For the Theatre Academy

We are Co-op Dancing Classes Ltd, trading as Co-op Juniors Theatre Academy and wholly owned by Co-op Juniors Theatre Productions Ltd, a charitable co-operative (collectively “we” or “us”). We manage the data we hold on you (ie. we are the data controller). Our contact details are below.

This notice is for pupils at the Theatre Academy and their parents or guardians (“you”).

You may also be a performer of volunteer with the Co-op Juniors or a co-operative member of a member of Co-op Juniors Theatre Productions Ltd. If so, please read the other relevant information on our Privacy Portal.

Information we collect

We collect information directly from you when you join us and update this regularly (at least annually) when you are involved in a production with us.

We may collect and hold the following information on you

• Personal information (such as name, address, email address, telephone number, membership history)
• Any medical or dietary information that you have given us
• Attendance information (such as registers at classes)
• Payment information
• Photographs and videos of you involved in our activities, if your parent/guardian give consent
• Information on any accidents or injuries that you are involved in while involved in a Co-op Juniors Theatre Academy activity
• Information that you provide when you communicate with us(be it by email, phone or post)

The legal basis for using your/your child’s personal data

We collect and use certain personal data for purposes which you have given specific consent:

• Photos and videos of you and/or your child
• Information on your and/or your child’s dietary, medical or cultural needs
• Contacting you about all Co-op Juniors activities and events

If you change your mind about this consent at any point, please email us at  and let us know.
We collect and use personal and contact details, fees information and attendance data where we have a legitimate interest as a membership organisation for providing you information and managing your membership.

We are legally obliged to collect and process some data, such as for safeguarding or health and safety reasons.

How we use and share your information

We take your and your child’s privacy seriously. We use your information to:

• Provide you with information on classes, performances and other Co-op Juniors Theatre Academy and Co-op Juniors events
• Ensure we comply with our child and vulnerable adult safeguarding responsibilities, including providing registered chaperones
• Administer membership records
• Maintain registers

We will share some of your information with other organisations. We only share the information that is necessary

• Relevant local safeguarding authorities, when we are required to do so under our safeguarding children and vulnerable adult obligations
• Emergency services, such as the police or ambulance service, in case of an emergency
• Service providers, such as Sender.net or Microsoft, to sending emails
• The tutors of our classes and workshops

We do not sell, rent or make personal information commercial available to any third parties

How we protect your information and who has access to it

The information you provide us may be confidential. We keep this information secure.

The information is stored in encrypted digital form on our IT equipment or a secure cloud storage system (currently GoogleDrive) and, in the form or written documents, securely at our premises in Paul’s Road or, in certain cases, in secure containers at the residences of our designated safeguarding officers.

Further privacy information on GoogleDrive: https://policies.google.com/privacy?hl=en-GB&gl=uk

We limit access to this information to our offices who need it to carry out their roles. Sensitive information, particularly surrounding chaperone licencing, is shared only with specifically designated safeguarding officers.

How you can find out about the personal data we hold on you

You have the right to ask for a copy of the information we hold about you. If you want to review the basic membership information we hold about you, please email us or write to us using the contact details below.

We want to make sure that your information is accurate and up to date. You may ask us to correct or remove any information that you think is no longer up to date. Please contact us using the contact details below if you would like any corrections made to your information.

You can contact us with a “Subject Access Request” if you want to ask us to provide you with any other information we hold about you. If you are interested in any particular aspects, specifying them will help us to provide you with what you need quickly and efficiently. We are required to provide this to you within one month. There is not usually a fee for this, though we can charge a reasonable fee based on the administrative cost of providing the information if a request is manifestly unfounded or excessive, or for requests for further copies of the same information.

You have the right to lodge a complaint about the processing of your data with the Information Commissioner’s Office

What happens to your data when you leave us

If you chose to cease attending Theatre Academy classes, when all administrative tasks relating to your membership have been completed we will remove and destroy (either via securely deleting electronic information or shredding paper documents) any potentially sensitive data will be deleted – this might include dietary or medical data or chaperone information.

We will keep certain information, such as consent forms, basic membership and contact details, and archive material (such as past production programmes, photographs and videos)

We will keep your email address to continue to provide information about future Co-op Juniors activities, if you have consented to this. You can opt out of receiving emails from us about our performance at any time by updating your preferences from our email or emailing us directly (contact details below).

We will keep for certain information that we are required to do for as long as is required according to safeguarding requirements, health and safety regulations and standard accountancy practices.

At leaving, we will delete any former performer’s or volunteer’s contact information entirely on request.

Our contact information

Under the GDPR (General Data Protection Regulation) we do not have a statutory requirement to have a Data Protection Officer. The person who is responsible for ensuring that we discharge our obligations under the GDPR is our data protection lead.

If you have any questions about this Privacy Notice, or if you would like to contact us to exercise your rights as detailed above, you may contact us at  or via post at Co-op Juniors Theatre Academy, The Warehouse, Paul’s Road, Ipswich, Suffolk IP2 0AN

Changes

We may change this privacy information from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This notice is effective from 22 May 2018.