Sophie’s Academy of Performing Arts’ Privacy Policy

As part of the new Data Protection Regulations (GDPR) it is necessary for me to inform you about the information we keep on you and how it is used and stored.
All information we hold on you is for the sole purpose of Sophie’s Academy of Performing Arts.

• All parents will be asked to complete a registration form when they first join the Academy. (Name, Date of Birth, Present Age, Address, Telephone number, email address if regularly used, any medical conditions we should be aware of and an emergency contact name, number and their relationship to the child.)
This is to provide us with contact details and emergency contact details should we ever need to contact you. These forms are stored in a secure folder at Sophie’s house which no-one else has access to.

• The only time Sophie will contact you is when we need to give you necessary information relating to your child.

• If you have any payments outstanding for lessons or uniform, Clare may contact you on the mobile number you have given to speak to you about that.
   
• Janine holds a list of childrens' names and emergency contact details to ensure a parent can be contacted quickly in the event of an emergency at Acro-Gymnatics. These are kept securely in her folder and no one else has access to them. Janine would only use these in the event of illness or an emergency. 

• Your name and mobile numbers are sometimes entered into Sophie's mobile phone for ease of contacting. Sophie's phone is password and face recognition protected and no one else has access to it

• Any messages sent via email, text or whatsapp will be private messages and not groups, to protect your information.

• Since lockdown 2020 singing teacher Ellie has some of her students' and their parents numbers to have been able to take the lessons. All messages remain private, no one else has access to Ellie's phone which is password protected, and again no group messages will be sent out. 

• We never give any of your information to third parties.
The only times your information  is given out are:
 - When we have a show: for your child to be able to perform we legally have to send each child’s name, date of birth, address and brief information on any medical conditions to Notts County Council.
This is typed up as a Microsoft Excel document and emailed to them.
My computer is passcode protected, and secured with Internet security and no one else has access to it.
- When your child takes an exam: Names, your child’s age and their gender have to be submitted on the exam form

• Once as a parent you have informed me that your child is no longer attending the Academy, your Registration form will be shredded.

• Sometimes photographs are taken by the teachers for promotional use including our Facebook Page, or on the website.
Parental consent is asked for on the registration form. By signing this you are agreeing to us being able to use photographs with your children on.
If you do not sign it then no photos of your child would ever be used.
Photographs will never be used on any personal social media, and all of the Academy teachers have private password/face recognition protected phones which no one else has access to. 

If you have any questions regarding this policy or would like a copy of it, please speak to Sophie or Clare

Updated January 2023