Ten Feet Tall Academy - Privacy Notice
1. Who we are
Ten Feet Tall Academy - legally known as Ten Feet Tall Theatre (referred to in this document as “Academy”) is the data controller. Ten Feet Tall Theatre is a Private Company limited by Guarantee (number SC545001). Our registered office is at 4 Claymore Avenue, Portlethen, Aberdeen AB12 4RF
2. What this Privacy Notice is For
This notice provides information about how the Academy will use (or "process") personal data about individuals including: its current, past and prospective staff; its current, past and prospective students; and their parents, carers or guardians (referred to in this policy as "parents").
This information is provided because Data Protection Law gives individuals rights to understand how their data is used. Staff, parents and students are all encouraged to read this Privacy Notice and understand the school’s obligations to its entire community. This Privacy Notice applies alongside any other information the school may provide about a particular use of personal data, for example when collecting data via an online or paper form.
This Privacy Notice also applies in addition to the academy's other relevant terms and conditions and policies, including:
The academy's policy on taking, storing and using images;
Child Protection policy
Anyone who works for, or acts on behalf of, the academy should also be aware of and comply with this Privacy Notice.
3. Responsibility for Data Protection
Adam Coutts, Academy Principal and Data Protection Officer will endeavour to ensure that all personal data is processed in compliance with this notice and the Data Protection Act 2018 (the “DPA 2018”). Please contact by email to (firstname.lastname@example.org)
4. Why the Academy needs to process personal data
In order to carry out its ordinary duties, the Academy needs to process a range of personal data about individuals as part of its weekly operation.
The Academy will need to carry out some of these activities in order to fulfil its legal rights, duties or obligations.
The Academy expects that the following uses will fall within that category of its “legitimate interests”:
For the purposes of student selection (and to confirm the identity of prospective students and their parents);
To provide education services within Performing Arts
Maintaining relationships with the Academy community, including direct marketing or fundraising activity.
Technology Acceptable Use Policy;
To make use of photographic images of students, staff and visitors in Academy publications, on the school website and (where appropriate) on the Academy's social media channels in accordance with the Academy's policy on taking, storing and using images;
To safeguard students' welfare and provide appropriate pastoral and medical care, and to take appropriate action in the event of an emergency, incident or accident, including by disclosing details of an individual's medical condition or other relevant information where it is in the individual's interests to do so;
To provide educational services in the context of any special educational needs of a student;
In connection with employment of its staff, for example PVG checks.
For legal and regulatory purposes (for example child protection, diversity monitoring and health and safety) and to comply with its legal obligations and duties of care.
5. Types of Personal Data Processed by the Academy
This will include by way of example:
names, addresses, telephone numbers, e-mail addresses and other contact details;
Information about individuals' health and welfare, and contact details for their next of kin;
correspondence with and concerning prospective, current and past staff, students and parents.
6. How the Academy collects Data
Generally, the Academy receives personal data from the individual directly or, in the case of students, from their parents. This may be via a form, or simply in the ordinary course of interaction or communication (such as telephone calls, in person, email or written communication or assessments).
7. Who has Access to Personal Data and Who the Academy Shares it With
For the most part, personal data collected by the Academy will remain within the Academy, and will be processed by appropriate individuals only in accordance with access protocols (i.e. on a ‘need to know’ basis). Particularly strict rules of access apply in the context of:
medical records; and
However, a certain amount of a student’s relevant information will need to be provided to staff more widely in the context of providing the necessary care and education that the student requires.
Staff, students and parents are reminded that the Academy is under duties imposed by law and statutory guidance to record or report incidents and concerns that arise or are reported to it, in some cases regardless of whether they are proven, if they meet a certain threshold of seriousness in their nature or regularity. This is likely to include file notes on personnel or safeguarding files, and in some cases referrals to relevant authorities such as the police. For further information about this, please view the Academy’s Child Protection Policy.
8. How long we keep Personal Data
The Academy will retain personal data securely and only in line with how long it is necessary to keep for a legitimate and lawful reason. Typically, the legal recommendation for how long to keep ordinary staff and student personnel files is up to 7 years. However, incident reports and safeguarding files may need to be kept longer, in accordance with specific legal requirements.
If you have any queries about how our retention policy is applied, or wish to request that personal data that you no longer believe to be relevant is considered for erasure, please contact the Data Protection Manager/ Academy Principal. Please bear in mind that the Academy will often have lawful and necessary reasons to hold on to some personal data even following such request.
A limited and reasonable amount of information will be kept, for example for historical or archiving purposes; and even where you have requested we no longer keep in touch with you, we will need to keep a record of the fact in order to fulfil your wishes (called a "suppression record").
9. Keeping in touch and supporting the Academy
The Academy will use the contact details of current, past and prospective staff, students, parents, and other members of the Academy community to keep them updated about the activities of the Academy, news and events of interest, including by sending updates and newsletters, by email, and by post.
Should you wish to limit or object to any such use, or would like further information about them, please contact the Data Protection Manager/ Academy Principal in writing. You always have the right to withdraw consent, where given, or otherwise object to direct marketing or fundraising. However, the Academy is nonetheless likely to retain some of your details (not least to ensure that no more communications are sent to that particular address, email or telephone number).
10. Your Rights
Individuals have various rights under Data Protection Law to access and understand personal data about them held by the Academy, and in some cases ask for it to be erased or amended or have it transferred to others, or for the Academy to stop processing it – but subject to certain exemptions and limitations.
Any individual wishing to access or amend their personal data, or wishing it to be transferred to another person or organisation, or who has some other objection to how their personal data is used, should put their request in writing to the Data Protection Manager/ Academy Principal.
The Academy will endeavour to respond to any such written requests as soon as is reasonably practicable and in any event within statutory time-limits (which is one month in the case of requests for access to information).
You should be aware that the right of access is limited to your own personal data, and certain data is exempt from the right of access. This will include information which identifies other individuals (and parents need to be aware this may include their own children, in certain limited situations), or information which is subject to legal privilege (for example legal advice given to or sought by the Academy, or documents prepared in connection with a legal action).
We will sometimes have compelling reasons to refuse specific requests to amend, delete or stop processing your (or your child's) personal data: for example, a legal requirement, or where it falls within a legitimate interest identified in this Privacy Notice. All such requests will be considered on their own merits.
11. Data Accuracy and Security
The Academy will endeavour to ensure that all personal data held in relation to an individual is as up to date and accurate as possible. Individuals must please notify the Academy Principal of any significant changes to important information, such as contact details, held about them.
The Academy Principal will take appropriate technical and organisational steps to ensure the security of personal data about individuals, including policies around use of technology and devices, access to Academy systems, and destruction of data at the end of the relevant retention period.
13. This Policy
The Academy will update this Privacy Notice from time to time. Any substantial changes that affect your rights will be provided to you directly as far as is reasonably practicable.