South London Youth Theatre
Privacy policy
This is the Privacy Policy for South London Youth Theatre.
We aim to offer a transparent view as to how we use and store personal data in line with the GDPR.
You have the right and may at any time request the personal information that we hold, you may also request for your personal details to be deleted from our database or to unsubscribe from marketing emails.
We promise to keep your data safe. We do not pass on or sell any data we collect on our website to any other third party.
Who are we
South London Youth Theatre is a performing arts school providing performing arts training for children and young people.
What personal data we collect and what we do with it
We collect the following personal data from you:
Basic contact details: We collect your name, email address and you also have the option whether you would like to opt in to receive more information on SLYT. Marketing material on classes and workshops and newsletters. If you decide to opt in to receive emails for marketing purposes we will save your email address to our mailchimp data base and you have the right to unsubscribe to these emails at any time. We use mailchimp as it is fully GPRS compliant.
SLYT Classes: When you sign your child up for our classes we collect your name, your child’s full name so we are able to register them, your child’s age, date of birth and school year so we are able to ensure they are placed in the correct class and age group, your email address so we are able to send you a confirmation and full details of your child’s place, emergency contact telephone numbers for health and safety purposes should we need to contact you during your child’s time with us, your postal address for health and safety purposes, emergency and personal information on your child for health and safety and child protraction purposes and permissions on who will collect your child including their name and contact number for child protection purposes. You also have the option to let us know where you heard about us to give us a better understanding of how our marketing is working and to let us know which school your child attends so we are able to place children who may attend the same school in the same group so they see a familiar face. Finally you have the option whether you would like to opt in to receive more information on SLYT marketing material on classes, workshops and newsletters. If you decide to opt in to receive emails for marketing purposes we will save your email address to our mailchimp data base and you have the right to unsubscribe to these emails at any time. We use mailchimp as it is fully GPRS compliant.
Summer workshop details: When you sign your child up for a summer workshop we collect your name, your child’s full name so we are able to register them, your child’s age, date of birth and school year so we are able to ensure they are placed in the correct workshop, your email address so we are able to send you a confirmation and full details of your child’s place, emergency contact telephone numbers for health and safety purposes should we need to contact you during your child’s time at their workshop, your postal address for health and safety purposes, emergency and personal information on your child for health and safety and child protraction purposes and permissions on who will collect your child including their name and contact number for child protection purposes. You also have the option to let us know where you heard about us to give us a better understanding of how our marketing is working and to let us know which school your child attends so we are able to place children who may attend the same school in the same group so they see a familiar face. Finally you have the option whether you would like to opt in to receive more information on SLYT marketing material on classes, workshops and newsletters. If you decide to opt in to receive emails for marketing purposes we will save your email address to our mailchimp data base and you have the right to unsubscribe to these emails at any time. We use mailchimp as it is fully GPRS compliant.
How we use your personal data
We use your personal data for the following purposes:
To keep you up to date with details and information of your child’s class which includes reminders of performances, class fee payments and course content including scripts and information packs.
We are required for health and safety purposes to share your child’s name and any medical information disclosed to us with your child’s class teacher. As a data controller SLYT have issued all freelance tutors with a data processor agreement meaning they are legally bound not to share or discuss your child’s personal information.
If you have chosen to opt in to receive more information on SLYT marketing material on classes, workshops and newsletters we will use the email address provided to send you information on these topics.
You can unsubscribe from our direct marketing at any time by clicking the “Unsubscribe” link in any of our emails or by emailing us at [email protected].
Security Precautions in place to Protect your information
We take the security of any personal information you provide us with extremely seriously. Data from all contact us, booking and enrolment forms are stored in a password encrypted site in the cloud. Data which is documented for the use of classes and workshops for example registers, emergency contact details and medical information once processed are stored in password protected files on SLYT desktop and mobile devices.
If you enrol your child on a course with SLYT we will share your child’s name, class details, medical information and in some circumstances emergency contact details with your child’s class teacher who will be required to sign a data processor agreement.
How long we keep your personal data for
Data received through enrolment forms is uploaded manually into our database software. Our database is stored both in encrypted files on office-based hardware and backed up regularly in our encrypted cloud-based server. Access to these files is restricted through password protection and only available to authorised staff members.
Registers and emergency contact lists created from student data are stored in encrypted files on office-based hardware and backed up regularly in our encrypted cloud-based server. Access to these files is restricted through password protection and only available to authorised staff members.
Hard copies of registers and emergency contacts are carried by authorised staff members. They are locked away while not in use. When they are no longer in use or out-dated, they are destroyed thoroughly.
Our standard retention policy (without the data subject’s right to access, rectification and erasure etc.) is THREE YEARS post final attendance.
Exceptions to our retention policy:
– Financial records are kept for 6 years due to legal obligation
– First Aid records are kept for 21 years due to legal obligation
– Child Safeguarding records are kept indefinitely on a case-by-case basis, the minimum these will stored for is 6 years due to legal obligation.
– Bank details are deleted after the action concerning them is complete
Who Has Access To Your Information
We do not sell or rent your information to any third parties. You will only receive information from SLYT.
We do however have third party service providers who will have information – Mailchimp our marketing platform, if you subscribe via a link it is via Mailchimp and you can unsubscribe at any time via a link at the bottom of the emails. When submitting a Contact Us form, Free Trial Form, Summer School Booking or School Booking From our website host 123 – Reg processes this information and sends it on to our 123 – webmail and gmail email address where the information is stored and processed for the stated time frame (see above section entitled “How long we keep your personal data for”) or you request your information to be removed by SLYT.
There are certain instances where sharing information is crucial to our business processes.
Freelance Teachers:
All SLYT tutors are freelance staff, we have confidentiality and data processor agreements in place. Teachers will never be provided with personal details aside from participant’s first names, any medical information that is pertinent to the running of a class (subject to consent from the data subject). In the case of after school clubs for Health and Safety Purposes emergency contact numbers for each child may also be provided and you will be informed if this is the case via an email confirmation.
Child Performance Licensing:
Should a child require a performance licence, SLYT are legally required to provide some personal data to local councils (including but not limited to: full name, date of birth and school details). This is an optional consent, which will be sought at the time of sending participation consent forms.
Child Safeguarding Concerns:
In the unlikely event SLYT has a safeguarding concern in relation to one of participants, SLYT are legally required to provide data to the safeguarding board at the local council.
Event Programmes:
SLYT may occasionally produce programmes for events. These will only ever contain the name of a child appearing (unless otherwise consented to). The name of a child’s class may also be included. Participants/their Parent and/or Guardians may choose if they want to be included in the programme when they agree to participate at an event.
Photos/Videos of Participants
SLYT often uses footage/photos used from shows, performances and classes for marketing purposes both in print media and the website.
Some attendees at events may film/take photos for their own personal use (e.g. parents of other participants). Participants/their Parent and/or Guardians may choose if they do not wish themselves/their child to be depicted.
Social Media:
SLYT regularly share photos/videos of students in workshops, events and performances through social media platforms including; Instagram, Facebook, Twitter, Email. These will never be shared with any identifying information (age, location etc.). There may be times where we will share first names.
Public Events:
If a child participates in a public event or performance with SLYT and the event has not been directly organised by SLYT, we cannot be held responsible for any images and / or videos taken by members of the public.
Links to other websites
Our website contains hyperlinks to websites owned and operated by third parties. This Privacy Policy does not apply to those other websites. We do not accept any responsibility or liability for the privacy practices of such third party websites and your use of such websites is at your own risk. We urge you to read other sites privacy policy.
Cookies
Like most websites we use cookies to a small extent to help us gage where in the world our audience are, what web pages are popular and how long people stay on the site. This is anonymous and we do not get any personal data such as emails, names with this data so cannot match it to individuals. However it is a handy tool for us to see what works and what doesn’t so we can deliver a better service. It is possible to switch off cookies by setting your browser preferences.
Opt out
We take great care to ensure that all data collected is stored safely under encrypted security but if for any reason you would like us to remove your data from our system please go to the opt out page and complete the form and your data will be deleted within 14 days.