Wessex Dance Academy

Why do we collect and use this information?

Hampshire County Council is the Data Controller for the purpose of collecting and using information to provide you with access to a programme, based on contemporary dance training resulting in the achievement of a recognised qualification. We collect personal data about you and use it, to:

• process referrals from organisations about you where they believe attending the programme is suitable;
• ensure that Academy staff are fully aware of any relevant information about you so they can support you appropriately whilst attending sessions;
• record relevant health information about you including your NHS number and any history injuries or medical conditions that may impact upon your ability to take part in the activities of the course;
• record your attendance at sessions;
• film or photograph the sessions, with your consent;
• publish the film or photograph for promotional purposes, with your consent, on County Council websites or social media channels;
• film the final performance of the programme in order to assess whether you have achieved the required standard to receive the qualification;
• register your qualification with the Open College Network so the certificate of achievement can be provided;
• update the referrer to inform them of your progress, any challenges faced, and where appropriate, support the plan for your reintegration back into education, employment or training;
• refer to third party organisations where additional support is required;
• share your information with the Hampshire Cultural Trust who provide dance artist to deliver the programme;
• allow those who show an aptitude for dance to continue to attend a weekly session;
• assess and evaluate the quality of the programme;
• complete statutory returns to central government agencies, such as the Department for Education;
• undertake wider County Council statutory duties in support of your child’s education and welfare; and
• ensure compliance with our obligations under the accuracy principle of the General Data Protection Regulation (Article (5)(1)(d)), making sure our records about you and your family are up to date.

The following sections provide further detail around the information we process setting out what allows us to do this (lawful basis), who we may share it with, how long we keep it for (the retention period), alongside identifying any rights you may have and who to contact if you think we’re not handling your information in the right way.

The categories of information that we collect, hold and share

The following personal and special category information about you is processed by the Academy:

• Personal information (such as name, address, date of birth, phone numbers, email, NHS number)
• Special category data (such as medical information, or previous criminal convictions); and
• Photographs or video recording of the sessions;
• Information from professionals and agencies about the young person or adult attending the programme relating to that professional or agencies involvement.

The lawful basis on which we use this information

We collect and use your information ensuring that we comply with the UK General Data Protection Regulation (UKGDPR) and the Data Protection Act 2018 (DPA2018) requirements for processing through:

• Article 6(1)(e) – the processing is necessary to perform a task in the public interest or for our official functions, and the task or function has a clear basis in law;
• Article 9(2) (g) – Necessary for reasons of substantial public interest on the basis of Union or Member State law which is proportionate to the aim pursued and which contains appropriate safeguarding measures; and
• Sch.1, Pt.2, 6 – Substantial public interest conditions, for processing under the DPA2018.

These articles under the GDPR and the DPA2018 are supported by the following specific legislation:

• Sections 17 of the Children Act 1989;
• Sections 10, 12 and 68 of the Education and Skills Act (2008).

For the processing of photographs and films that contain your image the Council use Article 6(1)(a) of the UKGDPR as the valid lawful basis. This is where you have given clear consent for Hampshire County Council to process your personal data for the purposes of filming and photographing you whilst you are attending Wessex Dance Academy and your final performances. You will also have the opportunity to provide your consent on how the material that is recorded is used.

Storing and Securing Data

The information provided to us will be held within the County Council’s Children’s Social Care Case Management System (CMS). The information held within our Children’s Social Care CMS will be kept in line with our retention schedule and then disposed of as appropriate. Our Children’s Social Care CMS is hosted by the County Council in secure data centres based in the UK. No information leaves the European Economic Area (EEA).

Forms sent electronically (paper forms will be scanned to create an electronic record) will be stored within the County Council’s Document Management System (DMS), with any paper versions being destroyed. The file will be linked to the record created in our Children’s Social Care CMS by the use of a reference identifier. The information held within the County Council’s DMS will be kept in line with our retention schedule and then deleted as appropriate. The County Council’s DMS is hosted by the County Council in secure UK based data centres, which are on site. No information leaves the European Economic Area (EEA).

The County Council takes its data security responsibilities seriously and has policies and procedures in place to ensure the personal data held is:

• prevented from being accidentally or deliberately compromised;
• accessed, altered, disclosed or deleted only by those authorised to do so;
• accurate and complete in relation to why we are processing it;
• continually accessible and usable with daily backups; and
• protected by levels of security ‘appropriate’ to the risks presented by our processing.

The County Council also ensures its IT Department is certified to the internationally recognised standard for information security management, ISO27001.

Who do we share information with?

We do not share information with anyone unless there is a lawful basis that allows us to do so. Any information shared will be done so on the basis that it is necessary, relevant and proportional for the task being undertaken.

In order to support attendance at the Wessex Dance Academy, we are required to contact a range of professionals and agencies to provide information. We will only contact those services necessary, relevant and proportional to your individual circumstances but could include:

• The Hampshire Cultural Trust who provide the dance artists and facilitate the programme;
• The professional or agency who made the referral to the Wessex Dance Academy;
• Professionals or agencies to support on any issues raised within the young person or adults’ time within the programme;
• Open College Network to provide you with the young person or adult with a recognised qualification.

Depending on the individual circumstances of each situation, we may have to share this information with other teams within the County Council to fulfil other duties and powers to support our work. These might include our Children Missing Education (for ensuring the provision of full time education); Data Protection Team (for personal data incidents); Virtual School (for support and promoting the education of children looked after); and/or other Social Care teams (supporting welfare, safeguarding and corporate parent functions).

Requesting access to your personal data and your rights

Under data protection legislation, individuals have the right to request access to information about them that we hold. To make a request for your personal information, or someone you have responsibility for, please contact the Children’s Services Department’s Subject Access Request (SAR) Team. Find out more about accessing your records.

You also have the right to:

• prevent processing for the purpose of direct marketing
• object to decisions being taken by solely automated means
• in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed; and
• claim compensation for damages caused by a breach of the Data Protection regulations

Please note that under the UK GDPR, there is also a right to erasure but the right to erasure does not provide an absolute ‘right to be forgotten’. Where the data being processed is for the purpose of ‘performing a task in the public interest or for our official functions, and the task or function has a clear basis in law’ (Article 6(1)(e))’, this right does not automatically apply.

Further information

The above information is the specific privacy notice for this service. For more information about your rights in relation to your personal data, see the County Council’s general privacy notice.

You have some legal rights in respect of the personal information we collect from you. See our Data Protection page for further details.

You can contact the County Council’s Data Protection Officer by email [email protected].

If you have a concern about the way we are collecting or using your personal data, you should raise your concern with us in the first instance or directly to the Information Commissioner’s Office.