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Topaz Dancentre

A gem of a dance school!

Terms & Conditions

Terms & Conditions

 

Pupils are required to attend class wearing the correct uniform (please see your teacher), hair should always be tied back and off the face.

 

The use of mobile phones in class is strictly forbidden

 

Please ensure your child has gone to the toilet before class and bring a bottle of water (if desired into class)

 

Topaz Dancentre do not accept any responsibility for any loss or damage to property brought onto or left on the premises

 

Topaz Dancentre endeavour to ensure your child is dancing in a safe and comfortable environment, please bring and collect your child to/from class promptly and keep us informed of any changes in drop off/pick up arrangements, and any medical issues.

 

In any physical activity there is always a risk of injury.  Pupils will not be asked to perform movements beyond their capability, Topaz Dancentre will not be held responsible for any accidental injury.

 

Pupils will not be able to leave the dance area until they are collected, please advise us if you wish your child to wait downstairs, (we will require your written consent for this for pupils under 10 years of age.

 

Please ensure that Topaz Dancentre receives any changes to pupil’s contact details in writing.  All details will be held in strict confidentiality (Data Protection Act 1998) and will not be passed on to outside parties except to the IDTA & UKA for children doing dancing exams, or local councils to obtain permission for shows.

Topaz will only use your information to contact you with relevant information regarding events or classes taking place which are or may be of interest to you.

Topaz Dancentre is a registered Performing Arts provider with IDTA and as so, is required to collect and manage certain data. We need to know parent’s names, addresses, telephone numbers, email addresses. We need to know children’s’ full names, addresses, date of birth and Education school, along with any SEN requirements. We are requested to provide this data to Liverpool Council, Knowsley Council, Halton Council, Wirral Council, St Helen’s Council & other performing council areas; this information is sent to the Local Authority via a secure electronic file transfer system.

Pupils will be asked to leave without notice for any serious breach of the school’s terms and conditions or for any other serious misconduct.

The school does not discriminate on background, race or religion, regularly monitors staff to maintain school teaching policies and adheres to Health and Safety procedures to ensure that each child dances in a class appropriate to their level of development..

From time to time it is necessary for the teachers to use physical contact when helping to improve pupils’ posture or assist in movements. This includes physical contact between students ie. holding hands.

 I understand and give consent to use of photographs and video recordings from time to time for use on Topaz website/internet for press and promotional development of the school.

 

The fee system operates on a 10 week term basis for all children’s classes.  In exceptional circumstances or where a pupil is taking a large number of classes you can still split your payments by making payment for 5 weeks, plus a post dated cheque (dated 5 weeks ahead), both these payments should be made at the beginning of the term to enable us to complete paper work.

 

Fees are payable termly in advance and no later than the second class of each new term. If your child turns up to class without the fee having been paid, and unless you have a prior written agreement with Topaz Dancentre as regards fee payment, they will not be allowed to participate. A written reminder for fees not paid after the second class of term will incur a £3 administration charge.

Receipts will only be provided on request, fees are subject to change.  Topaz dancentre will inform you in advance of any fee increase.

 

3weeks notice is required by email to the Principal is required if a pupil decides to leave the school class or leave the school.  If the required notice is not received, the full payment of the pupil’s fees for the following term will be due.

Pupils are required to attend class wearing the correct uniform (please see your teacher), hair should always be tied back and off the face.

The system offers substantial discounts for those taking multiple classes.

 

Reminders for payment are sent out on the last week of each term, and payment is then due the following week i.e. 1st lesson of each term.  Refunds are not available for any reason.  Your child’s place is then booked in advance and should they wish to cease attending we require 2 week’s written notice.  However.in every school year i.e. September to August, 2 pre booked holidays will be allowed in each lesson.  These will be deducted as you pay your fees.  These are for family holidays etc. And must be booked 2 weeks in advance.

Fees are not refundable when absence is due to sickness

Privacy Policy

Statement

GDPR stands for General Data Protection Regulation and replaces the previous Data Protection

Directives that were in place. 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 individual’s data is not processed without their knowledge and are only processed with their ‘explicit’ consent. GDPR covers personal data relating to individuals. Topaz Dancentre 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.

GDPR includes 7 rights for individuals

1) The right to be informed

Topaz Dancentre is a registered Performing Arts provider with IDTA and as so, is required to collect and manage certain data. We need to know parent’s names, addresses, telephone numbers, email addresses. We need to know children’s’ full names, addresses, date of birth and Education school, along with any SEN requirements. We are requested to provide this data to Liverpool Council, Knowsley Council, Halton Council, Wirral Council, St Helen’s Council & other performing council areas; this information is sent to the Local Authority via a secure electronic file transfer system.  For children who compete, this information is also shared with competition organisers.

We are required to collect certain details of visitors to our dance centre. We need to know visitors names, telephone numbers, and where appropriate company name. This is in respect of our Health and Safety and Safeguarding Policies.

As an employer Topaz Dancentre is required to hold data on its Teachers; names, addresses, email addresses, telephone numbers, date of birth, National Insurance numbers, photographic ID such as passport and driver’s license, bank details. This information is also required for Disclosure and Barring Service checks (DBS) and proof of eligibility to work in the UK. This information is sent via a secure file transfer system to UK CRB’s for the processing of DBS checks. DBS Numbers and date of issue are also held on a central staffing record.

Topaz Dancentre uses Cookies on its website to collect data for Google Analytics, this data is anonymous.

2) The right of access

At any point an individual can make a request relating to their data and Topaz Dancentre will need to provide a response (within 1 month). Topaz Dancentre 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. The individual will have the right to complain to the ICO if they are not happy with the decision.

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 Topaz Dancentre has a legal duty to keep children’s and parents details for a reasonable time *, Topaz Dancentre retain these records for 3 years after leaving pre-school, children'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. Staff records must be kept for 6 years after the member of leaves employment, before they can be erased. This data is archived securely onsite and shredded after the legal retention period.

4) The right to restrict processing

Parents, visitors and staff can object to Topaz Dancentre processing their data. This means that records can be stored but must not be used in any way, for example reports or for communications.

5) The right to data portability

Topaz Dancentre requires data to be transferred from one IT system to another; such as from Topaz Dancentre to the Local Authority, for performance BOPA licences, and dance Associations for examinations. These 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. Topaz Dancentre does not use personal data for such purposes.

Storage and use of personal information

All paper copies of children's and staff records are kept in a locked filing cabinet in Topaz Dancentre Heald St L19 2LY. Members of staff can have access to these files but information taken from the files about individual children is confidential and apart from archiving, these records remain on site at all times. These records are shredded after the retention period.

Information about individual children is used in certain documents, such as, a weekly register, medication forms, referrals to external agencies and disclosure forms. These documents include data such as children's names, date of birth and sometimes address. These records are shredded after the relevant retention period.

Topaz Dancentre 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.

Information regarding families’ involvement with other agencies is stored both electronically on a Password protected memory stick and in paper format, this information is kept in a locked filing cabinet in Topaz Dancentre L19 2LY. These records are shredded after the relevant retention period.

Topaz Dancentre stores personal data held visually in photographs or video clips or as sound recordings, unless written consent has been obtained via the Model Release form/fit to Perform agreement form. No names are stored with images in photo albums, displays, on the website or on Topaz Dancentre’s social media.

Access to all Office computers is password protected. When a member of staff leaves the company 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 means that Topaz Dancentre must;
* Manage and process personal data properly
* Protect the individual’s rights to privacy
* Provide an individual with access to all personal information held on them

 

This Policy was adapted at a meeting on May 15th 2018

................................................................................................................................................................................................................................................................................ .............................................................................................................................................. Policy review date: September 2018