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Privacy Policy

Feedback Surveys 

We step outside and start to dance will have access to the data you provide on the participant feedback survey form for the purposes of evaluating the project. The data we are collecting includes:

  • Opinion / feedback

  • Demographic information

  • Contact details

 

Evaluation materials will be used for internal monitoring, reporting to funders, publications and to inform future projects. All identifying information will be anonymised, unless further consents are provided.

 

All data will be anonymous unless you opt in to share your contact details. All information will be safely stored by We step outside and start to dance producers and will be treated as private and confidential and held in accordance with General Data Protection Regulation 2018. The data provided on this form will be held by the team for up to 3 years.

To find out more about how We step outside and start to dance uses your data you can access our Privacy Policy below and / or by contacting: westarttodance@gmail.com

Privacy Policy

This privacy policy was last updated: November 2020
Review date: November 2021 

About We step outside and start to dance 

 

We step outside and start to dance (data controller) is committed to keeping personal information (data) safe and meeting its responsibilities under privacy law. The General Data Protection Regulation (GDPR) applies in the UK and across the EU from May 2018.

This policy outlines:

1. Our responsibilities as a data controller

2. What personal data we collect and why

3. How data is collected, stored and used and is it shared

4. The rights of the data individual

 

This policy will be regularly reviewed and any updates will be published on the website: westarttodance.com

 

We will get in touch with individuals directly to let them know about any significant changes.

 

1. Our responsibilities:

We step outside and start to dance has a legal responsibility to ensure that data is processed lawfully, fairly and in a transparent manner in relation to individuals (data subject). This means all staff at We step outside and start to dance are responsible for adhering to this Privacy Policy and our Data Management Plan, which follows GDPR 2018.

 

2. The personal data we collect and why:
As part of its work We step outside and start to dance may need to collect personal information from our participants, audiences, employees or contacts. Personal information, or personal data, refers to any information about an individual (data subject) from which that person can be identified. It does not refer to anonymous data. Anonymous data is information where any personal identifiers have been removed. If anonymity is used it will be bought to the individuals’ attention via privacy notices (privacy notices are further explained in section 3.

 

The lawful basis for us to collect data will come under one of the following processes:

- Consent (when individuals give consent)

- Contract (in order to be able to deliver or enter in to a contract)

- Legal obligation (where the law requires it)

- Vital interests (to protect someone’s life)

- Public task (to perform a task in the public interest or for official functions)

- Legitimate interests (necessary for your legitimate interests unless there is a good reason to protect the individual’s personal data which overrides those legitimate interests)

 

The lawful basis for the data collection will be detailed at the point of collection.

 

The types of data we may collect, and store include:

 

Participants:

- Name and contact details

- Date of Birth

- Demographic information

- Parental consent (if the participant is under 16)

- Emergency contact details

- Relevant medical history, allergies or food intolerances

- Media release consent (for photographs, film, audio and media content)

- Access requirements

- Evaluation information

 

Workforce (includes employees, freelance staff, trustees, volunteers and interns):

- Name, address and contact details

- Date of Birth

- Demographic information

- Proof of identity (including divers license or passport) for processing DBS checks

- HR information, including Tax, National Insurance and pension information

- Bank details

 

Audiences:

- Name and contact details

- Demographic information

 

Contacts:

- Name, address and contact details

 

The reasons we collect and store data:

Participants:

- To gain consent to take part in projects

- To gain permission for children aged under 16 to take part in projects

- To ensure the safety and wellbeing of participants during projects

- To gain consent to take videos and photos and record audio

- To better understand what it is like to work with us

- To document and showcase those taking part in project experiences
- To support the effective administration of the company

Workforce (includes employees, freelance staff, trustees, volunteers and interns):

- To enter into a contract of employment with an individual

- To support the effective administration of the company

- To adhere to legal requirements for retaining financial and contractual information

- To better understand what it is like to work with us

- To document and showcase those working with We step outside and start to dance

 

Audiences:

- To send news and promotional information about our work, performances and events

- To send fundraising news

- To better understand the quality and reach of our work, performances and events

Contacts:

- To send news and promotional information about our work, performances and events

- To send fundraising news

- To report the impact and reach of our work

- To record those who have supported us financially or through the use of their services

3. How is data collected, stored, used and is it shared?

In some cases, We step outside and start to dance may need to gather consent to collect, store and use individuals’ data. If this is the case we will provide a privacy notice at the time the data is being collected. The privacy notice will outline:

- Who is processing their data

Most of the time this will be We step outside and start to dance. However, there may be occasions where we are collaborating with another organisation who also needs access to this data. This will be clearly outlined in the privacy notice.

 

- What data is involved

The privacy notice will detail all data being requested. We will only request data required for the purposes of the process.

 

- The purpose for processing that data

The privacy notice will detail how and why the data is being processed. We will not share information with other parties unless this is outlined in the privacy notice.

- The outcomes of data processing

The privacy notice will detail how and where the data is being stored. Information will be stored for different lengths of time. Each privacy notice will specify how long we will store information for.

- How to exercise their rights

Each privacy notice will detail an individuals’ rights. This is further explained below in section 5.

 

- How data is stored

To protect individual’s privacy We step outside and start to dance ensures it uses secure processes, procedures and databases to hold data. Privacy notices will outline how each type of data is secured.

General practice includes:

• use of locked filing cabinets where data is stored on paper or memory sticks

• shredding of paper data that is no longer required

• computer log in passwords that are strong, not shared and changed regularly

• restrictions on staff access levels and use of passwords where data is stored on a cloud-based system or network

• using third party processors, which includes cloud-based systems, which have been audited and agreed

 

We step outside and start to dance will keep and process data only for long enough to fulfil the purpose for which it was collected. After that point, it will be disposed of in a secure manner. Each privacy notice will explicitly outline how long information will be held.

 

Privacy notices will be shared with individuals at the point of contact. Individuals can request copies of privacy notices at any given point.

 

Data sharing:

We step outside and start to dance will never sell individuals data. However, it may be processed by limited third parties in line with funding agreements and project partnerships. Where any data sharing occurs, or anonymity is used it will be bought to the individual’s attention via privacy notices.

 

Examples of data sharing include:

• Sharing participant, audience and workforce statistics with third parties, including Arts Council England, funders and project partners, to report on its work

• Using third-party provider, Mail Chimp & Wix to deliver its newsletters

• Using third-party provider, Go Fund to deliver fundraising campaigns

• Using Google Analytics and Audience Agency’s web analytics tool to collect information regarding visitor website interactions. (This includes what visitors do on our website, as well as information provided by visitor’s computers, i.e. browser type. This data is anonymised and We step outside and start to dance will not attempt to find out the identities of those visiting its website).

 

When visiting the We step outside and start to dance website, the individual consents to the use of cookies, files placed on the computer by a website to collect internet log data and learn about the behaviour of visitors. For more information about cookies, including how to turn them off, visit www.aboutcookies.org

 

We step outside and start to dance may share information about individuals with law enforcement agencies and other organisations or individuals if required to by law.

 

5. The rights of the individual: the right to erasure

Any individual who is the subject of data held by We step outside and start to dance is entitled to:

- Ask what information the company holds about them and why

- Ask how to gain access to it

- Be informed how to keep it up to date

- Be informed how the company is meeting its data protection obligations

 

If you would like a copy of some or all of the data We step outside and start to dance holds about you please contact our Data Protection Officer (DPO) at: westarttodance@gmail.com

 

On the receipt of a subject access request We step outside and start to dance  will have 30 days to respond. This process will be managed by the Data Protection Officer (DPO), who will ensure that the subject is aware of the procedure, receiving confirmation of when this process has begun, receiving the requested information within the 30-day period.

 

The right to erasure:

Data subjects have the right to be ‘forgotten’.

If requested We step outside and start to dance will erase the data held on individuals as far as reasonably possible.

 

If you would like to request to delete data, it holds please contact our Data Protection Officer (DPO) at: westarttodance@gmail.com

 

Images used online, on social media, in reports or on our website could be tagged, copied, shared or printed by members of the public.

 

Ongoing review of measures to ensure compliance:

Meeting the obligations of the GDPR to ensure compliance will be an ongoing process.

We step outside and start to dance will regularly renew its policy and processes to ensure it complies.

Any questions:

If you have questions about your personal data or our privacy policy please contact our Data Protection Officer (DPO) at westarttodance@gmail.com 

If you require more support, or wish to contact the Information Commissions Office, please use this link: https://ico.org.uk/your-data-matters/