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.