Privacy Policy
Effective Date: 09/02/2021
The Royal Academy of Dance (RAD) (including Royal Academy of Dance Enterprises Ltd) is committed to protecting the privacy and security of your personal information in accordance with the UK GDPR and Data Protection Act 2018 (“Data protection legislation”) and any replacement legislation which may come into effect. We take care to protect the privacy of our customers, students, visitors and users of our products that communicate (online or offline) with us, in store, events, over the phone, through email, through our websites and social media platforms.
We have developed this privacy notice to inform you of the data we collect, what we do with your information, what we do to keep it secure as well as the rights and choices you have over your personal information.
RAD is the data controller for the personal information we process unless otherwise stated. We are registered with the Information Commissioner’s Office (the ICO) with registration number Z5872158.
You can contact us by either phone, email or post.
Our main trading/postal address:
188 York Road
London
SW11 3JZ
Phone: +44 (0)20 7326 8000
Email: info@rad.org.uk
Our Data Protection Officer is:
The DPO Centre Ltd.
50 Liverpool Street
London
EC2M 7PY
Email: DPO@rad.org.uk
Phone: +44(0) 203 797 1289
Website: www.dpocentre.com
This Privacy Notice explains:
- How, when and why we collect personal information
- How we use the information
- How long we keep it
- When and how we may share it with others
- How we keep it secure, and
- Your privacy rights and how the law protects you
We only use personal information if we have an appropriate reason (lawful basis) to do so and this includes sharing information outside the Royal Academy of Dance.
How do we collect information from you?
We may obtain information about you when you:
- Complete an online, electronic or paper application form
- Speak to us on the telephone or in person
- Email us
- Visit our website(s)
- Make a payment or donation
- Make a booking for an event, class or workshop
- Complete a survey online or paper version
- Sign up to a RAD mailing list
- Contact us through the online library catalogue
- Apply for a job vacancy with us
- As described in separate department privacy policies
(The above list is representative and not exhaustive.)
What type of information is collected from you?
The personal information we collect may include your:
- Name
- Date of birth/age
- Gender
- Home address
- Email address
- Telephone number
- Nationality
- School/business name
- School/business address
- Credit/debit card information
- Health or disability information (or other ‘special data’)
- Emergency contact name, number and relation to you
- Membership of professional bodies or associations
- Dance teaching experience and/or skills, qualifications (dance, dance teaching, languages etc.)
- IP (internet protocol) address
(The above list is representative and not exhaustive).
Lawful Basis For Processing Personal Data
In order to process personal data, we rely on the following lawful bases:
- Consent
- Contractual obligation
- Vital interests
- Legal obligation
- Our legitimate interests
More information on how different departments within the RAD use the above lawful bases to process personal data can be found in their separate privacy policies below.
Where we process special category personal data (e.g. health information, race, ethnic origin, etc) we will ensure the correct lawful basis and special condition are applied. If you do have any concerns about how we use a lawful basis and special condition you can contact us using our details as described in this notice or you can contact our Data Protection Officer as also described above.
How is your information used?
We use your information to:
- Process an application that you have made for an activity (membership, CPD, class, course or programme of study) or event
- Process an order for a product or other service
- Process a payment (or credit) for a product or service
- Process entries for competitions and bursaries
- Seek your views or comments on the services we provide
- Notify you of changes to our services
- Send you communications/publications which you have requested and that may be of interest to you, which may include information about new products, services, events, and activities
- Handle an enquiry or complaint you have made
- Invite you to attend an event, seminar or conference
- Ask you to support our work by making a donation or becoming a sponsor or supporter of the RAD, and
- To contact you in an emergency situation
- As described in separate department privacy policies
(The above list is representative and not exhaustive).
Recruitment and Criminal Data Processing
From time to time we will advertise on our website vacancies which may arise. For the recruitment and selection we will require personal data to determine a pool of suitable applicants. See more information on data processing for recruitment.
Due to the nature of our organisation, we carry out criminal background checks in instances such as before we offer positions to those who may have to work with children or other vulnerable groups, apply for certain RAD memberships or when you apply to one of our courses. In order to carry out such checks we will engage with a third-party company called Due Diligence Checking Ltd. We do this to ensure the vital interests of our students and other legal obligations such as safeguarding.
You can review our Criminal Record Checks and Recruitment of Ex-offenders Policy
More information can be found in the separate department privacy policies. If you have any questions or concerns about this you can contact us using our details mentioned above.
Children
We are particularly concerned to protect the privacy of children. We are confident that our systems and processes are designed to be fair to children, to protect their rights and freedoms, and to be fully in line with their reasonable expectations and those of their parents. We take responsibility for identifying the risks and consequences of processing children’s data. Sometimes we may need to check your age, which might mean we need to contact your parent or guardian.
Safeguarding
The RAD has a statutory and moral duty to safeguard and promote the welfare of all children, young people and vulnerable adults receiving education and training with us. More information can be found in our Safeguarding Policy & Procedures.
Who has access to your information and data sharing
The RAD does not sell, rent or buy your information to or from other organisations.
We will not release your information to other organisations unless in exceptional cases when we are required to do so by law, for example, by a court order or for the purposes of prevention of fraud or other crime.
Also due to the nature of our organisation departments within RAD may share your data with each other to help fulfil orders, answer queries or help with educational aspects with your time with us to name as a few examples. This may also involve data sharing with other RAD offices across the globe. Where data sharing is required we ensure there is a legitimate purpose to do so and we have consulted with our Data Protection Officer.
Transferring your information outside of the UK/EEA
As mentioned above, due to the nature of our organisation there may be instances where we may need to transfer your data outside the UK. We may need to share your data with other RAD entities or companies who are in the European Economic Area (The EU member states, Norway, Iceland and Liechtenstein), in an adequate listed country or in other third countries who may not have similar data protection laws to the UK. If we need to transfer your information outside the UK we will take steps to ensure that appropriate security measures are taken with the aim of ensuring that your privacy rights continue to be protected as outlined in this Notice.
Third-party service providers
We make certain personal information available to third parties who provide services to us. We do so on a ‘need to know basis’ and in accordance with data protection legislation. Where we do use third-party service providers we will ensure they have the appropriate data processor/data sharing agreement in place and the agreements contain the appropriate clauses as well.
A list of third-party service providers can be found on our website.
Recognition and accreditation
If you apply for a university-validated programme, your personal information will be shared with the validating university and government agencies, such as the Higher Education Statistics Agency, as and when required. Please read HESA’s Privacy Policy.
The RAD is recognised to award qualifications on the Regulated Qualifications Framework (RQF) in England by the Office of Qualifications and Examinations Regulation (Ofqual), in Wales by Qualifications Wales, and in Northern Ireland by the Council for the Curriculum, Examinations and Assessment (CCEA). The RAD is also recognised to award qualifications on the Scottish Credit and Qualifications Framework (SCQF), by SQA Accreditation, a part of the Scottish Qualifications Authority.
The RAD is validated by the Council for Dance, Drama and Musical Theatre (CDMT) as an awarding organisation.
We may be required to submit data which includes personal information to one or more of the named organisations in order to comply with their conditions of recognition, maintain the RAD’s status as a recognised awarding body and for quality assurance purposes.
The RAD also offers GCSE, AS and A Level Dance. In order for students to be entered in for their examination, we are required to share their full name, date of birth, gender and UCI and ULN number with the exam board AQA. This personal is requested by the exam board and no further details are shared. For more information on how your information is used, please see their Privacy Notice.
In addition in order for students to be approved for access arrangements (special requirements in order to sit exam e.g. extra time), we are required to share their full name, date of birth, gender, UCI and ULN number and evidence of SEND requirements with JCQ. For more information on how your information is used, please see their Privacy Notice.
Marketing & Communications
The RAD has a marketing department (based in the UK head office) who help carry out promotional activities in order to promote and communicate updates, events and news from the RAD which may be of interest to you. We carry out marketing through various means such as through our websites, online social media channels, emails, digital ads and hardcopy to name a few examples. We ensure we capture an individual’s consent before contacting them with any marketing campaigns and individuals have the ability to opt out whenever they choose to do so.
With your consent, we will use your email address and phone number to send you the latest news and information that we believe may be of interest to you and in accordance with your stated preferences, via email, sms or whatsapp. We use Dotdigital to send our communications.
When we send you marketing communications, we monitor whether you have opened the communication and clicked on any included links. This will enable us to track and analyse your level of engagement/interest in the communication we are sending you and will provide us with further insight on what type of communications are most of interest to you.
If you agree to marketing, and later change your mind, you can opt out at any point, by amending your preferences. If you do not wish to receive any marketing email communications at all, you can use the ‘Unsubscribe’ link at the end of the electronic communications, but this will unsubscribe you from all marketing email communications. Updating your preferences will, instead, allow you to select which kind of content you do or do not wish to receive.
The RAD marketing department will regularly refresh marketing lists in order to ensure those who have opted out are no longer contacted. The RAD marketing department might also from time to time ask you to update your preferences to ensure you continue to get content that’s relevant and meaningful to you.
We may occasionally include third-party content from our corporate partners, if we think the content will be of interest to you, according to your marketing preferences. For example, this could include sending a discount offer for a product or service offered by one of our corporate partners, or some information about an exhibition or event managed by other organisations.
Marketing from Royal Academy of Dance Enterprises ltd (RADE) trading as the Royal Academy of Dance official shop
With your consent, we will include in our comms information from RADE about their merchandise, offers and events. If you change your mind, you can update your preferences and remove this option.
For more information, you can contact us at info@rad.org.uk.
Social Media Platforms
If you engage with the RAD on any of our social media channels you should know that we do not collect your personal information it remains within the platform that we are using and so you should familiarise yourself with their privacy notices and policies: Facebook, Tik Tok, Instagram, LinkedIn and YouTube. The Royal Academy of Dance may use information you provide to share updates, news and events, in the form of customised online advertising. If you send us a direct message, your information still remains within the platform unless we ask you to provide us with your contact details to continue the conversation offline or privately, and you consent to do that.
Cookies
More information on how we use cookies and how you can change your consent can be found in our cookie policy.
Security precautions in place to protect the loss, misuse or alteration of your information
The RAD’s website is built in HTTPS. The principal motivation for HTTPS is authentication of the website and protection of the privacy and integrity of the information exchanged while in transit. So you can be assured that any personal information that requires extra security (such as credit or debit card details) is encrypted and protected using industry standard security measures, including the Secure Socket Layer (SSL) protocol.
Where we have given (or where you have chosen) a password which enables you to access certain parts of our websites, you are responsible for keeping this password confidential. We ask you not to share your password with anyone.
We work closely with our IT Team and external IT support providers to ensure other departments within our organisation have sufficient technical and organisational security measures installed and put into place where needed. If we become aware of any loss, misuse, alteration of your information we will work closely with our IT team, DPO and other parties as necessary to investigate the incident at hand. We have put into place the relevant procedure and policies in place to investigate, mitigate and report (when needed to relevant parties) such instances.
For processing payments
Where you use your credit or debit card to purchase from us or to make a donation, we will ensure that this is carried out securely and in accordance with the Payment Card Industry Data Security Standard (PCI-DSS). We do not store your card details for use in future transactions. For more information on our PCI-DSS you can contact us using our details above.
Links to other websites
Our website may contain links to other websites run by other organisations. This privacy notice applies only to our website‚ so we encourage you to read the privacy statements on the other websites you visit. We cannot be responsible for the privacy policies and practices of other sites even if you access them using links from our website.
In addition, if you linked to our website from a third party site, we cannot be responsible for the privacy policies and practices of the owners and operators of that third party site and recommend that you check the policy of that third party site.
Your rights to your personal data
The right to be informed about our collection and use of personal data
You have the right to be informed about the collection and use of your personal data. We ensure we do this with our internal data protection policies and through our external website notice. These are regularly reviewed and updated to ensure these are accurate and reflect our data processing activities.
Right to Access Your Personal Information
You have the right to access the personal information that we hold about you in many circumstances, by making a request. This is sometimes termed ‘Data Subject Access Request’. If we agree that we are obliged to provide personal information to you (or someone else on your behalf), we will provide it to you or them free of charge and aim to do so within 1 month from when your identity has been confirmed.
We would ask for proof of identity and sufficient information about your interactions with us that we can locate your personal information.
Please contact jstockdale@rad.org.uk.
Right to Correction Your Personal Information
If any of the personal information we hold about you is inaccurate, incomplete or out of date, you may ask us to correct it.
If you would like to exercise this right, please contact info@rad.org.uk.
Right to Stop or Limit (Restrict) Our Processing of Your Data
You have the right to object to us processing your personal information for particular purposes, to have your information deleted if we are keeping it too long or have its processing restricted in certain circumstances.
If you would like to exercise this right, please contact info@rad.org.uk.
Right to Erasure
You have the right to have personal data erased. This is also known as the ‘right to be forgotten’. The right is not absolute and only applies in certain circumstances.
If you would like to exercise this right, please contact jstockdale@rad.org.uk.
Right to Portability
The right to portability gives you the right to receive personal data you have provided to a controller in a structured, commonly used and machine readable format. It also gives them you the right to request that a controller transmits this data directly to another controller.
If you would like to exercise this right, please contact info@rad.org.uk.
For more information about your privacy rights
The Information Commissioner’s Office (ICO) regulates data protection and privacy matters in the UK. They make a lot of information accessible to consumers on their website and they ensure that the registered details of all data controllers such as ourselves are available publicly. You can access them https://ico.org.uk/for-the-public.
Questions and complaints
Any questions regarding this Privacy Notice and our privacy practices should be sent by email to jstockdale@rad.org.uk or telephone +44 (0)207 326 8000. You can also contact our Data Protection Officers as listed above.
If you have a complaint about our privacy practices and the way we have collected, used, retained or disposed of your information please contact jstockdale@rad.org.uk or telephone +44(0) 207 326 8000. Alternatively, you can contact the Information Commissioner’s Office to report a concern by calling their helpline on 0303 123 1113 (in the UK) or visiting https://ico.org.uk/make-a-complaint. If you are based elsewhere within the European Economic Area a list of supervisory authorities can be found here https://edpb.europa.eu/about-edpb/board/members_en)
How long is your information kept?
We review how long we keep personal information on a regular basis. We are legally required to hold some types of information to fulfil our statutory obligations, for example, all financial records are held for 7 years. In other areas of the business we hold your personal information on our systems, only for only as long as is necessary for the relevant activity, or as long as is set out in any relevant contract or agreement you hold with us.
Departmental Privacy Notices
We have developed departmental privacy notices for certain key areas of our organisation. These policies are designed to keep additional information to how they may process your personal data, along with their lawful basis, what data they collect and process and other useful information. We have also included contact details so you may contact them directly if you chose to do so. Please note these notices are regularly reviewed and may change if required.
Privacy Notices
Please see the privacy policies and notices for each Royal Academy of Dance department below.
Benesh International
Effective Date: 24 February 2021
Benesh International is the home of Benesh Movement Notation (BMN). We provide specialised training programmes and courses to develop expertise in movement notation and analysis, preparing the next generation of choreologists. Our offerings include events for the global Benesh community and subscriptions that grant access to a wealth of online BMN resources.
Lawful basis of processing your personal data:
- Consent
- Contractual obligation
- Legitimate interests
Where we have gained your consent for activities such as marketing communications you have the opportunity to withdraw your consent at any time by emailing beneshinternational@rad.org.uk and requesting removal.
How do we collect information from you?
We obtain information when you:
- Complete an online or manual paper application form
- Speak to us on the telephone or in person
- Provide information via email or post
- Use our websites
- Complete a survey
What type of information is collected from you?
The personal information we collect may include:
- Name
- Address
- Email address
- Telephone number
- Date of birth
- Health information
- Title
- RAD ID number
- Qualifications/grades
- Relevant dance experience/training
- Language skills and supporting evidence
- Signature (including digital signatures)
- Photography and filming consent
- Photographs/filmed footage
- From references
How is your information used?
We use your information to:
- Process an application that you have made for a place on a Benesh International programme or course
- Enrol you on a Benesh International programme or course
- Process an application or renewal that you have made for a Benesh International subscription
- Process an application for access to the Encyclopedia of Benesh Movement Notation
- Seek your views or comments on the services we provide
- Notify you of changes to our services
- Send you communications which you have requested and that may be of interest to you, which may include information about new products, services, events, and activities
- Deal with entries into a competition
- Handle and enquiry or complaint you have made
- Contact you in an emergency situation
- Process an order for an activity or event
- Prove that we have gathered consent from you
- Use for marketing materials and record of events
- To print certificates
How long is your information kept?
We hold your personal information on our systems for only as long as is necessary for the relevant activity, or as long as is set out in any relevant contract or agreement you hold with us. If you enrol on a Benesh International programme, your application will become part of your student records, which will be held for the duration of your study and six years after graduation.
Data Security
The Royal Academy of Dance takes data security very seriously. We will ensure personal data will be kept safe and secure against any instances (including but not limited to) loss, misuse, or alteration. If we become aware of any instances where personal data may be compromised in any way, we will work closely with our IT team, DPO and other parties as necessary to investigate the incident at hand. We have put into place the relevant procedure and policies in place to investigate, mitigate and report (when needed to relevant parties) such instances.
Third parties and data transfers
Benesh International uses third-party processors where needed to carry out certain activities for us. These third parties can be found here. Some of these third parties may be based outside the UK/EEA. Where such data transfers do occur we will ensure the appropriate data transfer agreement is in place.
Questions or Concerns
If you have any questions or concerns about this notice you can contact beneshinternational@rad.org.uk
Continuing Professional Development (CPD)
Effective Date: 10 March 2021
The Royal Academy of Dance (RAD) is committed to producing the best teachers in the world. Our CPD scheme will enable us to evidence that our teachers are at the forefront of dance education and training and that they have the most up-to-date knowledge and skills. CPD also gives teachers the chance to take an active role in their career development and to pursue any personal interests they have.
CPD only use personal information if we have a proper reason to do so and this includes if we share information outside of the RAD.
What is the lawful basis for processing my information?:
- Consent
- Contractual obligation
- Vital interests
- Legitimate interest
Where we have gained your consent for activities such as marketing communications you have the opportunity to withdraw your consent at any time by emailing cpd@rad.org.uk and requesting removal.
How do we collect information from you?
We obtain information when you:
- Complete an online form for a CPD activity
- Complete an online form for a CPD UK activity bursary
- Complete a form to become a CPD tutor
- Speak to us on the telephone, via email or online
- Make a payment to us over the phone
- Use our website for attendance or CPD purposes
- Complete an optional survey
- When registering for our expression of interest list
- When you register with other RAD departments which may involve CPD (e.g. Marketing and Membership)
What type of information is collected from you?
The personal information we collect may include:
- Name
- Email address
- Billing address
- Credit/debit card information
- Contact number(s)
- Tutor dance experience/level and training
- Photography and film consent
- Rad ID number
- Past experience regarding education and training undertaken
- Country of permanent residence
- Country in which you teach
- Professional experience
- First language
- Referee details
- Personal statement
- Rationale for a CPD UK activity bursary financial assistance
- Passport details (tutors only)
- Visa details (tutors only)
- Nationality (tutors only)
- Date of birth (tutors only)
- Meal preferences and allergies (tutors only)
How is your information used?
We use your information to:
- Process an application that you have made for a CPD activity
- Process an application that you have made for a CPD UK activity bursary
- Process an application that you have made to become a CPD tutor
- Contact you for Silver Swans opportunities based on geographical location
- Contact you with information related to eligibility for the Silver Swans license
- Process payment for the CPD activity
- Send activity details via post when necessary
- Create an activity register for the tutor and staff/course assistant
- Contact you in an emergency situation regarding a CPD activity
- Seek your views or comments on the services we provide
- Notify you of changes or confirmation of our services
- Send you communications that you have requested regarding upcoming CPD activities
- Handle an enquiry or complaint you have made
- Create certificates for a CPD activity you attended
- Review the professional development undertaken for CPD audit
- To arrange flights and hotel bookings (tutors only)
- To arrange subsistence (tutors only)
How long is your information kept?
We review how long we keep personal information on a regular basis. We are legally required to hold some types of information to fulfil our statutory obligations. We hold your personal information on our systems for only as long as is necessary for the relevant activity, or as long, as is set out in any relevant contract or agreement you hold with us.
Please also note in line with our CPD Audit requirements we only retain CPD certificates for 2 CPD years before they are automatically deleted. We, therefore, advise you to keep a copy of these certificates safely when issued as we may not be able to provide a copy if requested. For more information, you can contact us using our details below.
Data Security
The Royal Academy of Dance takes data security very seriously. We will ensure personal data will be kept safe and secure against any instances (including but not limited to) loss, misuse or alteration. If we become aware of any instances where personal data may be compromised in any way, we will work closely with our IT team, DPO and other parties as necessary to investigate the incident at hand. We have put into place the relevant procedure and policies in place to investigate, mitigate and report (when needed to relevant parties) such instances.
Third parties and Data Transfers
CPD uses third-party processors where needed to carry out certain activities for us. These third parties can be found here. Some of these third parties may be based outside the UK/EEA. Where such data transfers do occur we will ensure the appropriate data transfer agreement is in place.
Questions or Concerns
If you have any questions or concerns about this notice you can contact cpd@rad.org.uk
London Dance School
Effective date: 3 March 2021
RAD Dance School is based at our headquarters in Battersea, London, and offers a variety of extra-curricular dance classes for young people and adults. Whether for fun and fitness or to develop technique and skills, we provide a full timetable of classes offering something for everyone. This privacy notice is designed to inform you of how and why we process personal data.
What is the lawful basis for processing my information?
- Consent
- Contract
- Legal obligation
Where the lawful basis for processing your information is stated as ‘consent’ above, you have the opportunity to withdraw your consent in writing by emailing danceschool@rad.org.uk at any time.
How do we collect information from you?
We obtain information about you when you:
- Complete an online application/registration form
- When you send an email to the dance school email address
- Speak to us on the telephone or in person
- Make a payment (over the phone or online)
- Complete an information request via the dance school section of the RAD website
- Complete a survey
What type of information is collected from you?
Parent/Customer information
- Name
- Address
- Email address
- Telephone
- Credit/debit card details
- Financial information relating to bursary applications
Student information
- Name
- Address
- Email address
- Date of birth
- Telephone number
- Academic school details (name, address) for junior applicants only
- Medical information
- Sibling details
- Dance experience/level and training
- Photography and film consent
- Emergency contact information
- Any data relating to a safeguarding concern
How is your information used?
- To process your registration and ensure you receive information related to the Dance School.
- Deal with entries for an examination with the RAD.
- Create and send invoices for services (including debt collection via third party).
- Share information with the police and emergency services, where there are safeguarding concerns or in an emergency situation.
- Seek your views or comments on the services we provide.
- Notify you of changes or confirmation of our services.
- Handle an enquiry or complaint you have made.
- Contact your nominated contact in an emergency situation.
- Treat you in an emergency first aid situation.
- Ensure that the relevant discount is applied to your account.
- Create registers to share with teachers, faculty, and assistants.
- Register you for a performance/event.
Safeguarding
The RAD Dance School takes the security and welfare of children very seriously and has implemented a Safeguarding function and committee. More information can be found in the RAD’s Safeguarding Policy and Procedures.
Background Checks
All teaching faculty, dance school assistants, and pianists requiring contact with young people and vulnerable adults will need to comply with the Safeguarding Vulnerable Groups Act 2006, and any subsequent legislation, to ensure they will not be putting at risk young people or vulnerable adults in their care. For UK residents, this is likely to include an Enhanced Disclosure by the Disclosure and Barring Service (DBS) or equivalent, applications for which they are made on their behalf by the RAD or a designated umbrella organisation.
The Dance School will not carry out background checks of teaching faculty, dance school assistants, and/or pianists, however, we will require you to have carried these out before confirming employment with us. We will require you to have carried out an Enhanced Background Check every year in which RAD Human Resources (HR) will send to you the relevant instructions and requirements. RAD HR will not share the result of the checks with Dance School (or any other third party) but will verify when DBS is issued to confirm suitability of employment with Dance School.
How long is your information kept?
We review how long we keep personal information on a regular basis. We are legally required to hold some types of information to fulfill our statutory obligations. When we are no longer required to keep personal data we will destroy this using appropriate means such as a third-party data shredding company.
Data Security
The Royal Academy of Dance takes data security very seriously. We will ensure personal data will be kept safe and secure against any instances (including but not limited to) loss, misuse, or alteration. If we become aware of any instances where personal data may be compromised in any way, we will work closely with our IT team, DPO, and other parties as necessary to investigate the incident at hand. We have put into place the relevant procedure and policies in place to investigate, mitigate and report (when needed to relevant parties) such instances.
Third parties and data transfers
Dance School uses third-party processors where needed to carry out certain activities for us. These third parties can be found here. Some of these third parties may be based outside the UK/EEA. Where such data transfers do occur we will ensure the appropriate data transfer agreement is in place.
Questions or Concerns
If you have any questions or concerns about this notice you can contact danceschool@rad.org.uk.
Dance Studies (GCSE and A Level)
Effective: 27 April 2021
Dance Studies in the RAD runs GCSE and A level courses to students at the RAD headquarters in Battersea, London. GCSE and A level dance help students to develop technical and expressive skills as well as knowledge and understanding of dance through performance, choreography and critical appreciation. We have developed this privacy notice to help you understand how and why we process personal data.
Lawful basis of processing your personal data
- Consent
- Contract
- Legitimate Interest
Where we have gained your consent for activities such as marketing communications you have the opportunity to withdraw your consent at any time by emailing dancestudies@rad.org.uk and requesting removal.
How do we collect information from you?
We obtain information about you when you:
- Complete an online application/registration form
- Speak to us on the telephone or in-person or via email
- Use our websites
- Complete a survey
What type of information is collected from you?
The personal information we collect may include your:
Parent/Guardian information:
- Name
- Address
- Email address
- Telephone number
Student information:
- Name
- Address
- Email address
- Date of birth
- Gender
- Telephone number
- Academic school details (name, address, UCI and ULN number and access arrangements including evidence of SEND)
- Predicted/achieved academic exam grades
- Video showing applicants dance ability
- Videos for examination purposes
- Written task (write about a dance work/own dance)
- Medical information
- GP details
- Emergency contact
- Dance experience/level and training
- Headshots (for exam entries identification)
- Copy of passport or birth certificate (for exam entries)
Freelancers/Teachers:
- Name
- Address (including regional location)
- Email address
- Telephone number
- CV information
- Biography
- Qualifications
- Dance/Teaching experience
- Health information
- Passport details
- Bank information
How is your information used?
We use your information to:
- Process an application that you have made for a course (GCSE, A level)
- Deal with entries for an examination (AQA exam board, JCQ governing body)
- Filming of dance performances is undertaken for examination purposes (AQA exam board requirement)
- Take photos (headshots) of students for exam identification purposes only
- Help with administration of examinations
- To help with any special examination access arrangements
- Administer grade results and help with distribution of certificates
- Help with appeals and grade/result concerns
- Seek your views or comments on the services we provide
- Notify you of changes or confirmation of our services
- Send you communications which you have requested and that may be of interest to you, which may include information about new products, services, events, and activities
- Handle an enquiry or complaint you have made
- Contact you in an emergency situation
- Treat you in an emergency first aid situation
- Create registers to share with teachers, faculty and course attendants
- Process applications to become a freelancer/teacher
- To pay invoices
- Keep you informed of any important course news/updates
Safeguarding
The Dance Studies department takes the security and welfare of children very seriously and has implemented a Safeguarding function and committee. More information is in the RAD’s Safeguarding Policy & Procedures.
Background Checks
All Dance Studies teachers/freelancers requiring contact with young people and vulnerable adults will need to comply with the Safeguarding Vulnerable Groups Act 2006, and any subsequent legislation, to ensure they will not be putting at risk young people or vulnerable adults in their care. For UK residents, this is likely to include an Enhanced Disclosure by the Disclosure and Barring Service (DBS) or equivalent, applications for which they are made on their behalf by the RAD or a designated umbrella organisation.
Dance Studies will not carry out background checks of teachers/freelancers, however, we will require you to have carried these out before confirming employment with us. We will require you to have carried out an Enhanced Background Check every year in which RAD Human Resources (HR) will send to you the relevant instructions and requirements. RAD HR will not share the result of the checks with Student Activities (or any other third party) but will verify when DBS is issued to confirm suitability of employment with Dance Studies.
How long is your information kept?
We review how long we keep personal information on a regular basis. We are legally required to hold some types of information to fulfil our statutory obligations. We hold your personal information on our systems for only as long as is necessary for the relevant activity, or as long as is set out in any relevant contract or agreement you hold with us.
Data Security
The Royal Academy of Dance takes data security very seriously. We will ensure personal data will be kept safe and secure against any instances (including but not limited to) loss, misuse or alteration. If we become aware of any instances where personal data may be compromised in any way, we will work closely with our IT team, DPO and other parties as necessary to investigate the incident at hand. We have put into place the relevant procedure and policies in place to investigate, mitigate and report (when needed to relevant parties) such instances.
Third parties and Data Transfers
Dance Studies uses third-party processors where needed to carry out certain activities for us. These third parties can be found here. Some of these third parties may be based outside the UK/EEA. Where such data transfers do occur we will ensure the appropriate data transfer agreement is in place.
Questions or Complaints
If you have any questions or complaints to this notice or about Dance Studies at RAD, please send an email to dancestudies@rad.org.uk.
Development and Fundraising
Effective Date: 19 July 2021
This Privacy Notice is for instances where we collect personal data for RAD Development and Fundraising for communication with current donors and prospective donors of the RAD.
Lawful basis of processing your personal data
- Consent
- Contractual obligation
- Legitimate interests
If you would like us to refrain from communicating with you for development and fundraising purposes, you have the opportunity to request this at any time by emailing development@rad.org.uk and requesting removal.
How do we collect information from you?
We obtain information when you:
- Complete online or manual paper forms.
- Respond to invitations.
- Speak to us on the telephone, via email, or in person, or write to us.
- Make a payment.
What type of information is collected from you?
The personal information we collect may include your:
- Name
- Address
- Email address
- Telephone number
- Home borough
- Title/salutation
- Job title
- Place of work
- Date of birth
- Gender
- Nationality
- Credit/debit card information
- Dietary requirements
- RAD ID number
- Photos/videos
- Interests and philanthropy
- Wealth status
- Immediate family information
How is your information used?
We use your information to:
- Contact you about your participation in an event or activity.
- Notify you of changes to our services or updates to the RAD.
- Send you communications that may be of interest to you, which may include information about new projects, services, events, and activities.
- Handle an enquiry or complaint you have made.
- Help administer/manage our donor relationship database.
- Research for funding opportunities.
- Map our networks.
- Profiling by non-automated means to understand the interests and background of an individual.
- Invite you to events that may be of interest to you.
- Send communications about our funding needs, including proposals and applications for support.
Profiling
As mentioned above we carry out profiling to help evaluate and build a profile of our donors and their backgrounds. We do this in line with our legitimate interests and we carry out profiling using purely human intervention and not through any systems or databases (automated processing). If you have any questions or concerns about this, you can contact us via email at development@rad.org.uk
How long is your information kept for?
Due to the nature of our department and our processing activities, we ensure we regularly update and cleanse our systems and databases which hold personal data. We do this to ensure we do not retain data of donors who chose not to be contacted or no longer have an interest in our activities within Development and Fundraising.
Historical Research
If we identify any high-value donors we may carry out research into them so we can understand more about them using publicly made available information only. This can involve historical research, so we can understand more of their background, family/lineage and help cultivate a relationship with these donors. We do this in line with our legitimate interests and for historical research purposes only. Where we identify any family members as alive and not deceased, we will ensure as data controllers their personal data will be kept safe and secure and not misused in any way. For more information, you can contact us via email at development@rad.org.uk
Data Security
The Royal Academy of Dance takes data security very seriously. We will ensure personal data will be kept safe and secure against any instances (including but not limited to) loss, misuse, or alteration. If we become aware of any instances where personal data may be compromised in any way, we will work closely with our IT team, DPO, and other parties as necessary to investigate the incident at hand. We have put into place the relevant procedure and policies in place to investigate, mitigate and report (when needed to relevant parties) such instances.
Third parties and data transfers
Development and Fundraising use third-party processors where needed to carry out certain activities. These third parties can be found here. Some of these third parties may be based outside the UK/EEA. Where such data transfers do occur we will ensure the appropriate data transfer agreement is in place.
Questions or Concerns
If you have any questions or concerns about this notice you can contact development@rad.org.uk
Exams
Effective Date: 01/01/2023
1. Introduction
1.1 The Royal Academy of Dance, including the Examinations Board, is committed to protecting and respecting your privacy, and to processing personal information fairly and lawfully.
1.2 This policy explains, in respect of RAD examinations:
- how we collect personal information
- what type of information we collect
- why we collect it
- the legal basis for processing the information
- how we use the information
- how long we keep it
- when and how we may share it with others
- how we keep it secure
- your privacy rights and how the law protects you
1.3 In respect of its functions as an awarding organisation delivering examinations and awarding qualifications, the Royal Academy of Dance is a data controller. This means that we determine the purposes and means of processing the personal data we need to collect in order to carry out these functions.
1.4 The information in our database is set up so that a teacher (or school administrator) acts as a data collector (e.g. obtains the candidate information with the agreement of the candidate or relevant parents/guardians), and then this information is held in our database under the other joint controller – the school.
The RAD and the School listed in the database are joint controllers of this candidate data.
Therefore, where a teacher leaves a school, they may not be entitled to view, remove or adjust candidate data, as this would belong to the school, rather than the individual who submitted the information. If a teacher leaves a school, they can register students under a new school. The administrator for a school should keep their student record up to date, and remove students who no longer attend. A former teacher of a school cannot request that student data of the former school is deleted or adjusted – this would be the responsibility of the school administrator.
1.5 Where teacher’s or other relevant individuals (e.g. school administrators/applicants), collect candidate data for the purpose of entering a candidate for an RAD examination, they should make the candidate, and their parents/guardians aware that their data is being held in the RAD database, and refer them to this privacy policy for more detail on the retention and use of this data.
1.6 We only use personal information if we have a valid reason to do so. This includes sharing information outside the Royal Academy of Dance.
2. How do we collect information about you?
2.1 We may obtain information about you when you:
- complete an exam entry, registration or other relevant form (e.g. reasonable adjustment, special consideration, complaint or appeal), or someone else, such as a parent, school administrator or teacher, completes it on your behalf;
- speak to us on the telephone or in person (or someone else, such as your teacher, speaks to us);
- email us (or someone else, such as your teacher, emails us);
- make a payment;
- complete a survey;
- or participate in an event or examination that is photographed or recorded on video.
3. What type of information is collected?
3.1 The personal information we collect may include
- for teachers, school administrators, and applicants: your title, name, address (including correspondence address, email, telephone number and where relevant, additional information for secure delivery of exam certificates and medals), phone number (including mobile or emergency contact number), and email address; the name, address, phone number, email address, and website address of your school or examination location
- for examination candidates: your name, date of birth, gender, ULN (Unique Learner Number), emergency contact details and previous examination results, footage of the candidate performing their examination
- for examination candidates: optional ethnicity data, which the RAD requests and uses to inform and develop its Ethnicity and Diversity policy and procedures.
- for examination candidates: detail about personal circumstances which would form the basis for an application for a bursary.
- for examination candidates in respect of reasonable adjustment and special consideration applications only: health or special educational needs and disability information.
3.2 Some of this information may have been collected previously by the RAD, for example when you were first registered for an exam or became a member. In such cases, we are collecting it for verification purposes only. Where this is not the case, we may update our database with the information provided.
4. How is this information used?
4.1 We may use this information to:
- register a school or exam location for the purpose of accepting examination entries and delivering examinations
- register candidates for examinations, assign them an RAD ID number, and maintain a database of such candidates together with their examination record
- receive and process examination entries, and schedule candidates for exams
- process examination fee payments
- contact you about your examination entry
- deliver examinations, process results, and award qualifications to successful candidates
- deliver certificates, result forms and medals securely to teachers for distribution to their students.
- mark, standardise and moderate examinations
- make reasonable adjustments to exams procedures to remove barriers for candidates where this is possible
- make special considerations to candidate examination results where applicable
- seek your views or comments on the services we provide
- notify you of changes to our services
- send you communications which you have requested
- handle an enquiry, complaint or appeal you have made
- contact you in an emergency situation
- assist in the quality assurance of an examination or training and standardisation of examiners
- inform the decision-making process for the Fiona Campbell Examinations Bursary
- inform and develop our Equality and Diversity policies and procedures
- review and improve our services
5. What is the lawful basis for processing the information?
5.1 The lawful basis for processing the information is set out in any relevant privacy notice at the point where we collect the data. The bases we use are Consent and Legitimate Interest.
5.2 Where the lawful basis for processing this data is consent, this is the delivery and awarding of qualifications and assessments for candidates taking examinations in dance. We consider that the processing is necessary to achieve this purpose, benefits the individuals whose personal data we process, is fully in line with their reasonable expectations, is not objectionable or intrusive, and does not open them to any undue vulnerability or negative impact.
5.3 Where the lawful basis for processing information is stated as consent, you have the right to withdraw your consent at any time, although such withdrawal may mean that the RAD cannot process your examination.
5.4 If you are providing medical or health-related information, we must have the consent of the candidate or their parent/guardian if under 18 to receive and hold such information. In the absence of such consent, we will not be able to receive the information and may not be able to process the application.
5.5 Where the lawful basis for processing this data is Legitimate Interest, this is using filmed exam footage for internal quality assurance and standardisation of examiners, including trainee examiners. Footage is only viewed by RAD examiners, trainee examiners and relevant administrative staff, and is held by the RAD. We consider that this processing is necessary for the essential business function and quality assurance of the RAD and the exams service it provides to its candidates and teachers. We consider that this is fully in line with reasonable expectations, is not objectionable or intrusive, and does not open them to any undue vulnerability or negative impact.
5.6 Where the lawful basis for processing data is Legitimate Interest, you have the right to object at any time. Email exams@rad.org.uk for more information.
6 How long is the information kept?
6.1 We review how long we keep information on a regular basis and update our retention schedule accordingly. We are legally required to hold some types of information to fulfil our statutory obligations. We hold personal information on our systems for as long as is necessary for the relevant activity, or as long as is set out in any relevant privacy notice at the point where we collect the data. In addition, candidate data regarding qualifications and results is held in our database as an accurate educational record. Footage of examinations is held for as long as this data is relevant or applicable for quality assurance and standardisation purposes, and at the point at which it becomes irrelevant to the quality assurance of the services provided, will be deleted.
7. Who has access to your information?
7.1 We DO NOT sell or rent your information to other organisations, or buy or rent information from other organisations.
7.2 We may pass your information to third-party service providers, agents, subcontractors or other associated organisations. This is only done when stated in any relevant privacy notice and for the purposes of completing tasks and providing services to you on our behalf which are consistent with the original purpose of collating and processing the data. An example of this is to a mailing house or delivery company to send you examination results and certificates.
7.3 When we do this, we disclose only the personal information that is necessary to deliver the service and we have an agreement in place that requires the third party to keep your information secure and not to use it for any other purpose.
7.4 We use an RAD Examiner Marking App to capture examination marks for candidates. This is a purpose built app, held on an RAD iPad. Candidate data is added to the app from the RAD online exams database. Once added to the app, the relevant examiner will be able to see this data to award the candidate marks during their examination. The data cannot be seen by non-relevant staff. Once the marking is complete, the data is transferred back to the database. The data is deleted from the examiner’s view in accordance with the RAD retention schedules (6 months, to allow for queries about results, complaints or appeals). The Marking App has undergone a DPIA to ensure security.
7.5 We use a third party provider, MailChimp, to deliver some e-communications (such as Focus on Exams). We gather statistics around email opening and clicks using industry standard technologies simply to help us monitor the use of and improve our ecommunications. This information is not used to identify customers. For more information, please see MailChimp’s Privacy Policy. You can choose to unsubscribe from our ecommunications at any time by clicking ‘unsubscribe’ in the footer of the email.
7.6 We use a third party provider, SurveyMonkey®, to run surveys and collect feedback from our customers (such as the teacher feedback survey at www.surveymonkey.com/r/examsfeedback). If you choose to provide your name and contact details when completing such a survey we will only use these to contact you about the survey, and will only keep your personal information for a stated duration (communicated at the time of completing the survey). If you choose to remain anonymous we will not contact you but will use your responses to inform our analysis of the feedback we receive.
7.7 We may use a third party scheduling provider, Doodle (or ‘doodle poll’), to offer a prebooking request service for examination dates. Where used, we will only use the personal information you provide for the stated purpose and will only keep it for the stated duration (communicated at the time of completing the doodle poll) which is likely to be the timeframe within which the scheduling will be completed.
7.8 The RAD is recognised to award qualifications on the Regulated Qualifications Framework (RQF) in England by the Office of Qualifications and Examinations Regulation (Ofqual), in Wales by Qualifications Wales (QW), and in Northern Ireland by CCEA Regulation, part of the Council for the Curriculum, Examinations and Assessment (CCEA). The RAD is also recognised to award qualifications on the Scottish Credit and Qualifications Framework (SCQF), by SQA Accreditation, a part of the Scottish Qualifications Authority. The RAD is validated by the Council for Dance, Drama and Musical Theatre (CDMT) as an awarding organisation.
We may be required to submit data which includes personal information to one or more of these organisations or to other awarding organisations in accordance with a regulatory directive, in order to comply with their conditions of recognition, maintain the RAD’s status as a recognised awarding body, or for quality assurance purposes. However, this is rare, and in most cases data is submitted in an anonymised form.
7.9 We use a third-party delivery company, Postal Logistics International, to distribute certificates, results forms, medals and corresponding letters. Postal Logistics use trusted delivery companies to fulfil the secure delivery of certificate and medal packages (DHL, SmartTrack-C, Linex, Royal Mail, Parcelforce). Personal information will only be processed and stored for the stated purpose, and deleted once this purpose has been fulfilled. Applicants who enter candidates for examinations should note that their personal details (including correspondence address, email, telephone number and local tax ID (where applicable)) as provided to us may be included on packaging/address labels on the exterior of packages in order to enable swift and secure delivery of the contents.
7.10 For further information on filmed examinations and the way that this data is captured, retained and deleted, please see Filmed Examination Guidelines for Teachers and associated documents – these can be found in the Members’ area, or for non-members, by emailing and requesting copies – exams@rad.org.uk
7.11 Other than as set out above, we will not release information to other organisations unless in exceptional cases when we are required to do so by law, for example, by a court order or for the purposes of prevention of fraud or other crime.
8. Social media
81. If you engage with the RAD on any of our social media channels you should know that we do not collect your personal information; it remains within the platform that we are using and so you should familiarise yourself with their privacy notices and policies: Facebook, Twitter, Instagram, LinkedIn and YouTube. If you send a message it may be directed to the Examinations Department for response. Your information will remain within the platform unless we ask you to provide us with your contact details to continue the conversation offline or privately, and you consent to do that.
9. Children
9.1 We are particularly concerned to protect the privacy of children. The vast majority of our examination candidates are children (2 – 18 years old) and we need to collect their personal data in order to deliver examinations and award qualifications to them. We are confident that our systems and processes are designed to be fair to children, to protect their rights and freedoms, and to be fully in line with their reasonable expectations and those of their parents. We take responsibility for identifying the risks and consequences of processing children’s data.
10. Your choices and rights
10.1 You have a choice about whether or not you wish to receive information from us. If we ask for your permission to receive communications about the work of the Royal Academy of Dance and our products, services and events, you can select your choices by ticking the relevant boxes on the form on which we collect your information.
10.2 We will not contact you for marketing purposes by post, email, or text message unless you have given your explicit consent. You can change your preferences, withdraw your consent, object or ask for processing to be restricted at any time by emailing us at exams@rad.org.uk, phoning +44 (0)207 326 8000 or writing to Royal Academy of Dance, 188 York Road, London, SW11 3JZ.
10.3 The accuracy of your information is important to us, and you have the right to ensure that the information we hold about you is accurate and up to date. If your details change and need to be updated, you may be able to update your own personal information online. If this is not possible, or you would prefer to make contact with us directly, you can update your personal details by emailing exams@rad.org.uk, phoning +44 (0)207 326 8073 or writing to Examinations Department, Royal Academy of Dance, 188 York Road, London, SW11 3JZ.
10.4 You have the right to ask for a copy of the personal information we hold about you. Please contact DPO@rad.org.uk or write to Royal Academy of Dance, 36 Battersea Square, London, SW11 3RA. Following confirmation of your identity, we will have one calendar month to respond to your request.
10.5 You also have the right to have your information erased (if that information does not need to be held for legal reasons), to object, and to restrict processing. If you wish to do this please contact DPO@rad.org.uk or write to Royal Academy of Dance, 188 York Road, London, SW11 3JZ.
11. Security precautions in place to protect the loss, misuse or alteration of your information
11.1 When you provide us with personal information, we take the necessary steps to ensure that it’s stored and treated securely. The RAD’s website is built in HTTPS. The principal motivation for HTTPS is authentication of the website and protection of the privacy and integrity of the information exchanged while in transit; so you can be assured that any personal information that requires extra security (such as credit or debit card details) is encrypted and protected using industry standard security measures, including the Secure Socket Layer (SSL) protocol. While we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, via email for example, and you do so at your own risk.
11.2 Once we receive your information, we make all reasonable efforts to ensure its security on our systems. We work with third party developers and system hosts who meet international security standards including anonymisation scripts.
11.3 Where we have given (or where you have chosen) a password which enables you to access certain parts of our websites, you are responsible for keeping this password confidential. We ask you not to share your password with anyone.
12. Financial transactions
12.1 Where you use your credit or debit card to pay for a service, we will ensure that this is carried out securely and in accordance with the Payment Card Industry Data Security Standard (PCI-DSS). You can find more information about this standard here. We do not store your card details for use in future transactions and if you give us your card details over the phone we will not repeat these to you in response to confirm them. We use third party providers Sage Pay and Global Payments to securely process and store financial information, and we advise you to read their privacy policies.
13. Transferring your information across international borders
13.1 The RAD is a global organisation. As part of the services offered to you, the personal information which we store and process may be accessed by Royal Academy of Dance offices in countries around the world. By submitting personal data, you agree to this. We will take steps to ensure that appropriate security measures are taken at all times, in order to ensure that your privacy rights continue to be protected as outlined in this policy.
13.2 Where filmed footage of candidates is taken to allow our Panel of Examiners to mark the examination, applicants, candidates, parents/guardians/carers should be aware that this footage can be marked by any one of our Panel of Examiners worldwide, and therefore that the data (footage) can be sent from any one area/country to another for this process to take place. All footage is encrypted and password protected, and all members of the RAD Panel of Examiners are trained on the confidential nature of the data, and the way it should be processed, retained and deleted once the marking has been completed. Email exams@rad.org.uk if you have any further questions or concerns on this issue.
14. Photography and video recording
14.1 Examinations or ‘mock examinations’ may be recorded on video, including:
- as a choice by the RAD teacher.
- where examinations with an examiner visit are made impossible due to global events (e.g. pandemic, civil unrest etc.).
- they are Solo Seal examinations.
- an examination or day of examinations could not take place at the scheduled time and it proved impossible or impractical to reschedule.
- an examiner was not available to conduct examinations.
- it was not possible to show a section of an examination on the day and it was agreed that this could be submitted on video at a later date.
- an enquiry or complaint was made about an examination result and we invited filmed footage of the candidate(s) to be supplied in order to help us resolve the complaint.
- video footage of ‘mock examinations’ was required for the purposes of examiner training, standardisation, quality assurance, and/or controlled comparability studies with other dance awarding organisations.
14.2 Participants/candidates or their parent/guardians should complete the relevant consent forms (generated automatically in RAD Online Exam Entry when the exam entry is made) and RAD Teachers/applicants should retain these for the period until the finalised results have been received and results and certificates sent out, after which they should be deleted.
14.3 We use Planet eStream to upload any such footage. Planet eStream is a secure streaming platform. Teachers can request a login to upload footage, and the software with create a secure link for viewing by relevant staff. Only the teacher and staff with appropriate permissions will be able to see this footage.
14.4 Additionally, the examinations department sometimes uses photography and video recording of individuals for the purposes of external marketing and communications. (Actual examinations will not be used for this purpose). In these instances it will be necessary for participants or their parent/guardian to complete a consent form, which is accompanied with a Privacy Notice and details of how the images and/or footage will be used and for how long they will be retained.
15. Questions and complaints
15.1 Any questions regarding this Privacy Policy, our Privacy Notices, or our privacy practices should be sent by email to exams@rad.org.uk or you can phone +44 (0)207 326 8073.
15.2 If you have a complaint about our privacy practices or the way we have collected, used, retained or disposed of data related to you please email DPO@rad.org.uk or telephone +44 (0)207 326 8000. Alternatively, you can contact the Information Commissioner’s Office by calling their helpline on 0303 123 1113 (in the UK). You can also contact the equivalent national privacy authority in your country, if outside the UK.
16. Review of this policy
16.1 This policy is reviewed annually by the Examinations Regulatory and Standards Committee, in the light of the RAD’s corporate Data Protection policy, and is signed off by the Director of Examinations.
Policy Adopted Date: January 2023
Policy Review Date: March 2023
Circulation:
- RAD website
- Members’ area
- National Directors, National and Regional Managers, and RAD Representatives
Mary Keene
Director of Examinations
Events and Special Projects
Effective Date: 20 Apr 2023
Last updated: 19 Apr 2023
This Privacy Notice is for instances where we collect personal data for RAD events, activities, special projects, and initiatives.
Lawful basis for processing your personal data
- Consent
- Contractual obligation
- Legitimate interests
Where we have gained your consent for activities such as marketing communications, you have the opportunity to withdraw your consent at any time by emailing events@rad.org.uk and requesting removal.
How do we collect information from you?
We obtain information when you:
- Complete online or manual paper forms/invitations
- Speak to us on the telephone, via email, or in person
- Make a payment
- Sign up for the Cvent Event App
What type of information is collected from you?
The personal information we collect may include your:
- Name
- Address
- Email address
- Telephone number
- Home borough
- Title/Salutation
- Job title
- Place of work
- Full-time school
- Date of birth
- Gender
- Nationality
- Exam results
- Credit/debit card information
- Signature
- Dietary requirements
- RAD ID number
- Medical information including Covid-19 status
- Emergency contact name, number, and relation to you
- Photos/videos
- Biography
- Passport details
How is your information used?
We use your information to:
- Process a purchase/order for an activity or event
- Contact you about your participation in an event or activity
- Notify you of changes to our services
- To allow you to obtain a member discount, where applicable
- Send you communications that you have requested and that may be of interest to you, which may include information about new products, services, events, and activities
- Share information with police and emergency services, where there are safeguarding concerns or in an emergency situation
- Share information, where requested, with the local authority in accordance with child performance licensing regulations
- Handle an enquiry or complaint you have made
- Use and/or share your details with appropriate third parties (e.g. venues, catering providers, and other suppliers) in order to help with the planning and delivery of events and to accommodate any special and dietary requirements
- To arrange flight, hotel, and taxi bookings
- Help administer/manage our customer relationship database
- Contact you or your nominated contact, in an emergency situation
- Establish the age range of those involved in an event or activity for monitoring or reporting purposes
- Establish the geographical location of those in an event or activity for monitoring or reporting purposes
- Seek your views or comments on the services we provide.
- To provide you with information about events that you attend via the Cvent App/ Online Portal
- To enable you to register your attendance at events via Cvent
- To enable you to communicate with other attendees at events via the Cvent App/ Online Portal
How long is your information kept?
We review how long we keep personal information on a regular basis. We are legally required to hold some types of information to fulfil our statutory obligations. We hold your personal information on our systems for only as long as is necessary for the relevant activity, or as long as is set out in any relevant contract or agreement you hold with us.
For event attendees, the RAD will keep records of children engaged in any production under which a Body of Persons licence is granted for the life of the licence and for six months after the last performance. This means that information from children participating in each event needs to be kept for the life of the licence, and six months after the last performance that is included in that licence.
Data Security
The Royal Academy of Dance takes data security very seriously. We will ensure personal data will be kept safe and secure against any instances (including but not limited to) loss, misuse, or alteration. If we become aware of any instances where personal data may be compromised in any way, we will work closely with our IT team, DPO, and other parties as necessary to investigate the incident at hand. We have put the relevant procedures and policies in place to investigate, mitigate and report (when needed to relevant parties) such instances.
Third parties and Data Transfers
Events and Special Projects uses third-party processors where needed to carry out certain activities for us. These third parties can be found here. Some of these third parties may be based outside the UK/EEA. Where such data transfers do occur we will ensure the appropriate data transfer agreement is in place.
Questions or Concerns
If you have any questions or concerns about this notice, you can contact events@rad.org.uk.
Facilities
Effective Date: 10 February 2021
Facilities in the RAD play a central role in helping both us and our customers with various activities such as venue hire, health and safety, bookings, post, taxi bookings, and security. Personal data is used in helping with these services and this privacy notice is designed to help give more information.
Lawful basis of processing your personal data
- Consent
- Vital interest
- Legal obligation
- Legitimate interest
Where the lawful basis for processing your information is stated as ‘consent’ above, you have the opportunity to withdraw your consent in writing by emailing facilities@rad.org.uk at any time.
How do we collect information from you?
We obtain information about you when you:
- Complete an online or manual paper application form
- Speak to us on the telephone or in person
- Letters received in the post
- Email communications
- Use our website
What type of information is collected from you?
The personal information we collect may include your:
- Title
- Name
- Address
- Email address
- Telephone number
- Company name
- RAD membership number
- Details related to any accidents/incidents
How is your information used?
We use your information to:
- Process a room or studio hire form booking
- To book you on to a building tour
- Seek your views or comments on the services we provide
- Handle an enquiry or complaint you have made, or
- Contact you in an emergency situation
- Help with accident/incident reporting
- Help us ensure compliance with COVID-19 practices and requirements
- CCTV for the prevention and detection of crime and health and safety purposes
- Help with local travel arrangements as and when needed
- Arrange for courier/postal deliveries with companies such as DHL and the royal mail
How long is your information kept?
We review how long we keep personal information on a regular basis. We hold your personal information on our systems for only as long as is necessary for the relevant activity, or as long as is set out in any relevant contract or agreement you hold with us. If you have any questions or concerns about data retention you can contact us at facilities@rad.org.uk
Data Security
The Royal Academy of Dance takes data security very seriously. We will ensure personal data will be kept safe and secure against any instances (including but not limited to) loss, misuse or alteration. If we become aware of any instances where personal data may be compromised in any way, we will work closely with our IT team, DPO, and other parties as necessary to investigate the incident at hand. We have put into place the relevant procedure and policies in place to investigate, mitigate and report (when needed to relevant parties) such instances.
Third parties and data transfers
Facilities use third-party processors where needed to carry out certain activities for us. These third parties can be found here. Some of these third parties may be based outside the UK/EEA. Where such data transfers do occur we will ensure the appropriate data transfer agreement is in place.
Questions or Concerns
If you have any questions or concerns about this notice you can contact facilities@rad.org.uk.
Faculty of Education
Effective Date: 10 February 2021
The Faculty of Education is an education arm of the RAD. We offer undergraduate and postgraduate courses. We have developed this privacy notice to help you understand how personal data is used within this department.
What is the lawful basis for processing my information?
The lawful bases we rely on for processing personal data:
- Consent
- Contract
- Vital interests
- Legal obligation
- Legitimate interests
How do we collect information from you?
We obtain information about you when you complete manual and/or digital paper application forms for; programme registrations, bursaries, occupational health questionnaires, feedback forms, mentor applications (this list is non-exhaustive)
What type of information is collected from you?
The personal information we collect may include your:
- Name
- Address (home and term)
- Email address
- Telephone number
- Date of birth
- Nationality
- Sex
- Gender identity
- Language skills
- Health and disability information
- GP details
- Photograph
- Education and training
- Dance teaching experience
- Criminal data offences
- Ethnicity
- Religious data
- Work/employment history
- Sexual orientation
- RAD id number
- Army service history
- Passport and visa information (including applications)
- Digital/wet ink signatures
- Video assessments (which includes sound) for applications and examinations
- Financial information
- National insurance number
- Emergency contact details
- Student loan application details
How is your information used?
We use your information to:
- To run and coordinate online and in-person open days and events
- Process an application that you have made for a place on a Faculty of Education programme or module
- Facilitate the admissions process
- Enrol you on a Faculty of Education programme or module
- To generate reports for regulatory requirements (e.g. The Higher Education Statistics Agency, UK)
- Carry out criminal background checks where needed
- Carry out our Safeguarding duties
- To help deliver the programmes enlisted for
- To help run our graduation services and events
- To deliver Alumni services including certificate printing
- To carry out bursary application reviews and bursary payments
- Carry out optional surveys such as welfare surveys, course satisfaction surveys, graduate outcome surveys and National Student Surveys (this is non-exhaustive)
- Maintaining student files in both digital and paper format
- Process external examiner and/or mentor applications
- To help deliver mandatory training for our examiners and mentors
Safeguarding
The Faculty of Education takes the security and welfare of children very seriously and has implemented a Safeguarding function and committee. More information can be found in the RAD’s Safeguarding Policy and Procedures.
Background checks
All applicants for programme of study requiring contact with young people and vulnerable adults will need to comply with the Safeguarding Vulnerable Groups Act 2006, and any subsequent legislation, to ensure they will not be putting at risk young people or vulnerable adults in their care. For UK residents, this is likely to include an Enhanced Disclosure by the Disclosure and Barring Service (DBS) or equivalent, applications for which they are made on their behalf by the RAD or a designated umbrella organisation. Applicants from other countries will need to provide satisfactory police checks or equivalent from their country of residence. For more information and associated costs please contact Registry; registry@rad.org.uk.
Where the FoE receives any details of any offences we will carry out a risk assessment with our HR department and will review and discuss the assessment outcomes (if relevant) with any relevant parties and possibly yourself to help us make a decision. We will ensure the safety and security of any results in accordance with the Data Protection Act 2018.
How long is your information kept?
We review how long we keep personal information on a regular basis. We are legally required to hold some types of information to fulfil our statutory obligations. We typically keep personal data for up to 12 years, however, this may be shorter depending on the nature of the processing. When we are no longer required to keep personal data we will destroy this using appropriate means such as a third party data shredding company.
Data security
The Royal Academy of Dance takes data security very seriously. We will ensure personal data will be kept safe and secure against any instances (including but not limited to) loss, misuse or alteration. If we become aware of any instances where personal data may be compromised in any way, we will work closely with our IT team, DPO and other parties as necessary to investigate the incident at hand. We have put into place the relevant procedure and policies in place to investigate, mitigate and report (when needed to relevant parties) such instances.
Third parties and data transfers
The Faculty of Education uses third-party processors where needed to carry out certain activities for us. These third parties can be found here. Some of these third parties may be based outside the UK/EEA. Where such data transfers do occur we will ensure the appropriate data transfer agreement is in place.
Questions or Concerns
If you have any questions or concerns about this notice you can contact registry@rad.org.uk.
Learning and Participation (Workshops and Short Courses)
Effective date: 29 March 2021
The Learning and Participation department programme a series of extra activities, including Summer Schools, workshops, short courses and competitions, which are offered around the UK and internationally. Whether you are being introduced to the RAD for the first time, or want to try something outside your weekly classes, they provide fun opportunities to explore different dance styles and showcase your performance skills and creativity.
Intensive syllabus-based short courses are designed for students already learning the RAD syllabus and working towards an Examination, and 2-day Boys Only! short courses, designed especially for male-identifying young dancers. Whilst private lessons and personalised programmes offer students and teachers alike, the opportunity to have a bespoke learning experience.
We have developed this privacy notice to help you understand how and why we process personal data.
Lawful basis of processing your personal data
- Consent
- Contract
- Legitimate interests
Where we have gained your consent for activities such as marketing communications you have the opportunity to withdraw your consent at any time by emailing participate@rad.org.uk and requesting removal.
How do we collect information from you?
We obtain information about you when you:
- Complete an online application/registration form
- Speak to us on the telephone, in person, or via email
- Make a payment (online via Eventbrite or over the phone)
- Use our websites
- Complete a survey
- When registering for our mailing list
What type of information is collected from you?
The personal information we collect may include your:
Parent/Guardian information:
- Name
- Email address
- Telephone number
- Credit/debit card information
Freelancers/Dance Artists:
- Name
- Address (including regional location)
- Email address
- Telephone number
- CV information
- Biography
- Qualifications
- Dance/Teaching experience
- Health information
- Passport details
- Bank information
- Headshot
- Photo and filming permissions
Student information:
- Name
- Address
- Date of birth
- Academic school details (name and address) junior applicants only
- Medical information
- Emergency contact name, number, and relation to you
- Equality, diversity, and inclusion monitoring information (e.g. religion) (this is optional data and not mandatory to be provided. This helps us with our equality and diversity monitoring)
- Dance experience/level (grade) and training
- Headshots (for competitions/bursaries)
- Student membership ID number
- Gender
- Sibling details
- Photo and filming permissions
- Marketing preferences
How is your information used?
We use your information to:
- Process an application that you have made for an activity (class, course or programme of study) or event
- Process payment for the activity/event
- Administer entries into a competition
- Seek your views or comments on the services we provide
- Notify you of changes or confirmation of our services
- Send you communications which you have requested and that may be of interest to you, which may include information about new products, services, events, and activities
- Handle an enquiry or complaint you have made
- Contact you in an emergency situation
- Treat you in an emergency first aid situation, and
- Create registers to share with teachers, faculty and course attendants
- Process applications to become a freelancer/teacher
- For freelancers/teachers only; use your headshot and experience information for marketing and promotional purposes
- For teachers/students; use your headshots in competition programmes
- To create registers for activities and to allow teachers to plan the content of the lessons
- To pay invoices
- To create certificates of participation
- To help arrange flight/travel and hotel bookings where required (teachers/freelancers only)
- To make a record of the day and promote future opportunities
Safeguarding
The Learning and Participation department takes the security and welfare of children very seriously and has implemented a Safeguarding function and committee. More information is in the RAD’s Safeguarding Policy & Procedures.
Background checks
All dance artists/freelancers requiring contact with young people and vulnerable adults will need to comply with the Safeguarding Vulnerable Groups Act 2006, and any subsequent legislation, to ensure they will not be putting at risk young people or vulnerable adults in their care. For UK residents, this is likely to include an Enhanced Disclosure by the Disclosure and Barring Service (DBS) or equivalent, applications for which they are made on their behalf by the RAD or a designated umbrella organisation.
The Learning and Participation department will not carry out background checks of dance artists/freelancers, however, we require you to have carried these out before confirming employment with us. We will require you to have carried out an Enhanced Background Check every year in which RAD Human Resources (HR) will send to you the relevant instructions and requirements. RAD HR will not share the result of the checks with Student Activities (or any other third party) but will verify when DBS is issued to confirm suitability of employment with the Learning and Participation department.
How long is your information kept?
We review how long we keep personal information on a regular basis. We are legally required to hold some types of information to fulfil our statutory obligations. We hold your personal information on our systems for only as long as is necessary for the relevant activity, or as long as is set out in any relevant contract or agreement you hold with us.
Data security
The Royal Academy of Dance takes data security very seriously. We will ensure personal data will be kept safe and secure against any instances (including but not limited to) loss, misuse or alteration. If we become aware of any instances where personal data may be compromised in any way, we will work closely with our IT team, DPO and other parties as necessary to investigate the incident at hand. We have put into place the relevant procedure and policies in place to investigate, mitigate and report (when needed to relevant parties) such instances.
Third parties and data transfers
The Learning and Participation department use third-party processors where needed to carry out certain activities for us. These third parties can be found here. Some of these third parties may be based outside the UK/EEA. Where such data transfers do occur we will ensure the appropriate data transfer agreement is in place.
Questions or Complaints
If you have any questions or complaints to this notice or about workshops and short courses, including summer events at the RAD, please send an email to participate@rad.org.uk.
Library and Archive Services
Effective Date: 26 April 2021
The Wolfson Library houses one of the largest specialist dance collections in the UK. The open-access collections include books, journals, CDs, DVDs, conference proceedings, resource packs, exhibition and auction catalogues and Benesh Movement Notation Scores. The dance collection is supplemented by resources in the related fields of pedagogy, music, anatomy and physiology. Materials in the archives and special collections include rare books, theatre programmes, photographs, costume designs, pictures and artefacts, as well as audio-visual materials and paper-based documents and correspondence. We have created this privacy notice to inform you how we process personal data.
Lawful basis on processing personal data:
- Contractual obligation
- Legitimate interests
How do we collect information from you?
We obtain information when you:
- Enrol as a student/staff member with library privileges
- Complete an electronic or manual paper application form
- Contact us by e-mail or letter
- Speak to us on the telephone or in person
- Make a payment
- Contact us through the online library catalogue or social media
- Make a donation
What type of information is collected from you?
The personal information we collect may include:
- Name
- Address
- Email address
- Telephone number
- Photographic image
- Library or RAD membership no.
- Programme details & dates (rad students)
- Department/employment details & dates (rad staff)
- Resource or research interests/level or purpose of research
- Institution or employer (non-RAD)
- Credit/debit card information
How is your information used?
We use your information to:
- Process an application that you have made for library membership
- Communicate with you regarding your library borrowers account
- Process a request for resources or information services
- Process payments for information services or library fees
- Process resources which you have donated
- Notify you of changes to library opening hours or resource availability
Archiving
The RAD library has an archiving function in where various materials as described above form part of our library and archives. You can find more information on our archiving service here.
Where the RAD uses archiving for our own purposes which can involve the use of personal data, we do so in line with our legitimate interests and where the processing is being carried out with a view to the publication of some journalistic, academic, artistic or literary material under data protection legislation.
This means there is no specific data retention period for archiving as the materials submitted may fall under journalistic, academic, artistic or literary material, however, if you do have any concerns about any material submitted to archiving which may concern you please contact library@rad.org.uk where someone within our team may be able to further assist you where possible.
How long is your information kept?
We review how long we keep personal information on a regular basis. We are legally required to hold some types of information to fulfil our statutory obligations. We hold your personal information on our systems for only as long as is necessary for the relevant activity, or as long as is set out in any relevant contract or agreement you hold with us.
As mentioned above for archiving there is no set data retention period as the materials for the library and archives may fall under journalistic, academic, artistic or literary material under data protection legislation.
Enquiries that come to the Library & Archives department through RAD social media channels may be processed in line with other requests for resources or information services. In these circumstances, the personal information which is initially collected is limited to name and resources required or area of research interest. If the enquiry progresses we may ask you to provide us with your direct contact details.
Data security
The Royal Academy of Dance takes data security very seriously. We will ensure personal data will be kept safe and secure against any instances (including but not limited to) loss, misuse or alteration. If we become aware of any instances where personal data may be compromised in any way, we will work closely with our IT team, DPO and other parties as necessary to investigate the incident at hand. We have put into place the relevant procedure and policies in place to investigate, mitigate and report (when needed to relevant parties) such instances.
Third parties and data transfers
Library and Archives use third-party processors where needed to carry out certain activities for us. These third parties can be found here. Some of these third parties may be based outside the UK/EEA. Where such data transfers do occur we will ensure the appropriate data transfer agreement is in place.
Questions or Concerns
For more information, you can contact library@rad.org.uk
Membership Services
Effective date: 1 July 2023
The RAD Global Membership Services department provides information and support to existing members of the RAD and those who would like to become a member. The membership scheme enables members to receive updates and access benefits. Personal data is needed to process new member applications and to carry out other functions as stated below (“How is your information used?”). The Global Membership Services processes are conducted from the RAD Headquarters in London, UK.
Lawful basis of processing your personal data
- Consent
- Contractual obligation
- Legal obligation
- Legitimate interests
How do we collect information from you?
When you:
- Complete an online application form
- Speak to us on the telephone
- Provide information via email or post
- Make a payment (including via cheque, BACs, direct debit etc.)
- Through the Members area of the RAD website
- Complete a survey
- Make a donation
What type of information is collected from you?
- name
- address
- email address
- telephone number
- date of birth
- gender
- teaching contact details
- credit/debit card information; including bank details for Direct Debit payers
- job vacancy listings including contact details
- biography
- photographs
- qualifications
- supporting evidence (e.g. doctors letters, social security letters, benefit statements etc)
- proof of full-time education
- membership ID number
- Proof of Criminal Record Check
- CV or record of employment history
How is your information used?
We use your information to:
- process an application or renewal that you have made for RAD membership
- seek your views or comments on the services we provide
- notify you of changes to our services
- send you communications which you have requested and that may be of interest to you, which may include information about new products, services, events, and activities
- deal with entries into a competition
- handle an enquiry or complaint
- advertise your job listing
- publish your online listing (teaching members)
- publish your Life Member profile
- keeping track of your CPD status
- process applications for Membership fee discount eligibility
- process any refunds that may be applicable
Background Checks (Teaching Members Only)
Due to the nature of the work that teaching members carry out which involves working with children and vulnerable adults, it is a requirement that teaching members have a criminal record check every 3 years. A declaration of this will be required upon application, and you may be asked to provide proof if selected for the annual CPD audit. Any proof provided will be immediately and safely disposed of following receipt and verification. The RAD will not carry out these checks as we do not have official authority to do so under the Data Protection Act 2018. Individual members in the UK can obtain an enhanced DBS check though Due Diligence Checking (https://www.ddc.uk.net/). Where we receive any details of any offences the Membership department will review and discuss the details (if relevant) with any relevant parties and possibly yourself to help us make a decision. We will ensure the safety and security of any results in accordance with the Data Protection Act 2018.
How long is your information kept?
We review how long we keep personal information on a regular basis. We are legally required to hold some types of information to fulfil our statutory obligations. We hold your personal information on our systems for only as long as is necessary for the relevant activity, or as long as is set out in any relevant contract or agreement you hold with us.
When a member lapses their membership, we invite them to update their contact preferences and give them the opportunity to opt-in to non-members newsletters.
Complaints
If you have any complaints to this notice or about Membership at RAD, please send an email to complaints@rad.org.uk
Step into Dance
Effective date: 2 March 2021
Step into Dance is one of the largest inclusive dance programme in the UK. Its aim is to empower young people and widen their opportunities within dance. We have designed this privacy policy to help inform you of how your personal data will be used by the Step into Dance team within the RAD. Find out more about Step into Dance.
Lawful basis of processing your personal data
- Consent
- Contract
- Legitimate interests
Where we have gained your consent for activities such as marketing communications you have the opportunity to withdraw your consent at any time by emailing stepintodance@rad.org.uk and requesting removal.
How do we collect information from you?
We obtain information about you when you:
- Complete an online or paper application form
- Speak to us on the telephone, in person, or through email
- Make a payment
- Use our website
- Complete a survey
What type of information is collected from you?
The personal information we collect may include:
Parent/Guardian information:
- Name
- Address
- Email address
- Telephone
- Bank details (if company fees are paid via cheque)
- Photography and film consent
Student information:
- Name
- Address
- Email address
- Telephone number
- Date of birth
- Gender identity
- Access/support needs of students on the Step into Dance programme
- Emergency contact details
- School details
- Interest and experience in dance
- Rationale for applying for a specific opportunity e.g. Half term projects, ambassador scheme
- Photography and film consent
Freelance Step Teacher details:
- Name
- Address
- Email address
- Telephone number
- Date of birth
- Emergency contact details
- Dance training and experience
- Photography and film consent
- Invoice banking details
How is your information used?
We use your information to:
- Process an application that you have made for an activity (e.g. Class, project or event)
- Maintain communication with you about the activity you have shown interest in
- Process an order for a product or other service e.g. Paying for step company dancer fees or invoicing you for weekly step classes in your school
- So that we can provide support and accommodate the needs of young people on the Step into Dance programme
- Seek your feedback on your experience of the step into dance programme in relation to a specific event or project that you have participated in
- Notify you of changes to our services;
- Send you communications which you have requested and that may be of interest to you, which may include information about new products, services, events, and activities
- Handle an enquiry or complaint you have made
- Contact you in an emergency situation.
- Treat you in an emergency first aid situation
- Create registers to share with the relevant step into dance teacher, guest workshop facilitators, step into dance team
Safeguarding
The RAD Step Into Dance takes the security and welfare of children very seriously and has implemented a Safeguarding function and committee. More information can be found in the RAD’s Safeguarding Policy and Procedures.
Background checks
All Step Into Dance practitioners requiring contact with young people and vulnerable adults will need to comply with the Safeguarding Vulnerable Groups Act 2006, and any subsequent legislation, to ensure they will not be putting at risk young people or vulnerable adults in their care. For UK residents, this is likely to include an Enhanced Disclosure by the Disclosure and Barring Service (DBS) or equivalent, applications for which they are made on their behalf by the RAD or a designated umbrella organisation.
Step Into Dance will not carry out background checks of practitioners, however, we will require you to have carried these out before confirming employment with us. We will require you to have carried out an Enhanced Background Check every year in which RAD Human Resources (HR) will send to you the relevant instructions and requirements. RAD HR will not share the result of the checks with Step Into Dance (or any other third party) but will verify when DBS is issued to confirm suitability of employment with Step Into Dance.
How long is your information kept?
We review how long we keep personal information on a regular basis. We are legally required to hold some types of information to fulfil our statutory obligations. We hold your personal information on our systems for only as long as is necessary for the relevant activity, or as long as is set out in any relevant contract or agreement you hold with us.
Data security
The Royal Academy of Dance takes data security very seriously. We will ensure personal data will be kept safe and secure against any instances (including but not limited to) loss, misuse or alteration. If we become aware of any instances where personal data may be compromised in any way, we will work closely with our IT team, DPO and other parties as necessary to investigate the incident at hand. We have put into place the relevant procedure and policies in place to investigate, mitigate and report (when needed to relevant parties) such instances.
Third parties and data transfers
Step Into Dance uses third-party processors where needed to carry out certain activities for us. These third parties can be found here. Some of these third parties may be based outside the UK/EEA. Where such data transfers do occur we will ensure the appropriate data transfer agreement is in place.
Questions or Concerns
For more information, you can contact stepintodance@rad.org.uk
Third-party Policy
Effective Date: 09/02/2021
As mentioned in our Privacy Notice, we use third parties to help us with certain activities which may involve processing of personal data where needed and we have entered into the relevant data processing/sharing agreement with them where required. The below list is an overview of third parties we use. Please note this list is regularly updated and reviewed so we advise you visit this list time to time.
Benesh International:
- Cvent (USA) – Online event management event software which allows for event ticketing and registration. Also provides a payment service.
- Dotdigital (UK) – Email and marketing tool.
- Microsoft (USA) – Email comms, Azure cloud services, Teams video calls and other Microsoft use.
CPD:
- Co assemble (eCoach) (Australia) – Online learning platform software.
- Concur (USA) Part of SAP – Travel, expense and invoice tool.
- Cvent (USA) – Online event management event software which allows for event ticketing and registration. Also provides a payment service.
- Dotdigital (UK) – Email and marketing tool.
- GoToWebinar (USA) – Webinar platform and online conferencing software.
- Microsoft (USA) – Email comms, Azure cloud services, Teams video calls and other Microsoft use.
- Moodle (UK) – Virtual Environment Learning (VLE) software.
- Synology (UK) – Global document storage and sharing software.
- TES/EduCare (UK) – E-learning provider.
- Third-party flight/travel/hotel booking providers and Embassies (Global) Various parties used around the globe for flight/travel/hotel bookings and visa registrations where needed.
Development and Fundraising:
- Blackbaud/Raiser’s Edge NXT (USA) – Donor relationship management platform which provides a donation platform and enables email communications to donors and supporters.
- Cvent (USA) – Online event management event software which allows for event ticketing and registration. Also provides a payment service.
- JustGiving (UK) – Charity portal.
- Microsoft (USA) – Email comms, Azure cloud services, Teams video calls and other Microsoft use.
Events and Special Projects:
- Cvent (USA) – Online event management event software which allows for event ticketing and registration. Also provides a payment service. A downloadable APP that will provide attendees at events the ability to register on arrival, see information about the day and see who is attending (if consented to).
- EMMA (UK) – Event management and fundraising platform.
- Microsoft (USA) – Email comms, Azure cloud services, Teams video calls and other Microsoft use.
- Momentive (USA) – Email and marketing tool.
- Third-party flight/travel/hotel booking providers (UK) Various parties used around the UK for flight/travel/hotel bookings.
- Zoom (USA) – Video/web/webinar conferencing tool.
Exams:
- Dotdigital (UK) – Email and marketing tool.
- Dropbox (USA) – Online cloud storage facility.
- Eventbrite (USA) – Event management platform.
- Fluid Branding (UK) – Promotional Products, Corporate Gifts & Branded Merch.
- Google Drive (USA) – Online cloud storage facility.
- Microsoft (USA) – Email comms, Azure cloud services, Teams video calls and other Microsoft use.
- Moodle (UK) – Virtual Environment Learning (VLE) software.
- Parnasus (UK) – Online learner management system.
- Planet E Stream (UK) – Photo library management software.
- Postal Logistics (UK) – Mailing company.
- Sage Pay (UK) – Travel, expense and invoice tool.
- Stephen Austin (UK) – Examination printing and distribution.
- Synology (UK) – Global document storage and sharing software.
- Vimeo (USA) – Online cloud storage facility used to save videos.
- Zoom (USA) – Video/web/webinar conferencing tool.
Facilities:
- Addison Lee (UK) – Taxi company.
- Dial-a-Cab (UK) – Taxi company.
- InXpress (UK) – Mailing company.
- Microsoft (USA) – Email comms, Azure cloud services, Teams video calls and other Microsoft use.
- Royal Mail (UK) – Mailing company.
- The Keen Group (UK) – Taxi company.
Faculty of Education:
- CAS Group (UK) – Archive storage provider.
- DDC Ltd (UK) – DBS check provider.
- Ede & Ravenscroft (UK) – Graduation services including gown wear and ticketing.
- Cvent (USA) – Online event management event software which allows for event ticketing and registration. Also provides a payment service.
- First Sight Media (UK) – Digital ceremony company for virtual graduations.
- Microsoft (USA) – Email comms, Azure cloud services, Teams video calls and other Microsoft use.
- Moodle (UK) – Virtual Environment Learning (VLE) software.
- OpenAthens (UK) – Online student resource/library centre.
- Parnassus (UK) – Online learner management system
- Momentive (USA) – Email and marketing tool.
- Synology (UK) – Global document storage and sharing software.
- Vimeo (USA) – Online cloud storage facility used to save videos.
- Zoom (USA) – Video/web/webinar conferencing tool.
Finance:
- Access Dimensions (UK) – Finance software.
- Concur (USA) Part of SAP – Travel, expense and invoice tool.
- Cvent (USA) – Online event management event software which allows for event ticketing and registration. Also provides a payment service.
- Microsoft (USA) – Email comms, Azure cloud services, Teams video calls and other Microsoft use.
- Thomas Higgins (UK) – Debt recovery company.
Human Resources:
- Access Select HR (UK) – HR management software.
- Aegon (UK) – Pension provider.
- Arthur J Gallagher (UK) – Pension provider.
- DDC Ltd (UK) – DBS check provider.
- Iris (UK) – Payroll system.
- Microsoft (USA) – Email comms, Azure cloud services, Teams video calls and other Microsoft use.
Library & Archives:
- Liberty/Softlink (Australia) – Library management software.
- Microsoft (USA) – Email comms, Azure cloud services, Teams video calls and other Microsoft use.
- Synology (UK) – Global document storage and sharing software.
- PSP Asset Protection (UK) Library security software.
Marketing:
- Kantar (UK) – Market research company.
- Dotdigital (UK) – Email and marketing tool.
- Microsoft (USA) – Email comms, Azure cloud services, Teams video calls and other Microsoft use.
- Planet E Stream (UK) – Photo library management software.
- Sprout (USA) – Social media management tool.
- Momentive (USA) – Email and marketing tool.
- Various social media channels (USA) Facebook, Twitter, Youtube etc
- Various UK based photographers (UK) To help take photos for various print/media publications
Membership:
- DDC Ltd (UK) – DBS check provider.
- Dotdigital (UK) – Email and marketing tool.
- Freed (UK) – Online dancewear shop.
- Microsoft (USA) – Email comms, Azure cloud services, Teams video calls and other Microsoft use.
- Parnassus (UK) – Online learner management system.
- Postal Logistics (UK) – Mailing company.
- Royal Graphics (UK) – Print company.
- Synology (UK) – Global document storage and sharing software.
RAD Enterprises:
- Global Iris (UK) – Global payment portal.
- Microsoft (USA) – Email comms, Azure cloud services, Teams video calls and other Microsoft use.
- Parcel Force (UK) – Mailing company.
- Postal Logistics (UK) – Mailing company.
- Preview (UK) – Website support/e-newsletter distributor.
- Royal Mail (UK) – Mailing company.
- Zencart (Canada) – E-Commerce platform.
Step Into Dance:
- Dotdigital (UK) – Email and marketing tool.
- Google (USA) – To help produce Google forms.
- Microsoft (USA) – Email comms, Azure cloud services, Teams video calls and other Microsoft use.
- Synology (UK) – Global document storage and sharing software.
- Zoom (USA) – Video/web/webinar conferencing tool.
Student Activities/Dance School/Dance Studies:
Zoom (USA) – Video/web/webinar conferencing tool.
AQA (UK) – Examinations portal.
Dance Biz (USA) – Student enrolment system.
Cvent (USA) – Online event management event software which allows for event ticketing and registration. Also provides a payment service.
Key Travel (UK) – For flight/travel/hotel bookings.
Microsoft (USA) – Email comms, Azure cloud services, Teams video calls and other Microsoft use.
Moodle (UK) – Virtual Environment Learning (VLE) software.
Synology (UK) – Global document storage and sharing software.
Privacy Notice review
We review this notice annually or as and when changes in legislation or internal procedures require it. This notice is reviewed by the Information Management Committee, Executive Board and Board of Trustees.