The Italia Conti Arts Centre. Data Protection Policy & Procedure. Data Protection Act Data privacy and security

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1 The Italia Conti Arts Centre Data Protection Policy & Procedure Data Protection Act 1998 The Data Protection Act 1998 applies to personal information. This is data about living, identified individuals and includes information such as names & addresses, bank details, and opinions expressed about an individual. The Italia Conti Arts complies with the eight principles or rules of good information handling. These principles require that personal information is: Processed fairly and lawfully Processed for one or more specified and lawful purposes, and not further processed in any way that is incompatible with the original purpose Adequate, relevant and not excessive Accurate and where necessary kept up to date Kept no longer than is necessary for the purpose for which it is being used Processed in line with the rights of individuals Kept secure with appropriate technical and organisational measures taken to protect the information Data privacy and security STAFF All records relating to personal, financial & medical information are placed in a secure area under the supervision of the Arts Centre s administrator. Information relating to income and salaries are secured in the accounts department. The following personal have access to this information: Mrs Samantha Newton (Principal) Mrs Laura Belchamber (Lead Administrator) Mrs S Shackleton (Welfare only) Ms Beverley Thomas (Welfare only) Ms Jo Baumber (Administrator) Mr Will Flanagan (Course Co-ordinator) Ms Felicity Corbould (Btec Co-ordinator) Mr Bill Murdoch (Accountants Consultant data administrator) Ms Debbie Murdoch (Wages Manager) 2014.docx P a g e 1

2 Curriculum vitae & references Information relating to staff suitability for positions within the school are supplied by the applicant and held on file with their permission. Disclosure is requested (CRB) in accordance to the Arts Centre s Child Protection Policy. (The Arts Centre takes seriously the statutory requirement and will seek advice from and work in partnership appropriately with Guildford College in fulfilling its safeguarding and child protection responsibility). The Arts Centre will use the following considerations when recruiting new staff, Supply the job description information and the name and contact details of the Arts Centre on all relevant advertising Not collect more information than is needed. Use the information collected for recruitment purposes only. The Arts Centre will require a Criminal Records Check and will record the information should it be satisfactory or unsatisfactory. (See Safeguarding) The Arts Centre will endeavour to manage all employee records as responsible as possible under the Data Protection Act Keep records secure e.g. by locking paper records in a filing cabinet and using passwords to protect computerised ones. Ensure only appropriate, authorised staff with necessary training have access to employment records Store sensitive information separately Not give a reference about a worker or an ex-staff member without first checking they are happy for the Academy to do so. Periodically let staff check and update information in their own records Ensure records are disposed of securely e.g. by shredding once there is no longer a business need or legal requirement Subject access request (SAR) To obtain access to personal information held about them an individual must send either a written or electronic request known as a subject access request (SAR). The SAR does not have to refer to the Act but it should be made clear that it is a formal request from an individual and not to be confused with an everyday inquiry. The Academy may ask for additional information relating to proof of identity. This could be an official document such as council tax bill, driving license or passport. The Arts Centre will respond to the request within a 40 day period after receiving additional proof of identity. A fee of will be charged. There may be circumstances in which the Italia Conti Academy is not obliged to supply certain information. Some of the most important exceptions apply to; 2014.docx P a g e 2

3 Crime prevention and detection Negotiations with the requester Management forecasts Confidential references given by the Academy Information used for research, historical or statistical purposes Information covered by legal professional privilege Data protection of pupil and student information Student Records Student confidential manual records are kept in a lockable filling system under the supervision of the Arts Centre s School Administrator/Principals Personal Assistant.Ms Jo Baumber. Files can only be accessed by key personal authorised to do so. (Refer to Roles and Responsibility) The Arts Centre s senior management team and department heads; Ms Samantha Newton Mr Will Flanagan Mr Bill Murdoch Mr Gregory Apostolidis Ms Hayley Newton Ms Emma Clayton Ms Melody Squires Ms Patricia Prime Ms Laura Belchamber Mr Nathan Dawe Ms Beverley Thomas Mrs. Sue Shackleton School Principal Course Co-ordinator Director of Finance Student Course Director Artistic Director Head of Acting Head of Jazz Dance Head of Ballet Modern & Tap Head of Singing Student Welfare Officer Deputy Student Welfare Officer 2014.docx P a g e 3

4 Electronic Computer Records. The Academy operates a software system. Information is shared by the School administrators in order to inform the students and parents of school activities. Information is constantly updated with regard to name, address and any family changes. Access is restricted to software for security and can only be accessed by the following personal, Mr Bill Murdoch Accounts Dept. Full Access Ms Laura Belchamber Accounts Dept. Full Access Ms Samantha Newton Principal Full Access Ms Jo Baumber Administrative Assistant Restricted Access Ms Will Flanagan Course co-ordinator Restricted Access Ms Felicity Corbould BTEC Co-ordinator Restricted Access Ms Holli Shackleton Accommodation/Administrative Restricted Access B Thomas/S Shackleton Welfare Restricted Access EMERGENCY MEDICAL INFORMATION In compliance to the Arts Centre s health & safety policy the Student Welfare Officer Ms Beverley Thomas holds information relating to the pupils and students next of kin, all emergency telephone contact numbers, details of allergy s and medication. The record is kept in the Student Welfare Officer and the information will be given to the medical services in the event of an Accident & Emergency whilst in the care of the Arts Centre. This information is updated annually. LONG TERM STORAGE All papers, photographs, correspondence and reports of ex-pupils are secured in the schools archive facility. The files are kept securely and indefinitely due to the nature of the pupils and students profession. No files will be released to the press or other media institutions without the permission of the individual. Outdated marketing material is shredded on site. The Arts Centre s data protection policy is reviewed yearly. All employees have access to the Data Protection Policy which is to be reviewed annually docx P a g e 4

5 Issued To be Revised Revised Initiator Gregory Apostolidis Course director 2014.docx P a g e 5