Privacy Policy

Please see the privacy policies and notices for each Royal Academy of Dance department below.

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

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

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.

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.

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

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

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.

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.

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.

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.

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

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

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

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.