Song Squad General Data Protection Regulation Policy (Online Acceptance)

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

What information we collect from you:
• In order for a child to Enrol in classes with Song Squad we are required to collect personal details - Name of Child, D.O.B, Name of Parent, Contact Address, Number & Email, Emergency Contact details & medical information. All of this information is gathered for safety requirements.
• If we require further details, relating to future events (for example, but not limited to) permission for your child to participate in a Song Squad show held in a public theatre/space or permission for your child to compete in a Performance Festival, relevant paperwork will be required & information will be handled & stored in accordance with our GDPR Policy.

How & Where we store your information:
• All hard copies of forms (eg Enrolment forms / Permission forms) are stored in a locked filling cabinet or in a portable locked filling case & transported to each class. When a student leaves Song Squad their form is archived securely for a reasonable amount of time, then shredded after the retention period.
• Student & Parent/Guardian information is taken electronically when registering on our Parent Portal. When a student leaves Song Squad their information is archived securely for a reasonable amount of time, then deleted after the retention period.
• All information held on our computer system is password protected & files are encrypted.
• Photographs & Videos - Any hard copies of images/videos are kept in a locked cabinet & electronic images/videos are stored on our computer system which is password protected & files are encrypted.

What we use your information for:
• Registers - used to mark attendance. Stating Child’s name, age, medical details & emergency contact details. Only Song Squad staff have this information for quick access in the event of an emergency.
• E-mail - is registered on our computer system for creating invoices, sending out newsletters via MailChimp email provider & other important communication such as details of holiday clubs, public performance etc.
• Contact Number - in case of an emergency, to text lesson/rehearsal updates.
• Show Programme - names of performers & helpers/volunteers in the credits.
• Council - Child’s name, DOB, address, school & contact details - to apply for exemption licence for any shows that Song Squad hold.
• In the event of a COVID-19 case confirmed as positive, we will pass on details of the children and teachers identified as being at risk to a third party, such as the Government or NHS Track & Trace system, assisting in preventing the spread of the virus.

Who has access to your information:
• Staff at Song Squad will have access to class registers
• Admin Staff have access to our computer system for sending out newsletters & other important communication such as details of holiday clubs, public performance etc.
• We use Dance Studio Pro for online registration & to send our email/invoice communication. Dance Studio Pro are GDPR compliant.
• We use WeTransfer or MailChimp to send attachments including music & lyric files for you to download. WeTransfer & MailChimp are GDPR compliant.

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

On accepting these terms, you are confirming you have read The Squad Terms & Conditions & Song Squad General Data Protection Regulation Policy which can be viewed via our parent portal or by request.

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

Health Information and Medical Declaration

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

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

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

Photography & Videography Policy

At Song Squad we find using photography & videography a very useful tool for our students as they can watch the footage at home & practise. It is also a lovely way to record the children's achievements, special moments such as public performances & share with family. Song Squad are keen to use photos & videos to help promote classes.

Safeguarding the children is our priority & images/videos are only used in the following way -
We will never use identifying information including name, surname & location in conjunction with any video or digital images.
We ask permission from parents/guardians when they enrol their child with Song Squad whether or not they agree to photography/filming.
We will use group videos & photos to promote our classes via our website, social media or printed media such as flyers, banners, theatre programmes & newsletters.

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

In the event of an external photographer or videographer being used by Song Squad we will require a copy of their Safeguarding & GDPR policies, as well as proof of identification & DBS certificates. All files would be transferred via a secure electronic file transfer system.

Photography & Videography Consent
I, the parent/guardian of my child(ren) attending The Squad classes, give permission for Song Squad to use video footage or photographs of my child,
This usage may include (but is not exclusive to):

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

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

I do understand that any identifying information including name, surname & location will not be used in conjunction with any video or digital images.
Any children who have requested not to be filmed or photographed as per our Photography & Videography Policy will be blurred out.

Song Squad covers all classes including Street Squad & Show Squad

Please note all personal information given will only be used for the purposes detailed in the Song Squad General Data Protection Regulation Policy.

REGISTRATION

1. Fees are payable for a full period (half termly) to secure your child's space in the Squad by the first class of each half term. Bacs transfer or Cash accepted in sealed named envelope (cheques not accepted).
2. Places are limited & therefore allocated on a first come, first served basis.
3. No refunds will be given for classes missed due to illness / injury - we will however let you join another location to catch up on a missed session (subject to place availability). In the event of a long-term illness or injury, fees may be refunded at the discretion of the Song Squad Director.
4. If a student is asked to leave the Squad due to a breach of terms set out in within this document, they will not be refunded.
5. A health declaration must be made for your child & emergency contact details given.
6. If you decide to leave The Squad part way through a term unfortunately, we are unable to offer a refund.
7. Any classes cancelled by The Squad due to unforeseen circumstances will be re-scheduled or a credit will be added to your account.
8. Lockdown and Pandemic - if Song Squad are not able to operate classes due to force majeure, government regulations, or localised lockdowns we will transfer classes online via a video conferencing programme (such as Zoom). No refunds will be offered. If a child, or household member is instructed to self-isolate by the government or NHS Track & Trace system, an online class will be accessible for that student. If a student is unwell & cannot take part, this is classed as a missed session as detailed above in Point 3.
9. Parents/Guardians are not required to stay on site for the duration of the class. We find children can get distracted with parents/guardians’ present. Our aim is to help build independence & confidence within the children.
10. Photographs and videos of students may be taken and used as promotional material on our website and/or social media. Any children who have requested not to be filmed or photographed as per our Photography & Videography Policy (you must select "OPT-OUT") & will be blurred out.


STUDENT AND PARENT/GUARDIAN CODE OF CONDUCT

At Song Squad we aim to maintain a secure, caring and stimulating environment in which children and their parent/guardians are encouraged to have respect for themselves and each other. Students and parents/guardians are expected to act in a responsible manner when attending class, performances or any other event in which the Squad are present agreeing to the following.

11. Using respectful, appropriate language towards other students, teachers and parents
12. Showing respectful behaviour towards other students, teachers and parents
13. Treating our venues, hired spaces, communal areas with respect
14. Abiding by the new regulations in light of the Covid-19 pandemic, helping to ensure the safety of all students, teachers, parents/guardians and the wider community

Bullying of any kind is not tolerated and should be brought to the Directors (and/or teachers) attention immediately. Any breaches of the above code of conduct can result in immediate dismissal from class.

Additional points -

15. Uniform - There is no set uniform required, however please make sure your child is able to move freely & suitable footwear is worn. We recommend wearing t-shirt, shorts/leggings & trainers. (Squad Uniform is available to purchase via the parent portal).
16. No Heelies, flip-flops or crocs are permitted in class
17. Please ensure your child has a drinking bottle with them
18. No fizzy drinks, snacks or food are allowed in class
19. Mobile phones should be inside bags & on silent
20. No toys, books or other personal items are permitted in class