Privacy Policy

 General Data Protection Regulation Policy    

Issue and Review  The date of issue of this policy is December 2022 This policy will be reviewed annually   

Statement 

GDPR stands for General Data Protection Regulation and replaces the previous Data Protection  Act Directives that were in place. It was approved by the EU Parliament in 2016 and came 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 individuals data is not processed without  their knowledge and are only processed with their ‘explicit’ consent. GDPR covers personal data  relating to individuals. 

CLIQUE College is committed to protecting the rights and freedoms of  individuals with respect to the processing of learners, 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. 

CLIQUE College is registered with the ICO (Information Commissioners Office) under registration  reference: ZB287115 The certificate can be found on display in the Clique office.   

GDPR includes 7 rights for individuals  

1) The right to be informed 

CLIQUE College and some of its teachers are affiliated to RSL Awards and various other  organisations. As such CLIQUE College is required to collect and manage certain data. We need  to know learners, guardians and parent’s names, addresses, telephone numbers, email addresses. We need to know  Students full names, addresses and date of birth, along with any SEN requirements and medical  information relating to the activities they are involved in. We are sometimes requested to  provide this data to Kent County Council, Maidstone Borough Council, Medway Council & other  performing council areas; this information is sent to the Local Authority via a secure electronic  file transfer system. We may also need to provide names and dates of birth of performers to  event organisers. CLIQUE College is required to hold data on its Teachers such as; names, addresses, email  addresses, telephone numbers, date of birth, Self Employed Tax registered information,  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. DBS Numbers and date of issue are also held on a central staffing record. CLIQUE College 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 CLIQUE College will  need to provide a response (within 1 month). CLIQUE College 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 CLIQUE College has a legal duty to keep learners, guardians and parents  details for a reasonable time*. CLIQUE College retain these records for 3 years after leaving,  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 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 CLIQUE College 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 

CLIQUE College requires data to be transferred from one IT system to another; such as from  CLIQUE College to a Local Authority and Organisations such as RSL for quality assurance. 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. CLIQUE College does not use personal data for such purposes.          Storage and use of personal information  All paper copies of students and staff records are kept in a locked filing cabinet in our main  office. The information provided on registration forms is entered on to our secure password  protected database. Members of staff can have access to these files but information taken from  the files about individuals is confidential and apart from archiving, these records remain on site  at all times. These records are shredded after the retention period. Information about individuals is used in certain documents, such as, a monthly attendance  register, referrals to external agencies and disclosure forms. These documents include data such  as names, date of birth and sometimes address. These records are shredded after the relevant  retention period. CLIQUE College 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 student does not  attend or added to the students file and stored appropriately on our database. CLIQUE College stores personal data held visually in photographs or video clips or as sound  recordings, unless consent has been withdrawn in writing. No names are stored with images in  photo albums, displays, on the website or on CLIQUE College social media sites. Access to all Office computers is password protected. Any portable data storage used to store  personal data, e.g. USB memory stick, camera, tablets and iPads are password protected and/or  stored in a locked filing cabinet. 

GDPR means that CLIQUE College 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.

CLIQUE College Ltd