Terms & Conditions

 

The Squad Terms & Conditions (Song Squad covers all classes including Street Squad & Show Squad)

Please note all personal information given will only be used for the purposes detailed in the Song Squad General

Data Protection Regulation Policy.

 

• Full payment (of at least the 1st Half Term) is required to secure your child's space in the Squad by the first class of each term. Bacs transfer or Cash accepted in sealed named envelope (cheques not accepted).

 

• Places are limited & therefore allocated on a first come, first served basis.

 

• No refunds will be given for classes missed - we will however let you join another location to catch up on a missed session (subject to place availability).

 

• Uniform - There is no set uniform required, however please make sure your child is able to move freely & suitable footwear is worn. No Heelies, flip-flops or crocs are permitted in class. Squad T-Shirts are available to purchase from Lisa (£12.50 Logo / £14 with Logo&Name)

 

• Please ensure your child has a drinking bottle with them (no fizzy drinks are allowed in class) we also ask that snacks/food are not to be eaten during class.

 

• A health declaration must be made for your child & emergency contact details given.

 

• If you decide to leave The Squad part way through a term unfortunately we are unable to offer a refund.

 

• Any classes cancelled by The Squad due to unforeseen circumstances will be re-scheduled or a credit will be added to your account.

 

• Parents/Guardians are not required to stay on site for the duration of the class. We find children can get distracted with parents/guardians present. Our aim is to help build independence & confidence within the children.

 

• Photographs and videos of students may be taken and used as promotional material on our website and/or social media. Any children who have requested not to be filmed or photographed as per our Photography & Videography Policy will be blurred out.

 

Health Information and Medical Declaration:

 

I, the parent/guardian of my child(ren) attending The Squad classes, acknowledge that participation in dance & physical activity is potentially dangerous and there is an inherent risk of injury involved.

 

I, the parent/guardian of my child(ren) attending The Squad classes, acknowledge that I must declare prior to my child joining The Squad any medical and/or SEN conditions detailing any medication my child takes. I am responsible for updating my child's details if they develop a medical condition in future.

 

I, the parent/guardian of my child(ren) attending The Squad classes, give permission for him/her to participate in Song Squad’s session. I agree to release Song Squad & its employees of any & all liability which may arise as a result of my child’s participation in activities at Song Squad.

 

Photography & Videography Policy:

 

At Song Squad we find using photography & videography a very useful tool for our students as they can watch the

footage at home & practise. It is also a lovely way to record the children's achievements, special moments such as public performances & share with family. Song Squad are keen to use photos & videos to help promote classes.

 

Safeguarding the children is our priority & images/videos are only used in the following way:

 

• We will never use identifying information including name, surname & location in conjunction with any video or digital images.

 

• We ask permission from parents/guardians when they enrol their child with Song Squad whether or not they agree to photography/filming.

 

• We will use group videos & photos to promote our classes via our website, social media or printed media such as flyers, banners, theatre programmes & newsletters.

 

How we store Images & Videos Securely:

 

Any images & videos taken by Song Squad teachers are stored securely. Any hard copies of images are kept in a locked cabinet & electronic images are stored on our Computer system which is password protected & files are encrypted.

 

In the event of an external photographer or videographer being used by Song Squad we will require a copy of their

Safeguarding & GDPR policies, as well as proof of identification & DBS certificates. All files would be transferred via a secure electronic file transfer system.

 

Photography & Videography Consent:

 

I, the parent/guardian of my child(ren) attending The Squad classes, give permission for Song Squad to use video footage or photographs of my child.

 

This usage may include (but is not exclusive to):

 

  • Printed materials (eg - flyers, brochures, theatre programmes, newsletters, promotional banners)
  • Online & offline advertising & promotion
  • Videos & digital images for use on Social Media
  • Distribution amongst Squad attendees for the purpose of aiding study/practice at home

 

By stating my preference (in the dropdown menu), I acknowledge that I am/am not giving unrestricted permission for my child’s image to be used in print, video & digital media. I agree that these images may be used by Song Squad for a variety of purposes & that the images/footage may be used without further notification.

 

I do understand that any identifying information including name, surname & location will not be used in

conjunction with any video or digital images.

Any children who have requested not to be filmed or photographed as per our Photography & Videography Policy will be blurred out.

 

Song Squad General Data Protection Regulation Policy

 

As an organisation we are committed to safeguarding your personal data and using it only for essential business and safety requirements. Outlined below is our declaration of what information we collect, how and where your information is stored, what we use your information for and who has access to your information.

What information we collect from you:

 

• In order for a child to Enrol in classes with Song Squad we are required to collect personal details - Name of Child, D.O.B, Name of Parent, Contact Address, Number & Email, Emergency Contact details & medical information. All of this information is gathered for safety requirements.

 

• If we require further details, relating to future events (for example, but not limited to) permission for your child to participate in a Song Squad show held in a public theatre/space or permission for your child to compete in a Performance Festival, relevant paperwork will be required & information will be handled & stored in accordance with our GDPR Policy.

 

How & Where we store your information:

 

• All hard copies of forms (eg Enrolment forms / Permission forms) are stored in a locked filling cabinet or in a portable locked filling case & transported to each class. When a student leaves Song Squad their form is archived securely for a reasonable amount of time, then shredded after the retention period.

 

• Student & Parent/Guardian information (taken from the Enrolment Form) is entered onto our computer system.

When a student leaves Song Squad their information is archived securely for a reasonable amount of time, then

deleted after the retention period.

 

• All information held on our computer system is password protected & files are encrypted.

 

• Photographs & Videos - Any hard copies of images/videos are kept in a locked cabinet & electronic images/videos are stored on our computer system which is password protected & files are encrypted.

 

What we use your information for:

 

• Registers - used to mark attendance. Stating Child’s name, age, medical details & emergency contact details. Only Song Squad staff have this information for quick access in the event of an emergency.

 

• E-mail - is registered on our computer system for creating invoices, sending out newsletters via MailChimp email provider & other important communication such as details of holiday clubs, public performance etc.

 

• Contact Number - in case of an emergency, to text lesson/rehearsal updates.

 

• Show Programme - names of performers & helpers/volunteers in the credits.

 

• Council - Child’s name, DOB, address, school & contact details - to apply for exemption licence for any shows that Song Squad hold.

 

Who has access to your information:

 

• Staff at Song Squad will have access to class registers

 

• Admin Staff have access to our computer system for sending out newsletters & other important communication such as details of holiday clubs, public performance etc.

 

• We use a third party company Membermeister to send our Email/invoice communication. Membermeister are

GDPR compliant.

 

• We use WeTransfer to send music & lyric files for you to download. WeTransfer are GDPR compliant.

 

I am aware I will receive email correspondence of legitimate interest relating to The Squad (including, but not limited to classes, timetables, workshops & performance schedules).

 

On completing your form, you are confirming you have read The Squad Terms & Conditions & Song Squad General

Data Protection Regulation Policy which can be viewed via our facebook page or website.

 

I, the parent/guardian of my child(ren) attending The Squad classes agree to the use of my information & my child/ children’s information in the above way. I have the right to access and delete my information at any point.

Song Squad General Data Protection Regulation Policy

As an organisation we are committed to safeguarding your personal data & using it only for essential business & safety requirements. Outlined below is our full policy which should be read along with our Factsheet declaration of what information we collect, how & where your information is stored, what we use your information for & who has access to your information.

 

Statement:

 

GDPR stand for General Data Protection Regulation & replaces the previous Data Protection Act. GDPR comes into effect on 25th May 2018.

 

The GDPR applies to ‘personal data’ meaning any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier. This information & personal data should be processed ‘fairly & lawfully,’ and collected for ‘specified, explicit & legitimate purposes.’

 

Song Squad is committed to safeguarding the rights & freedom of individuals. The personal data collected from

students, parents, visitors & staff will only be used for essential business & safety requirements & collected from

individuals with their explicit consent.

 

The GDPR applies to both automated personal data and to manual filing systems where personal data are accessible according to specific criteria.

 

GDPR Rights for Individuals:

 

• The Right To Be Informed

Song Squad is a Performing Arts class provider & for essential business & safety purposes we are required to collect &manage certain data. We need to know a child’s name, age, medical details & emergency contact details, as well as parent/guardian contact details including address, email & contact number. This information is used to compile our class registers.

 

On occasion this information may be passed onto Bedford Borough Council in the event that Song Squad hires a theatre & puts on a show. All information required by the Local Authority is sent via a secure electronic file transfer system.

 

We are required to collect certain details of visitors to Song Squad. We need to know names, telephone numbers, and where appropriate company name. This is in respect of our Health and Safety and Safeguarding Policies.

 

As an employer Song Squad is required to hold data on its Teachers; names, addresses, email addresses, telephone

numbers, date of birth, National Insurance numbers, photographic ID such as passport and driver’s license, bank details.

 

This information is also required for Disclosure and Barring Service checks (DBS) and proof of eligibility to work in the UK. This information is sent via a secure file transfer system for the processing of DBS checks. DBS Numbers and date of issue are also held on a central staffing record.

 

Song Squad uses Cookies on its website to collect data for Google Analytics, this data is anonymous.

 

• The Right To Access

At any point an individual has the right to request access to the information & data Song Squad holds. We will respond to your request within 1 month. Song Squad can refuse a request, if we have a lawful obligation to retain data but we will inform the individual of the reasons for the rejection. The individual will have the right to complain to the ICO if they are not happy with the decision.

 

• The Right To Rectification

At any point an individual has the right to check the information & data Song Squad holds to check it is correct. The individual has the right to rectify any incorrect information.

 

• The Right To Erasure

You have the right to request the deletion of your data where there is no compelling reason for its continued use.

However Song Squad has a legal duty to keep children’s and parents details for a reasonable time. Song Squad retain these records for 7 years after Song Squad’s last contact with the child and their family, in accordance with NSPCC advice. Staff records must be kept for 7 years after the member of staff leaves employment, before they can be erased.

This data is archived securely onsite and shredded after the legal retention period.

 

• The Right To Object

Parents, visitors and staff can object to their data being used for certain activities like marketing or research.

 

• The Right To Restrict Processing

Parents, visitors and staff can object to Song Squad processing their data. This means that records can be stored but must not be used in any way, for example reports or for communications.

 

• The Right To Data Portability

At any point an individual has the right to take their information & data that Song Squad holds in the event of changing Performing Arts schools or moving location.

 

• The Right Not To Be Subject To Automated Decision-Making Automated decisions and profiling are used for marketing based organisations. Song Squad does not use personal data for such purposes.

 

What information we collect from you:

 

• In order for a child to Enrol in classes with Song Squad we are required to collect personal details - Name of Child, D.O.B, Name of Parent, Contact Address, Number & Email, Emergency Contact Details & Medical Information.

All of this information is gathered for safety requirements.

 

• If we require further details, relating to future events (for example, but not limited to) permission for your child to participate in a Song Squad show held in a public theatre/space or permission for your child to compete in a Performance Festival, relevant paperwork will be required & information will be handled & stored in accordance with our GDPR Policy.

 

How & Where we store your information:

 

• All hard copies of forms (eg Enrolment forms / Permission forms) are stored in a locked filling cabinet or in a portable locked filling case & transported to each class. When a student leaves Song Squad their form is archived securely for a reasonable amount of time, then shredded after the retention period.

 

• Student & Parent/Guardian information (taken from the Enrolment Form) is entered onto our computer system.

When a student leaves Song Squad their information is archived securely for a reasonable amount of time, then

deleted after the retention period.

 

• All information held on our Computer system is password protected & files are encrypted.

 

• Photographs & Videos - Any hard copies of images/videos are kept in a locked cabinet & electronic images/videos are stored on our Computer system which is password protected & files are encrypted.

 

What we use your information for:

 

• Registers - used to mark attendance. Stating Child’s name, age, medical details & emergency contact details. Only Song Squad staff have this information for quick access in the event of an Emergency.

 

• Email - is registered on our computer system for creating invoices, sending out newsletters via MailChimp email provider & other important communication such as details of holiday clubs, public performance etc.

 

• Contact Number - in case of an Emergency, to text lesson/rehearsal updates.

 

• Show Programme - names of performers & helpers/volunteers in the credits.

 

• Council - Child’s name, DOB, address, school & contact details - to apply for exemption licence for any shows that Song Squad put on.

 

Who has access to your information:

 

• Staff at Song Squad will have access to class registers

 

• Admin Staff have access to our computer system for sending out newsletters & other important communication such as details of holiday clubs, public performance etc.

 

• We use a third party company MailChimp to send our Email communication. MailChimp are GDPR compliant.

 

• We use WeTransfer to send music & lyric files for you to download. WeTransfer are GDPR compliant. GDPR means that Song Squad must; Manage and process personal data properly. Protect the individual’s rights to privacy. Provide an individual with access to all personal information held on them if requested.

This Policy was updated by Song Squad in January 2019

Signed on behalf of Song Squad Policy review date: Jan 2020

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