1 Introduction
This General Data Protection Regulation (GDPR) policy sets out how Jazzy J’s Dance Academy uses and protects any information that you give us. Jazzy J’s Dance Academy is committed to ensuring that your privacy is protected. Should Jazzy J’s Dance Academy ask you to provide certain information by which you can be identified, then you can be assured that it will only be used in accordance with this privacy statement.
Jazzy J’s Dance Academy may change this policy from time to time by updating the website page. This policy is effective from 25th May 2018.
2 Type of Data Jazzy J’s Dance Academy Collects
The personal details Jazzy J’s Dance Academy collects and the reasons for these are detailed below:
Group 1 (Customer Details)
| TYPE OF DATA | REASON FOR PROCESSING DATA |
| Name | Identification |
| E-mail Address | Contact and Invoicing |
| Mobile Phone | Contact |
| Home Phone | Contact |
Group 2 (Student details)
| TYPE OF DATA | REASON FOR PROCESSING DATA |
| Name | Identification |
| Date of Birth (DoB) | Assessment of class suitability & needed for exam registrations |
| Emergency Contact | In case of emergencies |
| Medical Conditions | Aid in teaching & In case of emergencies |
| Given Consents | Data protection and Child safety |
| Gender | Required for exams and productions |
| Exam Number | Needed for exams by the ISTD board |
| Grade and Class Details | Aid in class assessment |
| Class Notes | Aid in class assessment |
Group 3 (3rd Party Colleagues)
| TYPE OF DATA | REASON FOR PROCESSING DATA |
| Name | Identification |
| E-mail Address | Contact |
| Phone Numbers | Contact |
| Bank Details | Payment |
| First Aid Qualifications | Safety of students and as proof of safe guarding |
| Disclosure Barring Service (DBS) clearance | As proof of safe guarding |
Group 4 (Volunteer helpers, with DBS clearance)
Required for safe guarding of students during productions/events.
| TYPE OF DATA | REASON FOR PROCESSING DATA |
| Name | Identification |
| E-mail Address | Contact |
| Phone Numbers | Contact |
| DBS clearance | Safe guarding |
| Chaperone Licence Details | Safe guarding |
3 Who Has Access To The Data
In the context of this document ‘3rd Party Colleagues’ will refer to personnel that are contracted by Jazzy J’s Dance Academy to work under the Jazzy J’s name, this includes all teachers (with the exception of the Dance Principal who is not considered a 3rd party colleague) and Administrative support.
This table show the type of personal details and who has access to them:
| Data Group | Personnel |
| Group 1 | Dance Principal, Administrative Support, Teachers |
| Group 2 | Dance Principal, Administrative Support, Teachers |
| Group 3 | Dance Principal, Administrative Support |
| Group 4 | Dance Principal, Administrative Support |
Jazzy J’s will ensure that all 3rd party colleagues have a GDPR policy in place before sharing information with them
During productions and when ever Jazzy J’s Dance Academy require additional help for looking after the students for safe guarding reasons, Jazzy J’s Dance Academy uses volunteer helps who are DBS cleared and where appropriate hold Chaperone Licences. During these occasions these volunteers will have access to G1 and G2 data as per-safe guarding regulations.
4 Where The Is Data Held (3rd Party Data Systems)
This section details storage of data in digital format, storage of data on a physical form (i.e. paper) retention and deletion of the data is dealt with in Section 6
4.1 DanceBiz (ThinkSmart Software)
DanceBiz is the central database Jazzy J’s Dance Academy uses to store all our staff, customer and student data.
Data stored in DanceBiz and why it is stored is detailed in the table below:
| Group 1 | Group 2 | Group 3 |
| Contacting | Class Registrations | Contacting |
| Invoicing | Personal Information | Class Details |
| News / Class updates | Emergency Contacts | |
| Consent Information |
4.2 Personal PC
Data is stored to a PC to aid in organisation of to keep account of activities. Details of Group 2, Group 3 and Group 4 may be stored to create timetables during examinations and productions.
4.3 E-Mail (Freeola)
E-mail (….@jazzyjs.co.uk) is used to pass on and collect information. No e-mail address from Group 1 and Group 2 are stored.
4.4 Messaging
Any information contained in Group 1, 2 or 3 which needs to be shared with a 3rd party colleagues using digital messaging serves (e.g. text messages, FaceBook messenger) will be sent using end to end encryption.
5 3rd Party Organisations
There are occasions where Jazzy J’s Dance Academy needs to share your personal details with outside organisations. These are detailed in the table below
| Organisation | Data Shared | Reason why |
| The Imperial Society of Teachers of Dancing (ISTD) | G2 – Name & DoB | Identification of exam candidates |
| Other Dance Teachers | G2 – Name & DoB | Shared exams – students information are combined for the ISTD |
| North Yorkshire Council & York City Council |
G2 – Name & DoB | Required for safe guarding during productions |
| KitAngel (uniform supplier) | G1 and G2 | Contact for orders – only if placed by G1 |
Jazzy J’s will ensure that 3rd party organisations have a GDPR policy in place, but can take no responsibilities for the data once these organisations have received it.
6 Data Retention and Deletion
The data collected will be retained while the student is enrolled into classes, however, you have the right to have the data changed or removed at any time. It is also the responsibility of the customer to ensure that Jazzy J’s Dance Academy is kept up to date with any changes to personal details.
Personal data will be retained for up to 18 months after students/customers have stopped attending classes before being deleted.
Personal details used in events (e.g. lists produced during exams and productions) will be retained for no longer than 6 months after the event has finished before being deleted.
Data retention and deletion are detailed in this table:
| Data Systems / Non‑digital Systems | Format | Data Group | Retention | Deletion Method |
| DanceBiz | Digital | G1, G2, G3 | 18 months | Delete from system |
| Personal PC | Digital | G1, G2 | 6 months | Delete from system & recycle bin |
| Digital | G1, G2, G3 | 6 months | Delete from system | |
| Messaging | Digital | G1, G2, G3 | 6 months | Delete from system |
| Note books | Paper | G1, G2, G3 | 18 months after completion | Shredding |
| Examination Lists | Digital / Paper | G2, G3 | 6 months | Shredding / Delete from system & recycle bin |
| Register | Paper | G1, G2, G3 | 6 months | Shredding |
| Consent Forms | Paper | G1, G2 | 18 months | Shredding |
| Enrolment Forms | Paper | G1, G2 | 18 months | Shredding |
| Contact lists during productions | Paper | G1, G2 | 6 months | Shredding |