RAPA Dance is a registered Performing Arts provider with ISTD and as so, 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, date of birth and Education school, along with any SEN requirements. We are requested to provide this data to East Sussex County Council, Tunbridge Wells Council & other performing council areas; this information is sent to the Local Authority via a secure electronic file transfer system.
RAPA Dance is required to hold data on its Teachers; names, addresses, email addresses, telephone numbers, date of birth, 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 to Capita for the processing of DBS checks and generally obtained by the teacher themselves. DBS Numbers and date of issue are also held on a central staffing record.
1) The right to be informed
Personal details are kept only for the purposes of running the school efficiently. Data will be kept secure at all times. We will only submit your information to a relevant third party in the event we have a safeguarding concern and/or we are required by government bodies or law enforcement agencies to do so. We also need to submit your personal information to the Imperial Society of Teachers of Dancing and to any councils for the purpose of obtaining a BOPA license required for all dance shows and festivals. The only other place your data is shared is on our fully compliant GDPR online software. All paper copies of children's and staff records are kept in a locked filing cabinet in Ratton School which is situated in our own lockable cupboard for Ratton Academy of Performing Arts only.
Once enrolled at the school, our main point of contact is via email. However, we may phone you if necessary. We also have a Facebook page (RAPA The Ratton Academy of Performing Arts) which you can contact us on and we will reply. Text messages may be sent to you in the event of class alterations, cancellations, reminders or a last minute update. Members of staff can have access to these files but information taken from the files about individual children is confidential and apart from archiving and necessary admin work, these records remain on site at all times. These records are shredded after 2 years of a person leaving RAPA Dance unless otherwise requested.
Information about individual children is used in certain documents, such as, a weekly register, medication forms, disclosure forms. These documents include data such as children's names, date of birth and sometimes address. These records are shredded after the relevant retention period, such as end of term, end of a show etc.
RAPA Dance stores personal data held visually in photographs, flyers or video clips or as sound recordings, unless written consent has not been obtained via the Terms and Conditions. No names are stored with images in photo albums, displays, on the website or on RAPA Dance social media sites. RAPA Dance will keep pictures and video content for the use of advertising purposes only for up to 3 years from a student leaving unless otherwise requested.
Access to all Office computers is password protected. When a member of staff leaves, 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.
Chaperones for RAPA Dance shows and festivals will be given access to children’s information such as names, any allergies and also a contact number in case of an emergency. This is to keep all children safe at all times whilst in our care. This information will be password protected on an encrypted device for the licensed chaperone’s use only or on hard copy which will be with the chaperone at all times. After the show is finished these details will be deleted/shredded and the password changed. In the lead up to any show or festival the information used to set dressing room allocations and quick change plans will be kept in a locked cabinet in Ratton School. It will only be taken home where absolutely necessary to produce a safe and well organised order of events for the said performance.
Should you wish to leave RAPA you have the right to be removed from our mailing list and for all online and hard copy data to be deleted so long as there are no outstanding fees or issues that need dealing with first.
RAPA Dance may also hold and use a database of contact details for our legitimate business interest. You can opt out of marketing messages from us at any time by emailing
2) The right of access
At any point an individual can make a request relating to their data and RAPA Dance will need to provide a response (within 1 month). RAPA 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. The individual will have the right to complain to the ICO if they are not happy with the decision.
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, RAPA Dance has a legal duty to keep children’s and parents details for a reasonable time*, RAPA Dance retain these records for up to 3 years after leaving, Staff records must be kept for 6 years after the member of staff leaves their post, 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 RAPA Dance processing their data. This means that records can be stored but must not be used in any way, for example reports or for communications to exam boards.
5) The right to data portability
RAPA Dance requires data to be transferred from one IT system to another; such as from RAPA Dance to the Local Authority, for performance BOPA licences, and dance Associations for examinations. 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. RAPA Dance does not use personal data for such purposes.
This Policy was reviewed in May 2018
Signed on behalf of RAPA Dance ..EMMA CRONK .