PRIVACY POLICY

1. Introduction

Ascend Performing Arts Academy is committed to protecting the privacy, safety and wellbeing of all students, parents, guardians and staff.

We process personal data in accordance with:

  • The UK General Data Protection Regulation (UK GDPR)

  • The Data Protection Act 2018

  • Relevant safeguarding legislation including the Children Act 1989 & 2004

  • Guidance from the Information Commissioner’s Office (ICO)

This policy explains how we collect, use, store and protect personal data.

2. Who We Are

Ascend Performing Arts Academy
connect@weareascend.co.uk
+44 7487430997

If you have any questions about this policy or your data, please contact us using the details above.

3. The Information We Collect

We collect and process the following types of personal data:

3.1 Student Information

  • Full name

  • Date of birth

  • Address

  • Parent/guardian contact details

  • Emergency contact information

  • Medical information (e.g. allergies, injuries, conditions)

  • Attendance records

  • Performance participation records

3.2 Parent/Guardian Information

  • Names

  • Contact details (email, phone, address)

  • Payment information (invoices, transaction records)

3.3 Safeguarding Information

  • Incident reports

  • Welfare concerns

  • Communications relating to safeguarding matters

3.4 Images and Video Recordings

  • Photographs taken during classes, rehearsals or performances

  • Video recordings of performances

  • Promotional material including website and social media

4. Lawful Basis for Processing

We process personal data under the following lawful bases:

  • Contract – To provide performing arts tuition and related services.

  • Legal Obligation – For safeguarding, health and safety, and regulatory requirements.

  • Vital Interests – To protect a child’s welfare or safety.

  • Legitimate Interests – For administration, communication and academy operations.

  • Consent – For use of photographs and videos for marketing and promotional purposes.

Where we rely on consent (particularly for images), this can be withdrawn at any time.

5. How We Use Personal Data

We use personal data to:

  • Register students and manage enrolment

  • Deliver classes and performances

  • Ensure student welfare and safeguarding

  • Communicate with parents/guardians

  • Manage payments and accounts

  • Maintain attendance records

  • Comply with legal and regulatory obligations

  • Promote the academy (where consent has been given)

6. Safeguarding and Child Protection

Safeguarding is central to our operations.

We may share relevant personal data:

  • With safeguarding authorities

  • With the Local Authority

  • With police or emergency services

  • With child protection agencies

This will only occur where necessary to protect a child or comply with legal obligations.

All safeguarding information is:

  • Treated as strictly confidential

  • Stored securely

  • Accessed only by authorised personnel

7. Use of Student Images and Video

We understand that images of children are personal data and must be handled responsibly.

7.1 When Images Are Taken

Images and videos may be taken during:

  • Classes

  • Rehearsals

  • Performances

  • Events and workshops

7.2 How Images May Be Used

With explicit parental/guardian consent, images may be used:

  • On our website

  • On social media platforms

  • In promotional materials

  • In printed brochures

  • In press releases

  • For internal displays within the academy

7.3 How We Protect Students

We will:

  • Never publish full names alongside images without explicit additional consent

  • Avoid including identifying personal details (e.g. school name, home address)

  • Not tag children directly on social media accounts

  • Remove images upon request (where reasonably practicable)

  • Use images in a respectful and appropriate manner

7.4 Withdrawing Consent

Parents/guardians can withdraw consent for image use at any time by contacting:

connect@weareascend.co.uk

Withdrawal of consent will not affect images already printed in materials but will apply to future use.

8. Data Sharing

We do not sell personal data.

We may share data with:

  • Payment providers

  • IT service providers (e.g. class management systems)

  • Regulatory bodies where required

  • Safeguarding authorities where necessary

All third parties are required to comply with data protection laws.

9. Data Storage and Security

We take appropriate technical and organisational measures to protect personal data, including:

  • Secure digital systems

  • Password-protected files

  • Restricted staff access

  • Locked storage for paper records

  • Secure disposal of documents

We retain data only as long as necessary for the purposes stated or as required by law.

10. Data Retention

Typical retention periods:

  • Student records: Up to 7 years after leaving (for safeguarding/legal purposes)

  • Safeguarding records: In accordance with safeguarding guidelines

  • Financial records: 6 years (HMRC requirement)

  • Marketing images: Until consent is withdrawn or no longer required

11. Your Rights

Under UK GDPR, you have the right to:

  • Access your personal data

  • Request correction of inaccurate data

  • Request erasure (where appropriate)

  • Restrict processing

  • Object to processing

  • Withdraw consent (where applicable)

  • Lodge a complaint with the Information Commissioner’s Office (ICO)

ICO Website: https://ico.org.uk

12. Changes to This Policy

We may update this Privacy Policy from time to time. The latest version will always be available upon request and/or on our website.

Important Recommendation

For safeguarding best practice, you should also have:

  • A separate Safeguarding & Child Protection Policy

  • A Photography & Filming Consent Form

  • A Data Breach Policy

  • A Staff Code of Conduct

  • A Online Safety / Social Media Policy