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Updated on 20th May 2020
Here at The Chelmsford Drama Centre we are completely committed to respecting and protecting your privacy. This Privacy Notice explains the personal data we may collect about you when we maintain contact. It also explains how we’ll store and handle your information and how we keep it secure and safe.
If you require further information please contact us at email@example.com
Personal data, or personal information, means any information about an individual that can identify them. It does not include data where the identity has been removed (anonymous data). We collect the minimum amount of personal information needed to complete a contract that we have with you.
We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:
- Identity Data includes your first name, maiden name, last name, title, date of birth
- Contact Data includes your postal address, email address and telephone numbers.
Where we need to collect personal information about you by law, or to fulfill our obligations to you and you fail to provide that information when requested, we may not be able to perform the contract we have or services we are trying to provide to you. In this case, we may have to stop providing you with the services, but we will notify you if this is the case at the time. For example, where you do not consent for your child to be recorded by The Chelmsford Drama Centre, we will contact you and discuss whether we can continue providing the services.
We collect your personal information by direct interactions with you. Mainly you will give us your Identity and Contact Data by filling in forms or by corresponding with us by post, phone and email.
How we use your personal data
The processing of your personal data is necessary for us to provide a service that you have requested under a contract we have with you. We rely on that contract as a legal basis on which we process your personal data.
The Chelmsford Drama Centre processes personal data for certain legitimate business purposes which include, some or all, of the following:
- where the processing enables us to enhance, modify, personalise or otherwise improve our services/communications for the benefit of our customer;
- to identify and prevent fraud;
- to enhance the security of our networks and information systems;
- to better understand how people, interact with our web sites, and
- to provide communication which we think will be of benefit and interest to you.
In addition, if we or our owners undergo or propose to undergo a business transition, such as a corporate re-organisation, sale, merger or acquisition by somebody else of some or all of our shares or assets, we may share your personal information with parties connected with the proposed transaction.
Otherwise, we rely on consent as the legal basis on which we process your personal information. We will seek your consent from time to time to continue to process your data by contacting you.
We only use your personal information to administer your account and to provide you information on the products and services you have requested from us. From time to time we will also invite you to participate in surveys which help us to improve what we do. We will never sell, distribute or lease your personal information to third parties.
Where and how we store your personal data
When you provide The CDC with personal data, we will hold your information on our electronic database on servers physically located within the UK or the European Economic Area (the “EEA”).
We will use appropriate technical and organisational measures to protect against unauthorised or unlawful processing and against accidental loss destruction or damage of your personal information. Your personal information is stored electronically on a database file which is password-protected and stored offline, behind up-to-date firewall and antivirus protection.
Access to personal information is limited to The Director of The CDC. These individuals have access to the personal information on the database to enable them to perform their contractual duties.
We have put in place procedures to deal with any suspected personal information breach. In the unlikely event that your personal information was accessible to third parties through a data breach, we would inform you as soon as we become aware of it and any applicable regulator where we are legally required to do so.
How long we will retain your personal data
We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
To determine the appropriate retention period for personal information we consider
– the amount, nature, sensitivity of the personal information,
– the potential risk of harm from unauthorised use or disclosure of your personal information;
– the purposes for which we process your personal information,
– whether we can achieve those purposes through other means,
– and the applicable legal requirements.
Your personal data stored on our database will be reviewed every six months and where appropriate we will delete your personal data. If you no longer require the services of The Chelmsford Drama Centre we will delete your personal data immediately.
If you complete our enquiry form, we will pass your personal data to The Director of The CDC.
If you have contacted us and have requested that we keep your personal data on file for the purposes of receiving information from us, for example, about new centre’s opening, we will ensure that we confirm with you each time we contact you, that you are happy for your personal data to be stored by us for contact only. If you choose not to proceed with registering with us, we will remove all your stored data after 6 months.
Access to information
You will not have to pay a fee to access your personal data (or to exercise any of the other rights contained in this Privacy Notice). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances. In these instances, we will notify you.
Erasure or rectification of information
Data Protection Legislation gives you the right to ask us to erase information held about you if it is no longer necessary in relation to the purposes for which it was collected or processed. You also have the right to ask us to rectify inaccurate information we hold about you or to complete incomplete information about you.
Your right of erasure and/or rectification can be exercised in accordance with Data Protection Legislation. If you make a valid erasure or rectification request, we will take reasonable steps to erase or rectify your information so far as required by Data Protection Legislation. However, Data Protection Legislation allows us to retain and continue processing your information in certain circumstances and if any of those circumstances apply we may continue to hold and process your information (in accordance with this Privacy Notice) despite your request for us to erase it. Such circumstances include (but may not be limited to) where our continued holding and/or processing or your information is necessary:
- for exercising the right of freedom of expression and information;
- for compliance with a legal obligation that requires processing of personal data by EU or member state law to which the controller is subject, or for the performance of a task carried out in the public interest, or in the exercise of official authority vested in the controller;
- for reasons of public interest in the area of public health;
- for archiving purposes in the public interest, or scientific and historical research purposes or statistical purposes in so far as the erasure of the information would be likely to render impossible or seriously impair the achievement of the objectives of the archiving purposes in the public interest, or the scientific and historical research purposes or the statistical purposes, and
- for the establishment, exercise or defence of legal claims.
Changes to our Privacy Notice and your duty to inform us of changes
The data protection (GDPR) law in the UK changes on 25 May 2018 so we have updated out policy before these changes.
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
Your right to withdraw your consent or complain
You have the right to withdraw from us your consent to process your personal data at any time. Please bear in mind that if you object, this may affect our ability to complete a contract which we have with you. The CDC will maintain an audit trail of consent given and consent withdrawn.
Our Data Protection Policy can be viewed from this link: The Chelmsford Drama Centre Data Protection Policy
Terms and conditions – updated 20th May 2020
This is an agreement which sets out the terms and conditions that will govern the relationship
between us, The Chelmsford Drama Centre and you the Parent/Guardian. It is a legally binding
agreement. Please read carefully as these rules enable us at The Chelmsford Drama Centre to
maintain high standards and the safety of our students and staff.
- A free trial and any discount is only offered at the discretion of the Director of The
Chelmsford Drama Centre.
- The Chelmsford Drama Centre has the right to remove any student from class if the student
is putting the health and safety of other students or staff at risk. We reserve the right in this
instance, to permanently exclude students.
- We also will not tolerate rudeness, bullying, abuse or inappropriate behaviour from
students, parents or guests. Such actions will result in exclusion from The Chelmsford Drama
- Excluded students will still be liable to pay the full term fees
- Term fees are to be paid monthly or in full, the date to be determined by the Director.
Failure to pay fees by the date stated may result in another student being offered your
child’s place. Any fees outstanding after attempts at communication have failed, will be legally pursued.
Late fee payments will be charged at £5 per week and will be added to your term invoice.
- If your child is unable to attend class, you must let us know as soon as possible on 07792
832609 / firstname.lastname@example.org. Missed classes will not be reimbursed. In the
unlikely event of The Chelmsford Drama Centre cancelling classes, we will endeavour to
reschedule. Reimbursing in this instance is at the discretion of the Director.
- Please arrive on time for lessons.
- After registration, it is important all parents leave their child with the teachers at The
Chelmsford Drama Centre, no parents are permitted to sit in or attend lessons.
- All students will be supervised at all times at The Chelmsford Drama Centre, however
deliberate damage or destroying of property by students will result in an invoice for the
repair being issued.
- The Chelmsford Drama Centre reserves the right to use any individual or group photographs
or films of your child for press or promotional purposes. If you are unhappy with this, you must
specify on sign up.
- We reserve the right to make changes to these rules and will communicate any changes to
you at the address or email specified. Proof of sending such notice shall be sufficient
evidence of receipt.
- A four week notice period is required if you or your child wishes to leave The Chelmsford Drama
Centre. This must be submitted in writing or email. Refunds will not be issued if the remaining time is less than or equal to the notice period
- All confirmed LAMDA exams must be paid for in full by you. Absence from an exam will never result in a refund. After you or your child has been submitted for the exam – no refund can be issued in any circumstance unfortunately (unless LAMDA cancel). This is LAMDA policy. An admin fee will also be charged.
- Failure to pay any outstanding amount due for LAMDA examinations will result in legal measures to recover the fees.
- All child classes will be charged £12 on first registration, this cost covers the purchase of The Chelmsford Drama t-shirt which was ask all students wear (though not compulsory to wear).
- All adult classes will be charged for a trial class.
- Any complaints must be brought to our attention immediately, so we can work with you to rectify any issues. Any attempt to maliciously damage the company reputation without working with us first will be legally pursued.
All classes will be delivered in a covid secure environment, following government guidelines. In the event that we go back into lockdown, lessons will resume online via Zoom. Refunds will not be issued in this instance.
SAFEGUARDING POLICY – updated March 2020
SAFEGUARDING CHILDREN POLICY
The Chelmsford Drama Centre
1 The Chelmsford Drama Centre is a for-profit organisation run by:
2 The Chelmsford Drama Centre is based at:
3 The Chelmsford Drama Centre is managed by a management team (the Team). One of the management team has particular responsibility for safeguarding children.
4 The Team has adopted this safeguarding children policy and expects every adult working or helping at The Chelmsford Drama Centre to support it and comply with it. Consequently this policy shall apply to all staff, managers, trustees, directors, volunteers, students or anyone working on behalf of The Chelmsford Drama Centre.
2 Purpose of the Policy
1 This policy is intended to protect children and young people who receive any service from us, including those who are the children of adults who may receive services from us.
2 As an organisation we believe that no child or young person should experience abuse or harm and are committed to the protection of children and young people and this policy is intended to provide guidance and overarching principles to those who represent us as volunteers or staff, to guide our approach to child protection and safeguarding.
3 The risks to children
Nearly every child grows up in a safe and happy environment and it is important not to exaggerate or overestimate the dangers. Nevertheless, there are situations where children need protection including:
- Sexual abuse
- Physical and emotional abuse and neglect
- Domestic violence
- Inappropriate supervision by staff or volunteers
- Bullying, cyber bullying, acts of violence and aggression within our schools and campuses
- Unsafe environments and activities
4 Universality of Protection
We recognise that:
- the welfare of the child is paramount
- all children regardless of race, gender, religious belief, disability, age, sexual orientation or identity have a right to equal protection from harm.
- some children are more vulnerable to harm as a result of their circumstances, prior experiences, communication needs or level of dependency.
- working with children, young people, their parents and/or guardians, carers or other agencies is essential to protecting their wellbeing.
5 Safeguarding children at events / activities
1 There are three kinds of events/activities:
1.1 those open to adults and children of all ages,
1.2 those for children accompanied by a ‘parent’,
1.3 those for unaccompanied children, which are sometimes run alongside other events/activities.
2 At events and activities open to all ages, children under 16 must be accompanied throughout by an adult over the age of 18 who not only brings the child but also takes the child home again afterwards. Young people aged 16 or 17 may attend unaccompanied if they bring the written consent and mobile telephone number of one of their parents.
3 At events and activities for children accompanied by a ‘parent’, children under 16 must be supervised throughout the event by an adult over the age of 18 who not only brings the child to the event but also takes the child home again afterwards. If a lone adult brings more than one child, then the children will have to stay together, so that the one adult can supervise them. Young people aged 16 or 17 may attend unaccompanied if they bring the written consent and mobile telephone number of one of their parents.
4 At events and activities for unaccompanied children, children under the age of 16 must be enrolled by a responsible adult before being left with the event leader. The enrolment must record the child’s name, age and address and the names and addresses of the child’s parents, plus the parents’ mobile telephone numbers. Young people aged 16 or 17 may attend unaccompanied if they bring the written consent and mobile telephone number of one of their parents.
5 Both event and activities are to be defined broadly to include any occasions where The Chelmsford Drama Centre will be providing a service.
6 Disclosure and barring
1 The Chelmsford Drama Centre offers the following activities for children:
LAMDA examination classes
2 Some of our activities may therefore require adult participants or adult leaders to undergo DBS and/or police checks under the Safeguarding Vulnerable Groups Act 2006. The required level of checking (if any) will broadly reflect the degree and frequency of unsupervised access given to other people’s children.
3 The Team will take very seriously any allegation of impropriety on the part of any member of The Chelmsford Drama Centre. A member of The Chelmsford Drama Centre who discovers anything amiss should get in touch immediately with the following:
4 The Team will review the allegation and the likely risk to children and, if appropriate, will consider banning the member from future events or revoking his or her membership or both, but only in full accordance with the rules and procedures of The Chelmsford Drama Centre.
7 Health and safety aspects of safeguarding children
1 Before starting any event for unaccompanied children, the Team will carry out a risk assessment and then take steps to minimise all risks to health and safety. Parents and children will be made aware of any particular risks and of the steps to be taken to minimise those risks. The Team will keep a record of all risk assessments.
2 Sufficient adults must be present at any event for unaccompanied children to enable one adult to deal with any emergency while another adult supervises the children not directly affected by the emergency.
8 Online streaming and lesson delivery via Zoom / Skype or other hosting applications.
It is imperative that all students attending lessons streamed online ensure the following:
- An adult is present in the house when they are taking part in lessons
- They are appropriately dressed, as all teachers will be
- They do not record the lessons and use footage of teachers or any other students
- Students and teachers take lessons with a neutral background, including no inappropriate images
- The Chelmsford Drama Centre will not record any of these lessons for safeguarding protection
- Parents must accept the terms set out
- All parents will be sent a link to online lessons which will be forwarded onto students by them. By forwarding this link and clicking to join the class, you are agreeing you are happy for your child to take part in online lessons
9 Policy on the prevention of bullying
We will not tolerate the bullying of children either by adults or by other children. If any incident of child-on-child bullying should arise at a The Chelmsford Drama Centre event, those involved will be separated immediately and the parents of the children involved will be asked to deal with the matter. The Team will review all incidents of child-on-child bullying and assess the likely future risk to children. If appropriate, the Team will consider banning a child from future events, but only in full accordance with the rules and procedures of The Chelmsford Drama Centre. Allegations of adults bullying children will be dealt with under paragraph 6.3 above.
10 Photographing children
No photos will be taken or published of any child attending an event or activity unless prior written permission is sought from a person with parental responsibility. If any person has any concerns regarding any person taking photos at an event or activity, that person should contact The Chelmsford Drama Centre immediately.
11 Managing behaviour, discipline and acceptable restraint
1 Adults supervising children at The Chelmsford Drama Centre events must never use any form of corporal punishment. If physical restraint is absolutely necessary to prevent injury to any person or to prevent serious damage to property, then the minimum necessary restraint may be used — but for that purpose only.
2 Unacceptable behaviour at The Chelmsford Drama Centre events for unaccompanied children will generally be stopped by separating the children from each other and from the group. The miscreants will be suitably supervised and will be returned as soon as possible to the care of their parents.
3 The Chelmsford Drama Centre may apply a further disciplinary sanction; namely the banning of the child from one or more future events over the following 18 months. Any such sanction would be determined and applied by the following officer:
4 A parent who is aggrieved by this ban may appeal to The Chelmsford Drama Centre who will hear the views of all relevant persons. The decision of The Chelmsford Drama Centre is then final. Any such appeals should be made to, and will be determined by the following officer:
Leanne Johnson12 Legal Framework
This policy has been drawn up in accordance with the following:
- Children Act 1989
- United Convention of the Rights of the Child 1991
- General Data Protection Regulation
- Human Rights Act 1998
- Sexual Offences Act 2003
- Children Act 2004
- Safeguarding Vulnerable Groups Act 2006
- Protection of Freedoms Act 2012
- Children and Families Act 2014
- Special educational needs and disability (SEND) code of practice – Guidance on the special educational needs and disability (SEND) system for children and young people aged 0 to 25, from 1 September 2014
- Information sharing: advice for practitioners providing safeguarding services
- Working together to safeguard children (2017)
NOTE: This Policy was approved by the following officer on 20/03/2020 and is due for review every 2 years:
This agreement is governed by the laws of England and Wales.
A direct link to The Chelmsford Drama Centre’s Terms and Conditions can be found here. The CDC Terms and Conditions