Privacy Notice

The Association of American Dancing is committed to protecting your privacy. Information collected is to enable us to contact you and your preferred method of contact. We comply with the principles set out in the Data Protection Act 1998, holding information that is adequate, relevant and not excessive.

Changes to this privacy notice

We may change this privacy notice from time to time by updating this page in order to reflect changes in the law and/or our privacy practices. We encourage you to check this privacy notice for changes.

The law for processing personal data is changing in May 2018.

General Data Protection Regulations (GDPR) will give individuals greater control over information held on them by organisations, how information is stored and what method they use to contact you.

BACKGROUND

This privacy notice lets you know what happens to any personal data that you give to us, or any we may collect from or about you. It applies to instances where we collect your personal data.

 

Who are we and how do you contact us?

We are the Association of American Dancing. We are an awarding body for dancing. Contact can be made by post, email or by telephone, details are on our website.

What kinds of personal information about you do we process?

Personal and contact details, such as title, full name, contact details and contact details history. Where appropriate your date of birth, gender and/or age. Your home address, studio address, telephone numbers, email addresses and your preferred method of contact.

What is the source of your personal information?

We collect personal information from you directly, or indirectly in the case of you being entered for an examination or participating in an Association event, when information will be given to us by the relevant teacher, coach or parent/guardian. From other sources such as D.B.S. but this, in general, is confirmation of information already held by the A.A.D. (see other details under ‘data protection’).

What should you do if your personal information changes?

You should tell us so that we can update your records from the information you give to us.

For how long is your personal information retained by us?

We’ll hold your personal information for the duration of your association with us. If you no longer work with the A.A.D., unless requested otherwise, sufficient details will be kept in our records in order for us to identify you should you wish to re-join. Retention of examination records will be retained as a means of archiving, should you require such information to be re-visited in the future.

What are your rights under data protection laws?

There is a list of rights that all individuals have under data protection laws, although they don’t apply in all circumstances. The right of data portability is relevant from May 2018.

 

  • The right to be informed about the processing of your personal information.
  • The right to have your personal information corrected if it is inaccurate or incorrect and to have incomplete personal information completed.
  • The right to object to processing of your personal information.
  • The right to have your personal information erased (the right to be forgotten).*
  • The right to request access to your personal information and to obtain information about how we process it.
  • The right to move, copy or transfer your personal information (data portability).
  • Right in relation to automated decision making which has a legal effect or otherwise significantly affects you.

* Should you request your personal data held by us to be deleted, the AAD will respond to the request within 30 days. Please note, the right to deletion is not absolute and can depend on the context of the request.

You have the right to complain to the Information Commissioner’s Office which enforces data protection laws: https://ico.org.uk

 

PRIVACY STATEMENT

Data Protection

The Association of American Dancing (A.A.D.) collects, uses, processes and retains information about our employees, teachers, students, candidates, customers and other contacts in order to operate day to day business and comply with the requirements of the Data Protection Act (1998).

The A.A.D. will protect the rights of individuals, ensuring that all personal information held is used appropriately and lawfully.

Collection, processing, storage and sharing of personal information by the A.A.D. is in accordance with the eight principles of the data protection requirements.

Confidence of data subjects will always be maintained.

The A.A.D. aims to keep information up to date and accurate. Data subjects must also be responsible for informing the A.A.D. of any changes in personal information to avoid errors which could occur. If not informed of such changes in data, the Association cannot accept responsibility.

In most cases, data collected by the A.A.D. will be obtained directly from the data subject who have the right to expect that their personal data will be kept and processed securely. No unauthorised disclosures or transfers will take place to anyone either within the A.A.D. or outside the A.A.D. to a third party. We will not disclose personal data without consent.

The Association provides a D.B.S. checking service for our members. This is provided by Due Diligence Checking Ltd. Any information provided by D.D.C. to the A.A.D. will be shared only with the individual concerned.

1-Click Services Ltd. host our website. The company complies with the requirements of the Cyber Essentials Scheme, they are obliged to treat any information as confidential.

Other than communications made to teachers, pupils, parents etc., which are done by telephone or email; letters, parcels, publications and notifications will be sent to the postal address supplied by yourself using Royal Mail or Parcel Force.

Personal and medical information supplied for examination candidates with ‘Special Assessment Needs’ is not maintained by Head Office. It is held solely until completion of the examination, to inform only the relevant people, i.e. The Examination Secretary and Examiner – and then destroyed.

The Association’s work obviously involves many children and young people who are not in a position or of an age to make decisions independently. Examination, medal tests and involvement in Association events all require prior consent given to teachers by parents/guardians, this is held on record by the child’s teacher. For Association events it is necessary for information to be shared with Headquarters of children participating. This will be either to confirm age eligibility for a class/competition or in order to comply with the Children & Young Persons Act 1963 and The Children (Performances and Activities (England) Regulations 2014, in order for the AAD to apply for a Body of Persons approval (BOPA) issued to the Association by the Local Authority in whose area the performance/event takes place. The Association takes privacy of individuals very seriously. Details required are in the interests of safeguarding children at all times, all such information is controlled and shared only with those who understand their responsibilities in order to comply with the terms of the Approval.