Sarah Howe Cookson School of Dance is registered Dance School with the following Associations. NCDTA, BDC and ADFP and as so, is required to collect and manage certain data. We need to know parent’s names, addresses, telephone numbers, email addresses. We need to know children’s’ full names, addresses, date of birth and Education school, along with any SEN requirements. We are also requested to provide this data to South Tyneside Council/North Tyneside Council and other performing council areas; this information is sent to the Local Authority via a secure electronic file transfer system.
We are required to collect certain details of visitors to our Dance School. We need to know visitors names, telephone numbers, and where appropriate company name. This is in respect of our Health and Safety and Safeguarding Policies.
At present Sarah Howe Cookson School of Dance does not have any employees however it has Volunteer Teachers, therefore it is required to hold data on its Volunteer Teachers; names, addresses, email addresses, telephone numbers, date of birth, photographic ID such as passport and driver’s license. 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 to South Tyneside Council for the processing of DBS checks. DBS Numbers and date of issue are also held on a central record filing.

Storage and use of personal information

All paper copies of children’s,visitors, parents, staff and volunteer records are kept in a locked filing cabinet in a locked room within the premises in which our classes are held, Perth Green Community Association. The Owner and Volunteer Teachers can have access to these files but information taken from the files about individual children is confidential and apart from archiving, these records remain on site at all times. These records are shredded after the retention period.
Information about individual children is used in certain documents, such as, a weekly register, medication forms, and disclosure forms. These documents include data such as children’s names, date of birth and sometimes address. These records are shredded after the relevant retention period.

Sarah Howe Cookson School of Dance collects a large amount of personal data every year including; names and addresses of those on the waiting list. These records are shredded if the child does not attend or added to the child’s file and stored appropriately.
Personal data is transferred from signed forms to a secure excel database in which the owner only has access to via a secure password login.
Sarah Howe Cookson School of dance stores personal data held visually in photographs or video clips, written consent has been obtained by parent/guardian to display on the website www.sarahhowecookson.co.uk or on Sarah Howe Cookson School of Dance’s social media sites.
Access to all office computers/laptops is password protected. When a member of staff/volunteer leaves the company these passwords are changed in line with this policy and our Safeguarding policy. Any portable data storage used to store personal data, e.g. USB memory stick, are password protected and/or stored in a locked filing cabinet.
GDPR means that Sarah Howe Cookson School of Dance 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

Sarah Howe Cookson School of Dance requires data to be transferred from one IT system to another; such as from Sarah Howe Cookson School of Dance to the Local Authority, for performance BOPA licences, and Dance Associations for examinations/competitions. These recipients use secure file transfer systems and have their own policies and procedures in place in relation to GDPR.

Retention periods for records
Children’s records Retention Period Status Authority

Children’s records – including registers, medication record, books and accident record books pertaining to the children A reasonable period of time after children have left the provision (e.g. until after the next Ofsted Inspection)

Requirement Statutory Framework for the Early Years Foundation Stage (given legal force by Childcare Act 2006
Until the child reached the age of 21 – or until the child reaches the age of 24 for child protection records Recommendation Limitation Act 1980
Normal limitation rules (which mean that and individual can claim for negligently caused personal injury up to 3 years after, or deliberately caused personal injury up to 6 years after the event) are postponed until a child reaches 18 years of age
Records of any reportable death, injury, disease or dangerous occurrence 3 years after the date the record was made Requirement The Reporting of Injuries, Diseases and Dangerous Occurences Regulations 1995 (RIDDOR) (as amended)

Personnel Records Retention Period Status Authority
Personal files and training records (including disciplinary records and working time records 6 years after employment ceases Recommendation Chartered Institute of Personnel Development
DBS Check 6 months Recommendation DBS Code of Practice
The following basic information should be retained after the certificate is destroyed: the date of issue; the name of the subject;the type of disclosure; the position for which the disclosure was requested; the unique reference number; and the details of the recruitment decision taken

Pay
Personnel Records Retention Period Status Authority
Wage/Salary records (including overtime, bonuses and expenses) 6 years Requirement Taxes Management Act 1970
Statutory Maternity Pay (SMP) records 3 years after the end of the tax year to which they relate Requirement The Statutory Maternity Pay (General) Regulations 1986
Statutory Sick Pay (SSP) records 3 years after the end of the tax year to which they relate Requirement The Statutory Sick Pay Regulations 1982
Income tax and National Insurance return/records 3 years after the end of the tax year to which they relate Requirement The Income Tax (Emplyments) Regulations 1993 (as amended)

Health & Safety
Personnel Records Retention Period Status Authority
Staff accident records (for organisations with 10 or more employees) 3 years after the date the record was made (there are separate rules for the recording of accidents involving hazardous substances) Requirement Social Security (Claims and Payments) Regulations 1979
Records of any reportable death, injury, disease or dangerous occurrence 3 years after the date the record was made Requirement The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR) (as amended)
Accident/medical records as specified by the Control of Substances Hazardous to Health Regulations 40 years from the date of the record was made Requirement The Control of Substances Hazardous to Heath Regulations 2002 (COSHH)
Assessment under Heath & Safety Regulations and records of consultations with safety representatives Permanently Recommendation Chartered Institute of Personnel and Development

Financial Records Retention Period Status Authority

Accounting records 3 years from the end of the financial year for private companies, 6 years for PLC Requirement Companies Act 2006
6 years for charities Requirement Charities Act 2011
Administration Records Retention Period Status Authority
Employer’s liability insurance records For as along as possible Recommendation Health & Safety Executive
Minutes/minute books 10 years from the date of the meeting for companies Requirement Companies Act 2006
6 years from the date of the meeting for Charitable Incorporated Organisations Requirement The Charitable Incorporated Organisations (General) Regulations 2012
Permanently Recommendation Chartered Institute of Personnel and Development

If you would like to request any further information about how we store and record your data, request access to your data or get your data removed from our records please contact Sarah Cookson on  email enquiries@sarahhowecookson.co.uk