The General Data Protection Regulations come into force on 25 May 2018. These regulations oblige us to share with you how, why and what personal data we collect, how it is used, by whom, and for what length of time it is retained. The Data Controller and Data Processor for The Old School is Julie Pollitt to whom any queries on this subject should be addressed.
Clients (participating students and their parents)What data is collected? Personal Data on students attending courses run by The Old School includes their name, age, gender, date of birth, together with parental:guardian contact details (phone, address and email).
Personal medical data is collected again through our website by completion of an online medical form. This includes information on allergies, notable health conditions and vaccination records, the latter being a statutory requirement from our regulatory body, the Direction Departementale de la Cohésion Sociale et de la Protection des Populations (DDCSPP).
Occasionally, parents will provide credit / debit card details, by phone or email to make payment for courses.
How is Data collected? Data is collected manually (paper based forms) through completion of both registration and medical forms.
How is Data used? This information is required so that students can be assigned age appropriate workshop groups and accommodation. This also enables us to ensure we are meeting our health and safety obligations for you to be provided with further details of the course they are due to attend.
Names and ages of students attending courses is shared with staff members. Names alone feature on show programmes / on DVD covers.
Medical information is shared on a need to know basis and completed forms can only be accessed by the Teachers, Directors and designated first aider. Hard copies of a medical form (providing parental authorisation for medical intervention) will only be printed in the event of a doctor or hospital visit being necessary.
Two hard copies of parental contact details are exported from the files for each course. One is kept by the Director. The other is placed in the First Aid Bag. This enables immediate contact with parents in the event of an emergency.
Data Disposal At the end of the course, any hard copies of personal data are destroyed. All personal data is thereafter only accessible to the data processor through password protected webpages. Your contact details will thereafter only be used to contact you in connection with the release of photographs, DVDs and future courses which may be of interest. All data held will be destroyed after a period of 3 years commencing with the date of last registration /request for information, or after the student concerned turns 19. You may request a copy of any data we hold on you /your child and /or the deletion or amendment of data held at any time.
Credit /Debit card details are destroyed once payment has been processed. Exceptionally, at the client’s request, card details may be held between deposit and balance payments and details destroyed once balance payment taken.
Sharing of Data: At no time is any personal data shared with Third Parties. The exceptions to this are:
i) where we are required under statutory regulations to share data (i.e. number and ages of children present) with our regulatory body the Acadamie de Bordeaux, and
ii) in the event of medical intervention being required information may be shared with medical professionals in the best interest of your child.
No names of any student or staff member are attached to any images used (with parental authorisation) for publicity purposes either in print or online.
Employees / Contractors / FreelancersWhat data is collected? Personal Data collected from Employees / Contractors / Freelancers may include: Name, Age, Date of Birth, Place of Birth, Address, Passport details, Social Security Numbers, Bank Details, Qualifications & Experience, References, Headshots, Vaccination details.
How is data collected? Such data is usually provided by email and or CV. It is held on a password protected computer.
How is Data used? Data provided is used for the creation of contracts, payment, & booking of transport. Staff details are also provided to our regulatory body the Academie de Bordeaux, in order to ensure we meet our statutory requirements on staffing numbers /qualifications and to enable DBS checks to be undertaken. Names and Headshots may also be used on our website.
Data Disposal Staff Data will be disposed of after a period of 5 years following last employment. You may request amendment /deletion of details at any time.