www.phacademyofdance.co.uk - School Regulations & GDPR
Company Name - Pamela Hebberd Academy of Dance
SCHOOL REGULATIONS, POLICIES AND GDPR
 
Please ensure you read the School Regulations, General Data Protection Regulations and Child Protection and Safeguarding information before signing our Registration Form

Should you have an queries you wish to discuss, please feel free to call or pop in before class commences and we will do our best to help answer you concerns.

SCHOOL REGULATIONS  

1. Student Class Information
 
1.1  Correct Uniform and foot wear is to be worn for all classes and rehearsals.
1.2  Hair should be tied back neatly off the face for all classes and rehearsals, and in a neat Bun for Ballet.
1.3  No loose jewellery or watches are to be worn in classes or rehearsals.
1.4  Please bring water or juice ONLY into class in a suitable bottle.
1.5  NO mobile phones will allowed in class.
1.6  Please leave ALL areas of venues clean and tidy and dispose of all rubbish in the correct waste bins provided
1.7  NO children allowed in Kitchen areas unless supervised by an adult. This is for their own safety.
1.8  Please do NOT walk through working classes uninvited as this disrupts the students
1.9  Unruly behaviour in and out of class, including bullying and gossiping will NOT be tolerated.
1.10  Regular attendance is very important to your child’s progression. Should your child be ill or unable to attend please ring at least 2 hours prior to class so lessons can be rearranged if necessary. 
1.11  Lateness will disrupt and hinder student development. Therefore Students should be ready for class at least 10 minutes prior to the start time to ensure class handover is smooth and your child obtains a full class.
1.12  Planned absence/holidays should be booked  in advanced. Any unauthorised absence of 2+ weeks may resort in you child’s placement being terminated.
1.13  NO under 16’s will be allowed to leave the premises without anyone who the parent/guardian hasn’t authorised.
1.14  Student performance and behaviour is monitored throughout the year. Parents/guardians may be             invited to watch various classes to observe their child’s progress.
1.15  I.S.T.D Examinations will take place throughout the year. Once the correct standard is attained and only at teachers discretion will the students then be put forward for examinations.
1.16  Please inform the School of an injury or illness as soon as possible. This prevents further injury or illness.
1.17  Physical Contact between the student and teacher may be necessary during class when correcting or demonstrating.
1.18  P.H.A.D. reserve the right to change fees or timetable without prior notice. However we will endeavour to inform all parents/guardians of any changes as soon as possible. The notice board will contain any up to date information, so please check this regularly.

2. Communication


2.1  Where you have provided us of your main contact details, you agree for us to use this as your primary contact. Written communication will be via the given primary e-mail address and or in letter format given to the students in class. It is your responsibility to ensure your child passes on any letters that may have been given.
2.2  If you change any contact details (e-mail address, postal address, telephone etc.) you must advise us of these changes a.s.a.p.
2.3  Any general news or information will be posted on the notice board and updated regularly. It is your responsibility to check the notice board frequently to ensure you are up to date with all information.
 
3. Fees

3.1  New students will pay per week for the first 4 weeks to determine whether they are happy to continue   attending the school. There after an invoice will be issued for the remaining term.
3.2  Termly invoices will be issued within the first two weeks of a new term. Payment should be made within fourteen days of receiving the invoice. Late payment may forfeit your child’s placement within the school.
3.3  Private Lessons should be paid at the start of a lesson in an envelope clearly marked with the students name and fee.
3.4  Payment for workshops and special events are due at least one week before the start of the event or as advised to ensure your child’s placement.
3.5  Refunds or deductions will NOT be made due to your child’s absence, unless otherwise agreed.
3.6  Fees are subject to regular review
3.6  Should it be necessary to cancel classes on account of epidemic, crisis, hostilities, adverse weather conditions or any other circumstances over which the Principle has no control (force majeure) it cannot be guaranteed that fees will be returned or compensated, although all efforts will be made to do so.

4. Charges

4.1  We will pass on any costs imposed upon us where a cheque is returned to us an unpaid or where card transactions declined or ‘clawed back’ at a later date, or for any other cost due to a payment being rejected.
4.2  In the event that a payment has been rejected we reserve the right to apply a £10 administration fee.
4.3  Should it become necessary to peruse an outstanding account, we reserve the right to charge £5 for each additional communication that is issued.

5. General

5.1  Our teaching year is divided into three terms. Term corresponds to a school calendar as set by Essex County Council LEA.
5.2  You must complete a registration form before your child can attend a class.
5.3  By enrolling you are agreeing to our terms and conditions set out in this document.
5.4  We reserve the right to refuse to offer a place to a student or renew enrolment
5.5  P.H.A.D uniform is not compulsory for the first four weeks after starting classes. This is to allow a new student to settle in and ensure that they wish to continue before any purchases are made. During this period P.E. kits, tracksuits, and other leotards are acceptable. We do request, however, that after 4 weeks the correct uniform is worn for all classes. Your uniform needs to be purchased from the School to ensure that you are purchasing the correct dancewear. You will find that our prices are extremely reasonable are usually cheaper than high-street prices.                                                                       
5.6  You are aware of the subjects being taught at P.H.A.D are extremely physical activities.                       
5.7  It is understood that in the event of an emergency, basic first aid may be administered to the student by a member of staff. If you do not agree to this, you must inform us in writing.                                   
5.8  The student must not enter any examinations, festivals, competitions and other performances in public without first consulting us. We will not enter your child for examination, festival or competition without your approval. Any entry fees for exams or competitions will be paid for by you.                                   
5.9  4 weeks notice, in writing, must be given if a pupil will not be continuing with a class. Failure to do so will result in half a term’s fees being charged.

5. Privacy

5.1  Personal information collected about you and your child will be used by us in order to carry out our business and meet your requirements effectively. All information collected is stored under the strict terms of the General Data Protection Regulations 2018. For more information please read GDPR

6. Liability

6.1  Whilst every precaution is taken to ensure students safety, dance is a very physical activity. In the    event of an injury or accident P.H.A.D. does not accept responsibility.
6.2  P.H.A.D is not responsible for any damages caused or injuries suffered resulting from a students
negligence.
6.3  P.H.A.D. is not responsible to any lost or stolen items. However anything found and handed in will be kept in our lost property for a period of 28 days.
6.4  You will be held responsible for any loss or damaged incurred to any instrument, accessory, music, script, props, costumes and any other items loaned to your or the students by P.H.A.D

GENERAL DATE PROTECTION REGULATIONS

Statement
GDPR stands for General Data Protection Regulation and replaces the previous Data Protection
Directives that were in place. It was approved by the EU Parliament in 2016 and comes into effect on 25th May 2018.
GDPR states that personal data should be ‘processed fairly & lawfully’ and ‘collected for specified, explicit and legitimate purposes’ and that individuals data is not processed without their knowledge and are only processed with their ‘explicit’ consent. GDPR covers personal data relating to individuals. Pamela Hebberd Academy of Dance is committed to protecting the rights and freedoms of individuals with respect to the processing of children’s, parents, visitors and staff 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.


GDPR includes 7 rights for individuals:

1) The right to be informed
Pamela Hebberd Academy of Dance, is required to collect and manage certain data. We need to know parent’s names, addresses, telephone numbers, email addresses. We need to know children’s’ full names, addresses and also date of birth and Education school when doing shows, exams, competitions and festivals along with any SEN/MEDICAL requirements. We are requested to provide this data to the Local Authority via a secure electronic file transfer system.
We are required to collect certain details of visitors to Pamela Hebberd Academy of Dance. We need to know visits names, telephone numbers, and where appropriate company name. This is in respect of our Health and Safety and Safeguarding Policies.
As an employer Pamela Hebberd Academy of Dance is required to hold data on its Teachers; names, addresses, email addresses, telephone numbers, date of birth, National Insurance numbers, photographic ID such as passport and driver’s license, bank details. This information is also required for Disclosure and Barring Service checks (DBS) and proof of eligibility to work in the UK. This information is sent via a secure file transfer system for the processing of DBS checks. DBS Numbers and date of issue are also held on a central staffing record.

2) The right of access
At any point an individual can make a request relating to their data and Pamela Hebberd Academy of Dance will need to provide a response (within 1 month). Pamela Hebberd Academy of Dance 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
You have the right to request the deletion of your data where there is no compelling reason for its continued use. However Pamela Hebberd Academy of Dance has a legal duty to keep children’s and parents details for a reasonable time*, Pamela Hebberd Academy of Dance retain these records for 2 years. Staff records must be kept for 6 years after the member of leaves employment, before they can be erased. This data is archived securely onsite and shredded after the legal retention period.

4) The right to restrict processing
Parents, visitors and staff can object to Pamela Hebberd Academy of Dance processing their data. This means that records can be stored but must not be used in any way, for example for reports/certificates or for communications.

5) The right to data portability
Pamela Hebberd Academy of Dance requires data to be transferred from one IT system to another; such as from Pamela Hebberd Academy of Dance to the Local Authority, for performance BOPA licences, and dance associations for examinations, competitions and festivals. These 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. Pamela Hebberd Academy of Dance does not use personal data for such purposes.

Storage and use of personal information
Pamela Hebberd Academy of Dance keeps all paper records in a locked filing cabinet. All electronic copies of children’s and staff records are kept on a password protected Laptop. Files about individual children are confidential and apart from archiving, these records remain on Pamela Hebberd Academy of Dance password protected Laptop at all times. These records are deleted after the retention period. Access to these files is by the Pamela Hebberd Academy of Dance Principal only.
Information about individual children is used in certain documents, such as, a weekly register, medication forms, referrals to external agencies and disclosure forms. These documents include data such as children’s names, date of birth and sometimes addresses. These records are deleted after the relevant retention period.
Pamela Hebberd Academy of Dance collects a large amount of personal data every year including; names and addresses of those on the trial list. These records are deleted if the child does not attend or added to the child’s file and stored appropriately.
Pamela Hebberd Academy of Dance stores personal data held visually in photographs or video clips or as sound recordings, unless written consent has been obtained via the Registration Form. No full names are stored with images in photo albums, displays, on the website or on Pamela Hebberd Academy of Dance social media sites.
Access to all Office computers/laptops are password protected. Passwords are changed regularly 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.

Pamela Hebberd Academy of Dance will hold data provided by parents solely for the purpose of running the dance school.

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