Privacy Policy
At Drama in the Woods we respect the privacy of the children attending our camps and the privacy of their parents or carers, as well as the privacy of our staff. Our aim is to ensure that all those using and working at Drama in the Woods can do so with confidence that their personal data is being kept secure.
Our lead person for data protection is Sinead Hamilton. The lead person ensures that Drama in the Woods follows best practice for data protection, liaises with statutory bodies when necessary, and responds to any subject access requests.
Confidentiality
Within Drama in the Woods we respect confidentiality in the following ways:
- We will only ever share information with a parent about their own child
- Information given by parents to Drama in the Woods staff about their child will not be passed on to third parties without permission 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 within Drama in the Woods, except with the designated lead person for data protection and the Team Manager
- Staff only discuss individual children for purposes of planning and group management
- Staff are made aware of the importance of confidentiality during their induction process
- Issues relating to the employment of staff, whether paid or voluntary, will remain confidential to those making personnel decisions
- All personal data is stored securely on a password protected computer and password protected phone
- Students on work placements and volunteers are informed of our Data Protection policy and are required to respect it
Information that we keep
The items of personal data that we keep about individuals are documented on our personal data matrix. The personal data matrix is reviewed annually to ensure that any new data types are included.
Children and parents: We hold only the information necessary to provide a childcare service for each child. This includes child registration information, medical information, parent contact information, attendance records, incident and accident records and so forth. Our lawful basis for processing this data is fulfilment of our contract with the child’s parents. Our legal condition for processing any health-related information about a child is so that we can provide appropriate care to the child. Once a child leaves our care we retain only the data required by statutory legislation and industry best practice, and for the prescribed periods of time. Electronic data that is no longer required is deleted and paper records are disposed of securely.
Staff: We keep information about employees in order to meet HMRC requirements, and to comply with all other areas of employment legislation. Our lawful basis for processing this data is to meet our legal obligations. Our legal condition for processing data relating to an employee’s health is to meet the obligations of employment law. We retain the information after a member of staff has left our employment for the recommended period of time, then it is deleted or destroyed as necessary.
