Created for Wild Things Drama: May 2018
Reviewed and updated for Wild Things Performing Arts CIC: August 2020 by Jenny Owen
Last Reviewed/Updated: August 2021 by Jenny Owen, approved by Nancy Monaghan
Wild Things Performing Arts CIC is a Community Interest Company providing performing arts classes and activities for people in the Greater Manchester area. Wild Things Performing Arts takes the security of the personal data of our students, participants and parents/guardians very seriously.
This policy outlines how we use your personal data. We keep your data secure. You are in control of how it is used. It is only used to help you get value from being a customer or participant of Wild Things Performing Arts CIC.
1. Data we collect
1.1 If you register your child (or yourself) with Wild Things Performing Arts CIC for classes or one-off events (such as workshops, summer school or other projects) we may keep your personal data for 6 years, so that we make it easier for you to join into activities again, should you leave and come back or choose to participate in another of our projects.
1.2 If you or your child remain a student at our classes, we will keep your personal data (collected when you register) on file for safeguarding purposes and to keep in touch with you about classes and class-related activities and/or information, for the time you or your child remain a student with us and for 6 years after you or your child has left us.
1.3 If you subscribe to our mailing list through the Wild Things Performing Arts CIC website or via emails from us, your data will be retained for a period of 6 years.
1.4 In all of the above cases, the 6-year period runs from your latest contact with us.
1.5 Examples of data stored are your name, your child’s name, address, email, phone number, current school, medical conditions/allergies and the classes you are interested in.
1.6 One of our current sales transaction systems is Paypal. Paypal sends us your name, address, phone number, and email address with every transaction. We do not store this information outside of our Paypal account or use it for any other purpose than to contact you in relation to this specific transaction.
1.7 Another sales transaction system we use is GoCardless. This is a global bank debit network, and Class Manager’s registered third party payment provider. We use GoCardless to process direct debits. You can view GoCardless’ Privacy Notice for Payers here.
2. How do we collect data?
We collect data from you:
- in writing, via email or text
- through interaction with our website, registration form, or your Parent Portal
3. How data is stored.
The information is stored in these places:
3.1 ‘Googleforms’, our chosen method of collecting data via our website registration form, filters personal information to ‘Googlesheets’, where we organise and store customer information. This information is accessed and used only by Wild Things Staff members for admin and safeguarding purposes.
3.2 We transfer the relevant information from ‘GoogleSheets’ to Class Manager. This is a software platform for teaching businesses, which we use to help with our administration. We use this platform to collect, store and process customer and student information. All data is stored securely; you can view Class Manager’s GDPR policy here. Information is accessed and used only by Wild Things Staff members for admin and safeguarding purposes. You can view the information held on Class Manager related to yourself (the “Customer”) or your child/children (the “Student(s)”) through your own Parent Portal.
3.3 Where a registration form is completed through Class Manager, information is processed and stored there. Information will be stored securely, as per 3.2
3.4 ‘Mailchimp’, our mailing database, contains your email address alongside your child/children’s name(s).
3.5 Customer information is also transferred from ‘GoogleSheets’ and kept on the Wild Things Performing Arts mobile phone (held and accessed only by Wild Things Performing Arts Chief Executive Nancy Monaghan) and added to the ‘Text2Group’ app (an app used to send multiple customer text messages simultaneously).
3.6 Paypal stores information relating to your financial transactions via the Wild Things Performing Arts website. Wild Things Performing Arts does not store this information outside of our Paypal account or use it for any other purpose than to contact you in relation to this specific transaction.
Access to all these systems is securely managed with only limited admin access from named members of Wild Things Staff.
4. How do we use your data?
We store and use your data to ensure the smooth and efficient running of Wild Things Performing Arts classes. We only collect information that we need to run classes effectively.
4.1 ‘GoogleSheets’ is used to capture data from ‘GoogleForms’ (the form you fill in when you register yourself or your child for classes). This information is collected for safeguarding purposes and so that we can contact you with information about your classes/your child’s classes and/or to ask you questions in relation to the classes and related activities, or to tell you about new classes or services we provide. We may contact you by text, by email (standard email or Mailchimp) or by phone.
4.2 We use Class Manager as a software platform to collect, store and process customer and student information from our Registration Form. This information is collected for safeguarding purposes and so that we can contact you with information about your classes/your child’s classes and/or to ask you questions in relation to the classes and related activities, or to tell you about new classes or services we provide. We may contact you by text, by email (standard email or Mailchimp) or by phone. We will also use this information to generate class registers and invoices.
4.3 GoCardless is a global bank debit network,and Class Manager’s registered third party payment provider. We use GoCardless to process direct debits. You can view GoCardless’ Privacy Notice for Payers here.
4.4 Information (such as: name, date of birth and current school) may be shared with a third party (such as the ‘Can’t Dance Can’ or other such festival organisers, for example) for the purposes of safeguarding or for obtaining adequate insurance for an event.
4.5 Your information will never be sold or given to a third party organisation for marketing purposes.
4.6 Paypal data is used to send electronic confirmation via email for sales. Phone numbers, addresses and email addresses are collected so that we can contact you if there is a change of details for a show, such as a cancellation or change of dates. We don’t hold any card information at Wild Things Performing Arts.
5. Removal of data
If at any time you wish your personal data to be removed from our databases, please contact us at email@example.com
6. Retention period for personal data
We only keep your personal information for as long as is required by us (and in accordance with section 1):
(a) To provide the services you have requested.
(b) To ensure the smooth running of Wild Things Performing Arts CIC
(c) To comply with other laws.
7. NHS Test and Trace during COVID-19
The NHS Test and Trace service will help to manage the risk of the virus re-emerging as restrictions on everyday life are eased, as far as it is deemed safe to do so. The service:
- provides testing for anyone who has symptoms of coronavirus (COVID-19) to find out if they have the virus
- gets in touch with anyone who has had a positive test result to gather information about any close recent contacts they have had
- alerts those contacts, where necessary, and notifies them they need to self-isolate to help stop the spread of the virus
Wild Things Performing Arts CIC has a duty to support NHS Test and Trace Service, as outlined by the government.
7.1 To support NHS Test and Trace in reaching close contacts in the event of a positive test, we will keep a record of:
- students/participants and staff in specific groups/rooms
- close contact that takes places between students/participants and staff in different groups/rooms and
- the timing of the activities/interactions
This will be a proportionate recording process but detailed enough to support the Test and Trace process. We will keep records securely for at least 21 days.
We will also assist NHS Test and Trace with requests for that data if needed, except for where a Parent/Guardian instructs us not to supply their details to NHS Test and Trace.
7.2 When someone first develops symptoms and orders a test, they will be encouraged to alert the people that they have had close contact with in the 48 hours before symptom onset. If this includes Wild Things Performing Arts classes, they should contact Nancy Monaghan (firstname.lastname@example.org), who will in turn alert staff and other students/participants from the same group/room. We will not name the individual.
7.3 If the person with symptoms tests positive for COVID-19, the NHS Test and Trace service will instruct them to provide details of recent close contacts and places they have visited, so that these contacts can be notified and instructed to self-isolate. They will be told to do this online via a secure website, or will be called by an NHS contract tracer.
If Wild Things Performing Arts is included, NHS Test and Trace may ask us to contact staff and students/participants from the same group, or will require us to provide data and contact details – we will do this, except for Parents/Guardians who have instructed us not to. This contact will occur by either a phone call, text message, email or letter. When Test and Trace advises contacts to self-isolate, the service does not tell them the identity of the person who has tested positive. Likewise, Wild Things Performing Arts will not name the individual.
7.4 Contact tracing will be taken over by local public health experts where the person who has a positive test result works in or has recently visited:
- a health or care setting, for example a hospital, GP surgery or care home
- a prison or other secure establishment
- a school for children with special needs
- any setting where there’s a risk of a local outbreak
8. Updates to this policy:
This policy was last updated August 2021. Our policy complies with UK law, including that required by EU General Data Protection Regulation (GDPR). We will keep this policy updated.