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 in the School. 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 and teachers to read this document thoroughly to ensure a clear understanding is gained. Please contact the Manager, Elaine Bailey if you require more information. Please visit our Contact page for contact details. We ask that Parents/guardians give one term's notice in writing if she/he wishes to leave the school, stop or change any classes. Alternatively a full term’s fee must be paid in lieu of such notice.

School Regulations
1. All pupils must complete a registration form and must receive notification of a place before any classes are attended. The signed registration form acts as an agreement between Annette Adams School of Dancing (The School) and parents/guardians and states one term's notice in writing must be given if she/he wishes to leave the school, stop or change any classes. Alternatively a full term’s fee must be paid in lieu of such notice.

2. Students attending the school who wish to stop attending a class or start a new class are required to give the school one term's notice. All class changes must be authorised by the Principal and all requests must be put in writing. 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 the second week of each new term, an 8% surcharge will be added to any fees outstanding after the third week. Fees are non-refundable and will not be returned because of absence under any circumstances. Invoices will be emailed at the beginning of each new term as will a termly newsletter.

4. Hair should be dressed correctly for all classes. A bun should be worn for all ballet classes. For Modern, Jazz and Tap classes hair should be in a ponytail. Only very short hair can be worn down with a hair band. Pupils may be refused entry to class if hair is not styled correctly.

5. After one term of dancing, the official uniform should be purchased. No outside clothing is allowed during class. Pupils may be refused entry to class if correct uniform is not worn. However the Annette Adams '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. Your child will receive the mobile phone after the lesson ends. NO chewing gum is allowed in class.

7. It is the responsibility of the parent 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 the school places any lost items in our lost property box located in all venues.

8. Please inform us if your child is suffering from any health complaints or allergies.

9. All term and holiday dates are stated in the newsletter found on the notice board at the start of every term. 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. At NO point must parents or pupils enter the studio when classes are in progress, unless in exceptional circumstances. Parents may watch classes on the last week of term during which NO photography or filming is allowed.

11. This is a Royal Academy of Dance and Imperial Society of Teachers of Dance School working towards the highest standard of training. This results in examinations being taken when and only when the Principal believes the pupil has reached the required standard. A letter will be given to the pupil 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 pupil will not be entered for the exam. Examinations require a lot of hard work, dedication and require attendance of extra examination classes to ensure pupils 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.

12. If a pupil wishes to undertake auditions or other classes at a different school it is professional etiquette to contact the Principal of the School in order for permission to be granted.

13. 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.

14. 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.

15. For security purposes, the main doors of both premises must remain closed at all times. Pupils 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.

16. Parents must fill out a registration form if their details have changed. The School Manager must be notified of any changes of address, contact number and email address.

17. The school has in place a booking system for all private lessons. Parents must book their lessons two weeks in advance with their teacher. Parents must email the school with the agreed lesson date and time. Requests for private lessons inside the two week timescale will be declined.

School Polices

Confidentiality
The School's 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 or student.

Cancellations
If there is a bad weather warning in place and you are in doubt about classes taking place. Please check the website for information. In such cases the school will not reimburse or replace classes. Parents will be notified by our texting service, website and emails. Please make sure your details are up to date and you check our news page. If classes are cancelled due to unforeseen circumstances and cannot be replaced during the School term in which it was cancelled the School will not reimburse classes. All teachers will continue with classes, even if there are inadequate numbers of students. In such cases the Principal will be contacted in to discuss alterations for that particular class.

Child Protection
At the Annette Adams School of Dancing we have a duty of care to safeguard all children. 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.

Protection of our Children
At the Annette Adams School of dancing, we ensure that all children are protected. For younger students we insist they do not go home without their Parents or Guardians and will be kept within the classroom with the teacher until collected. Once out of the lesson parents are responsible for their children. Our two locations are secured by the use of outer doors for which a bell or buzzer is used to gain entrance to the building. Parents and students will not let any persons in the hall if they do not know them or are suspicious of them. 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 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. Annette Adams School uses our own Photograph's and Filming as a platform to advertise the School and to celebrate it's students's achievements. The School Photo's and Filming will be published of children at the School and we ask that all members of the School notify the School if you do not want wish your child to be photographed or filmed when you register with the School. When the School film's it's School Shows, if parents do not wish their child to be recored students therefore will be unable to participate in the last two School Shows.

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, 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 enrols their child with the Annette Adams School of Dancing, it is their responsibility to ensure that the information given on their registration 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 current students who have access to social media do not contact teachers or student teachers on their personal pages. We ask that all students contact the School’s email and/or social media page for any questions, helpful tips and advice. Social media is a wonderful communication tool however the Annette Adams Facebook Page, Twitter Page and School 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. Annette Adams School uses our Social Media Page as a platform to advertise the School and to celebrate it's students's achievements. The School Photo's will be published of children at the School and we ask that all members of the School notify the School if you do not want wish your child to be photographed when you register with the School.

General Data Protection Regulations 2018

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 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. Annette Adams School 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.

What we do at The Annette Adams School:

We do not disclose or sell personal data to third parties.
We do not disclose personal data to other members of the School and their families.
The School uses contact numbers and emails for newsletters, updates, whole school and individual communication, invoices and general information.
Emergency Parent contact numbers are given to teachers termly for the sole use of emergency contact only.
Personal data is stored in a locked password encrypted email database and RADar locked invoicing system.
- RADar is part of the Royal Academy of Dance software for the sole use of the School database and is maintained by the Royal Academy of Dance.
Paper registration forms are stored in a secured filing cabinet at the School's office.
Hard copy information is destroyed via secure information shredding service.

Information about individual children is used in certain documents, such as, a weekly register, medication forms and examination documentations. These documents include data such as children's names, date of birth and emergency contact numbers. These records are shredded after the relevant retention period.

The Annette Adams School collects a large amount of personal data every year including; names and addresses of those on the waiting list. These records are shredded if the child does not attend or added to the child’s file and stored appropriately.

The Annette Adams School stores personal data held visually in photographs or video clips or as sound recordings. No names are stored with images in photo albums, displays, on the website or on Te Anette Adams School social media sites.

Access to Radar, School Email account, Website, personal Data, Social Media Accounts, Newsletters and Examination Details is password protected and is not available to members of the Public, members of the School and or it's staff. The Principal has sole access to all this data and the administration team has access to School Email account only for welcoming new members only. 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 Annette Adams School is registered with Royal Academy of Dance (RAD) and Imperial Society of Teachers in Dance (ISTD) 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 children’s’ full names, addresses, date of birth along with any SEN requirements and are stored via a secure electronic system RADRar and Teachers2Parents and paper registration forms are stored in a secured filing cabinet at the School's office.

This is in respect of our Health and Safety and Safeguarding Policies.

As an Employer of Self Employed practitioners, The Annette Adams 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 stored via a secure electronic system RADRar and Teachers2Parents and paper forms are stored in a secured filing cabinet at the School's office.

2) The right of access

At any point an individual can make a request relating to their data and The Annette Adams School will need to provide a response (within 1 month). The Annette Adams 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

You have the right to request the deletion of your data where there is no compelling reason for its continued use. However The Annette Adams School has a legal duty to keep student and parents details for a reasonable time*. The Annette Adams School retain ant records relating to student's accident and injury records 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 leaves their position. All hard copy information is destroyed via secure information shredding service.

* The Annette Adams School holds personal data while the student is registered at the School. The School requires a written notice to leave the School to put into cation the erasure of your data. If records of this is not found, The School will continue to use your data for School purposes only.

4) The right to restrict processing

Parents, visitors and staff can object to The Annette Adams School processing their data. This means that records can be stored but must not be used in any way, for example School Newsletters, General Emails about School news and updates and Teachers2Parents text service. 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 the Termly event's happening at the School.

5) The right to data portability

The Annette Adams School requires data, for example registration forms to be transferred from student, to teacher, to School Principal. The School also require's to provide data such as student DOB and exam pin number's to be able to enter students in RAD and ISTD Exams. 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 Annette Adams School does not use personal data for such purposes.

This Policy was issued by the Manager Elaine Bailey of The Annette Adams School of Dancing in August 2019.

Policy review date: August 2020