Privacy Policy

Confidentiality

Within the Club we respect confidentiality in the following ways:

  • We will only ever share information with a parent about their own child.

  • Information given by parents/carers to staff about their child will not be passed on to third parties without permission from their parent/carer unless there is a safeguarding issue (as covered in our Safeguarding Policy).

  • Concerns or evidence relating to a child’s safety, will be kept in a confidential file and will not be shared

  • Staff only discuss individual children for purposes of planning and group management

  • All personal data is stored securely on a password protected computer and passcode-locked phone

Information that we keep

The items of personal data that we keep about individuals are:

 

  • Name – parent/carer and child.

  • School – name and members of staff names

  • Contact information including email address, telephone number and postal address

  • Relevant information regarding the health and safety of the child, such as allergies, intolerances, special needs, disabilities and medical conditions.

  • Incident and Accident Records

 

Electronic data that is no longer required is deleted and paper records are disposed of securely. We may keep your data for up to 5 years after you have completed your last workshop or club with Act Out Education.

 

Sharing information with third parties

We will only share child information with outside agencies on a need-to-know basis and with consent from parents/carers, except in cases relating to safeguarding children, criminal activity, or if required by legally authorised bodies (e.g. Police, HMRC, etc).

We will only share relevant information that is accurate and up to date.

Where we share relevant information where there are safeguarding concerns, we will do so in line with Government guidance ‘Information Sharing Advice for Safeguarding Practitioners’ (www.gov.uk)

Subject access requests

  • Parents/carers can ask to see the information and records relating to their child, and/or any information that we keep about themselves.

  • Parent/carers can ask for the information we hold to be deleted however please understand this may mean in they are no longer able to participate in the clubs or workshops.

  • We will make the requested information available as soon as practicable and will respond to the request within one month at the latest.

  • If our information is found to be incorrect or out of date, we will update it promptly.

  • If any individual about whom we hold data has a complaint about how we have kept their information secure, or how we have responded to a subject access request, they may complain to the Information Commissioner’s Office (ICO). Or email rosalind@actouteducation.co.uk

GDPR

We comply with the requirements of the General Data Protection Regulation (GDPR), regarding obtaining, storing and using personal data.

 

 Changing the Privacy Policy

We may have to change the privacy policy, so we advise you return periodically to this information.