we are able to send you
a confirmation and full details of your child's place, emergency
contact telephone numbers for health and safety purposes should we
need to contact you during your child's time at their time at the
after school club, emergency and personal information on your child
for health and safety and child protraction purposes and
permissions on who will collect your child including their name and
contact number for child protection purposes. Finally you have the
option whether you would like to opt in to receive more information
on Freedom Academy Ltd. marketing material on classes, workshops
and newsletters. If you decide to opt in to receive emails for
marketing purposes we will save your email address to our mailchimp
data base and you have the right to unsubscribe to these emails at
any time. We use mailchimp as it is fully GPRS
compliant.
Getting in touch
and keeping in touch
If you contact
us by email, letter or telephone, through our website we will ask
you if you would like to opt in to receive more information on
Freedom Academy Ltd. marketing material on classes, workshops and
newsletters. If you decide to opt in to receive emails for
marketing purposes we will save your email address to our mailchimp
data base and you have the right to unsubscribe to these emails at
any time. We use mailchimp as it is fully GPRS
compliant.
How we use your
personal data
We use your
personal data for the following purposes:
To keep you up
to date with details and information of your child's class which
includes reminders of performances, class fee payments and course
content including scripts and information packs.
We are required
for health and safety purposes to share your child's name and any
medical information disclosed to us with your child's class
teacher. As a data controller Freedom Academy Ltd. have issued all
freelance tutors with a data processor agreement meaning they are
legally bound not to share or discuss your child's personal
information.
If you have
chosen to opt in to receive more information on Freedom Academy
Ltd. marketing material on classes, workshops and newsletters we
will use the email address provided to send you information on
these topics.
You can
unsubscribe from our direct marketing at any time by clicking the
“Unsubscribe” link in any of our emails or by emailing us at
info@freedomacademy.co.uk.
Security
Precautions in place to Protect your
information
We take the
security of any personal information you provide us with extremely
seriously. Data from all contact us, booking and enrolment forms
are stored in a password encrypted site in the cloud. Data which is
documented for the use of classes and workshops for example
registers, emergency contact details and medical information once
processed are stored in password protected files on Freedom Academy
Ltd. desktop and mobile devices.
If you enrol
your child on a course with Freedom Academy Ltd. we will share your
child's name, class details, medical information and in some
circumstances emergency contact details with your child's class
teacher who will be required to sign a a data processor
agreement.
How long we
keep your personal data for
Data received
through enrolment forms is uploaded manually into our database
software. Our database is stored both in encrypted files on
office-based hardware and backed up regularly in our encrypted
cloud-based server. Access to these files is restricted through
password protection and only available to authorised staff
members.
Registers and
emergency contact lists created from student data are stored in
encrypted files on office-based hardware and backed up regularly in
our encrypted cloud-based server. Access to these files is
restricted through password protection and only available to
authorised staff members.
Hard copies of
registers and emergency contacts are carried by authorised staff
members. They are locked away while not in use. When they are no
longer in use or out-dated, they are destroyed
thoroughly.
Our standard
retention policy (without the data subject’s right to access,
rectification and erasure etc.) is THREE YEARS post final
attendance.
Exceptions to our
retention policy:
- Financial
records are kept for 6 years due to legal
obligation
- First Aid
records are kept for 21 years due to legal
obligation
- Child
Safeguarding records are kept indefinitely on a case-by-case basis,
the minimum these will stored for is 6 years due to legal
obligation.
- Bank details
are deleted after the action concerning them is
complete
Who Has
Access To Your Information
We do not sell
or rent your information to any third parties. You will only
receive information from Freedom Academy Ltd.
We do however
have third party service providers who will have information -
Mailchimp our marketing platform, if you subscribe via a link it is
via Mailchimp and you can unsubscribe at any time via a link at the
bottom of the emails. When submitting a Contact Us form, Free Trial
Form, Summer School Booking or School Booking From our website host
123 - Reg processes this information and sends it on to our 123 -
webmail and gmail email address where the information is stored and
processed for the stated time frame (see above section entitled
"How long we keep your personal data for") or you request your
information to be removed by Freedom Academy Ltd.
There are
certain instances where sharing information is crucial to our
business processes.
Freelance
Teachers:
All Freedom
Academy Ltd. tutors are freelance staff, we have confidentiality
and data processor agreements in place. Teachers will never be
provided with personal details aside from participant’s first
names, any medical information that is pertinent to the running of
a class (subject to consent from the data subject). In the case of
after school clubs for Health and Safety Purposes emergency contact
numbers for each child may also be provided and you will be
informed if this is the case via an email
confirmation.
Child Performance
Licensing:
Should a child
require a performance licence, Freedom Academy Ltd are legally
required to provide some personal data to local councils (including
but not limited to: full name, date of birth and school details).
This is an optional consent, which will be sought at the time of
sending participation consent forms.
Child
Safeguarding Concerns:
In the unlikely
event Freedom Academy Ltd. has a safeguarding concern in relation
to one of participants, Freedom Academy Ltd. are legally required
to provide data to the safeguarding board at the local
council.
Event
Programmes:
Freedom Academy
Ltd. may occasionally produce programmes for events. These will
only ever contain the first name and first initial of a child’s
last name (unless otherwise consented to). The name of a child’s
class may also be included. Participants/their Parent and/or
Guardians may choose if they want to be included in the programme
when they agree to participate at an event.
Examination
Entry:
In order to
enter examinations, Freedom Academy Ltd. must provide some personal
data to examination boards. Consent for which will be sought at the
time of sending participation consent forms.
Your Child's
School - After School Clubs Only:
If your child
is registered onto one of our after school club courses we are
required by your child's school as a legitimate interest to inform
them that your child will be attending the course by providing the
school with your child's full name, class name and school
year.
Photos/Videos of
Participants
Freedom Academy
Ltd. often use footage/photos used from shows, performances and
classes for marketing purposes both in print media and the website.
Participants/their Parent and/or Guardians may choose if they do
not wish themselves/their child to be depicted.
Some attendees
at events may film/take photos for their own personal use (e.g.
parents of other participants). Participants/their Parent and/or
Guardians may choose if they do not wish themselves/their child to
be depicted.
Social
Media:
Freedom Academy
Ltd. regularly share photos/videos of students in workshops, events
and performances through social media platforms including;
Instagram, Facebook, Twitter, Email. These will never be shared
with any identifying information (age, location etc.). There may be
times where we will share first names, but only with the explicit
consent of the parents.
Public
Events:
If a child
participates in a public event or performance with a Freedom
Academy group and the event has not been directly organised by
Freedom Academy Ltd, Freedom Academy Ltd. cannot be held
responsible for any images and / or videos taken by members of the
public.
Links to
other websites
Our website
contains hyperlinks to websites owned and operated by third
parties. This Privacy Policy does not apply to those other
websites. We do not accept any responsibility or liability for the
privacy practices of such third party websites and your use of such
websites is at your own risk. We urge you to read other sites
privacy policy.
Cookies
Like most
websites we use cookies to a small extent to help us gage where in
the world our audience are, what web pages are popular and how long
people stay on the site. This is anonymous and we do not get any
personal data such as emails, names with this data so can not match
it to individuals. However it is a handy tool for us to see what
works and what doesn’t so we can deliver a better service. It is
possible to switch off cookies by setting your browser
preferences.
07530 061 658 info@freedomacademy.co.uk www.freedomacademy.co.uk
Freedom Academy Limited Company No 7796331 England & Wales Registered Office: Whiteoaks, Gravelly Lane, Stonnall, Walsall, West Midlands, WS9 9HX Copyright ©2012 Freedom Academy LTD.