School Regulations, Policies and GDPR
School Regulations, Policies and GDPR
Observance of the following rules, regulations and policies is implicit in the acceptance of a place at Pease Dance Studios (The School)l. The School reserves the right to refuse entry to classes if these rules are not complied with. The School reviews and amends its policies and regulations on a regular basis and advises parents, teachers and students to read this document thoroughly to ensure a clear understanding is gained. Please contact the Principal, Claire Peace if you require more information.
Please visit the Contact page on The Schools website for contact details.
1. All students or parents/guardians, where a student is under the age of 16, must complete an enrolment form and must receive notification of a place before any classes are attended. The signed enrolment form acts as an agreement between Peace Dance Studios (The School) and parents/guardians/students. 2. Students attending the School who wish to stop attending a class or start a new class are required to give the School one months notice. All class changes must be authorised by the Principal. . Alternatively a full months fee must be paid in lieu of such notice. Invoices will not be altered when insufficient notice for a student leaving or changing a class is not given.
3. All fees are payable by BACS, or cash, and are due on the 1 st of every month. Fees are non- refundable and will not be returned because of absence under any circumstances. Invoices will be sent out via email 2 weeks before they are due.
4. Hair should be dressed correctly for all classes. Only very short hair can be worn down with a hair band. Students may be refused entry to class if hair is not styled correctly.
5. After one month of attendance, the official uniform should be purchased. No outside clothing is allowed during class. Students may be refused entry to class if correct uniform is not worn. However the School’s ‘Logoed’ uniform will be allowed when cold.
6. No jewellery is to be worn in class; this includes watches, earrings and face jewellery. For security reasons, we recommend that valuables are not brought to the School. Mobile phones must be switched off, and the teacher has a right to confiscate mobile phones if used within the duration of the class. Students will receive their mobile phone after the lesson ends. NO chewing gum is allowed in class.
7. It is the responsibility of the parent/guardian/student to name ALL pieces of uniform and to check when leaving that they have all their possessions with them. No responsibility will be taken by the School for any losses incurred on the premises. Please let the teacher know if anything has been lost or left behind as we will keep an eye out for it.
8. Please inform us if the student is suffering from any health complaints or allergies.
9. All term and holiday dates are on the noticeboard., website and Facebook page. Please refer to the notice board frequently for any changes. We try and stay in line with school terms as much as possible, though we cannot help circumstances which may change this.
10. This is a BBODance and IDTA School working towards the highest standard of training. This results in examinations being taken when and only when the Principal believes the student has reached the required standard. A letter will be given to the student when they are ready for an exam. The reply section of this letter should be returned promptly, together with the appropriate fee. If fees are not received by the due date, the student will not be entered for the exam. Examinations require a lot of hard work, dedication and require attendance of extra examination classes to ensure students are at the correct standard by the exam date. These classes are scheduled in addition to syllabus classes and are charged by a separate fee.
11. The School reserves the right to end a student’s attendance at the school for reasons such as non-payment of fees, incorrect dress or unacceptable behaviour.
12. Please respect the building and property where the classes are taking place, by keeping the noise level low and the rooms tidy and free of rubbish.
13. For security purposes, students under the age of 16 must not leave the premises without a parent or guardian. Please wait with your child if she/he takes more than one class and there is an intermission between classes.
14. Parents/guardians/students must complete a new enrolment form if any details contained thereon have changed. The Principal must be notified of any changes of address, contact number and email address.
Peace Dance Studios’ (The School) emails and letters contain confidential and/or privileged information and are intended for only the person to whom it is addressed. Any unauthorised copying, forwarding, disclosure or distribution of the material contained in emails and any attachment is strictly prohibited. All personal information at the School is kept confidential and will not be discussed or shared by the School with any other parent, guardian or student.
If there is a bad weather warning in place and you are in doubt about classes taking place please check our Facebook page for information. Parents/guardians/students will be notified by our texting service emails. Please make sure your details are up to date and you check our news page.
At Peace Dance Studios (the School) we have a duty of care to safeguard all students. It is our aim to provide children and young people with appropriate safety and protection that attend the School. We abide by The Child Protection Act 2004.
For younger students we insist they do not go home without their parents or guardians and will be kept within the studio with the teacher until collected. Once out of the lesson parents/guardians are responsible for their children.
We also do not tolerate any behaviour that results in bullying or discrimination, the School will give a written notice for any unacceptable behaviour from a student. If this behaviour does not show improvement the School has the right to refuse admission.
Use of Photographic/Filming Equipment
If a parent/guardian wishes to photograph or film classes, they may do so with the permission of the Principal and the teacher’s consent, however we operate a policy that protects families that do not wish their children to be photographed or filmed. If this policy is found to be breeched we will ask you to remove all evidence of the photography/filming. Peace Dance Studios (the School) uses our own photographs and filming as a platform to advertise the School and to celebrate it’s students’ achievements. The School’s photographs and filming will be published of children at the School and we ask that parents/guardians notify the School if they do not want their child to be photographed or filmed when you enrol with the School.
Health and Safety
Some physical contact is necessary by the teacher to demonstrate exercises or techniques or to prevent injury during the class. If in the case of minor accidents first aid needs to be administered, Peace Dance Studios (the School) will contact the parent/guardian immediately. No responsibility is taken for any injury occurring during or after classes, although great care is taken to avoid such an occurrence. When a parent/guardian enrols their child with the School, it is their responsibility to ensure that the information given on the enrolment form is correct and the School is aware of any illness or disability that may affect their child during lessons.
The use of Social Media
We ask that students who have access to social media do not contact teachers or student teachers on their personal pages. We ask that all parents/guardians/students contact the Peace Dance Studios (the School) email and/or social media page for any questions, helpful tips and advice. Social media is a wonderful communication tool however the School’s Facebook page, Instagram and email should be the only use of social media contact from current students to teachers. The School will not tolerate current students and or teachers being in contact through social media however please feel free to contact us personally when you have moved on from the school to keep us up-to-date on how you are doing. The School uses it’s Social Media Page as a platform to advertise the School and to celebrate it’s students’ achievements. The School’s photographs will be published of children at the School and we ask that all parents/guardians notify the School if they do not want their child to be photographed when you enrol with the School.
In accordance with the GPDR Statement.
GDPR stands for General Data Protection Regulation and replaces the previous Data Protection. It was approved by the EU Parliament in 2016 and comes into effect on 25th May 2018.
GDPR covers personal data relating to individuals It states that personal data should be ‘processed fairly & lawfully’ and ‘collected for specified, explicit and legitimate purposes’ and that an individual’s data is not processed without their knowledge and are only processed with their ‘explicit’ consent.. Peace Dance Studios (the School) is committed to protecting the rights and freedoms of individuals with respect to the processing of children’s, parent’s, guardian’s. and staff’s personal data. The Data Protection Act gives individuals the right to know what information is held about them. It provides a framework to ensure that personal information is handled properly.
What we do at the School:
- We disclose the personal data required by dance qualification awarding bodies to enable
students to take examinations in dance if they so desire. The current organisations are the
British Ballet Organisation (BBOdance) and the International Dance Teacher’s Association
- We do not disclose or sell personal data to other third parties.
- We do not disclose personal data to other students of the School and their families.
- The School uses contact numbers and emails for newsletters, updates, whole school and
individual communication, invoices, general information and in the event of an emergency.
- Emergency parent/guardian contact numbers are given to teachers termly for the sole use of
emergency contact only.
- Personal data and invoices are stored in a locked, password encrypted database (Dancebiz).
- Paper enrolment forms are stored in a secured filing cabinet at the School.
- Hard copy information is destroyed via shredding.
Information about individual students is used in certain documents, such as, a weekly register, medication forms and examination documentation. These documents include data such as students’ names, date of birth and emergency contact numbers. These records are shredded after the relevant retention period.
The School stores personal data held visually in photographs or video clips. No names are stored with images in photo albums, displays, on the website or on the School’s social media sites.
Access to Dancebiz, the School’s email account, website, personal data, social media accounts, newsletters and examination details are password protected and are not available to members of the public, students of the School and it’s staff. The Principal has sole access to all this data. When a member of staff leaves the School these passwords are changed in line with this policy and our Safeguarding Policy. Any portable data storage used to store personal data, e.g. USB memory stick, are password protected and/or stored in a locked filing cabinet.
GDPR includes 7 rights for individuals
1) The right to be informed
The School is registered with BBOdance and IDTA and as so, is required to collect and manage certain data. The School collects parent’s and or guardian’s names, addresses, emergency telephone numbers and email addresses. We also collect students’’ full names, addresses, date of birth along with any special educational needs (SEN) requirements. This data is stored in a secure electronic system (Dancebiz) with the paper enrolment forms stored in a secured filing cabinet at the School.
As an employer of self employed practitioners, the School is required to hold data on its teachers such as names, addresses, email addresses, telephone numbers and bank details. Information such as Disclosure and Barring Service checks (DBS), personal public liability insurance, first aid certificate’s, membership details and any qualification’s. This information is in paper form and is stored in a secured filing cabinet at the School.
2) The right of access
At any point an individual can make a request relating to their data and the School will need to provide a response (within 1 month). The School can refuse a request if we have a lawful obligation to retain data but we will inform the individual of the reasons for the rejection.
3) The right to erasure
Parents/guardians/students have the right to request the deletion of their data where there is no compelling reason for its continued use. However the School has a legal duty to keep student and parents/guardians details for a reasonable time. The School retains any records relating to a student’s accident or injury for 19 years (or until the child reaches 21 years), and 22 years (or until the child reaches 24 years) for Child Protection records. Self employed teaching records will be erased when the member of staff leaves their position. All hard copy information is destroyed via shredding.
The School holds personal data while a student is registered at the School. The School requires a written notice to leave the School to put into action the erasure of personal data. If notification is not received the School will continue to use the relevant data for School purposes only.
4) The right to restrict processing
Parents, guardians, students and staff can object to the School processing their data. This means that records can be stored but must not be used in any way, for example in School Newsletters, general emails about School news and updates. In this situation the School has no obligation to refund any classes missed or cancelled due to ‘lack of communication’. It will be the parents responsibility to ensure they are informed about event’s happening at the School, including timetables.
In the case of this including the emergency contact data and/or the medical data a discussion will have to take place with the Principal of the School to understand how the safeguarding of the student can be achieved. If it cannot be achieved the student will not be allowed to enrol, or continue to be enrolled, with the School
5) The right to data portability
The School requires data, for example enrolment forms to be transferred from student, to teacher, to School Principal. The School also requires to provide data such as student DOB and examination pin number’s to be able to enter students in BBOdance and IDTA examinations. In this case recipients use secure file transfer systems and have their own policies and procedures in place in relation to GDPR.
6) The right to object
Parents, visitors and staff can object to their data being used for certain activities like marketing or research.
7) The right not to be subject to automated decision-making including profiling.
Automated decisions and profiling are used for marketing based organisations. The School does not use personal data for such purposes
This Policy was issued by the Principal, Claire Peace, owner of Peace Dance Studios, in May 2018.
Policy review date: May 2019