4. OSPA Parent Privacy Notice
Nov 08, 2026 10:25 AM
For Parents, Guardians and Carers
Effective date: October 2026
Last reviewed: September 2026
OSPA respects the privacy of our students, parents, guardians and carers. This Privacy Notice explains how we collect, use, store and protect personal information when you register with OSPA, attend classes, take part in performances, competitions, examinations or other OSPA activities, or communicate with us.
OSPA handles personal information in accordance with applicable UK data protection law, including the UK GDPR and Data Protection Act 2018, as amended by applicable legislation.
1. Who We Are
The organisation responsible for your personal information is:
Legal name: One School of Performing Arts Limited ("OSPA")
Email: info@ospaacademy.co.uk
Telephone: 07746 423 699
For data protection enquiries, please contact:
Principal: Danielle Looker
Email: info@ospaacademy.co.uk
Telephone: 07746 423 699
2. What Information Do We Collect?
Depending on your relationship with OSPA and the activities your child takes part in, we may collect:
student's name, date of birth, age and address
parent, guardian or carer names and contact details
emergency contact and authorised collection information
class, attendance and participation information
information about performances, competitions and examinations
payment and fee information
medical conditions, allergies, disabilities and additional needs
medication or emergency-care information
information relating to accidents or incidents
safeguarding information where necessary
photographs and video recordings where permitted
correspondence, enquiries, complaints and feedback
information provided through OSPA's online systems and booking platform
We aim to collect only information that is necessary and relevant to the services and activities we provide.
3. Why Do We Use Your Information?
We use personal information to:
register and manage students
organise classes, timetables and attendance
communicate with parents, guardians and carers
organise rehearsals, performances, competitions and examinations
administer fees and payments
understand and support medical, accessibility and additional needs
maintain health and safety
respond to accidents, emergencies and incidents
protect children and support safeguarding
manage authorised collection arrangements
deal with enquiries, concerns and complaints
comply with our legal and regulatory responsibilities
maintain appropriate records
protect the safety and security of students, staff and visitors
Where appropriate and permitted, photographs and recordings may also be used to document OSPA activities or promote OSPA.
This is managed under our Photography and Filming Policy.
4. Our Legal Basis for Using Information
Data protection law requires OSPA to have a lawful basis for using personal information.
Depending on the circumstances, we may rely on:
Contract – for example, to provide classes and manage enrolment and payments
Legal obligation – where we are required by law to keep or provide information
Legitimate interests – where necessary for the effective and safe running of OSPA and where those interests are not overridden by an individual's rights. This may include administering and managing OSPA, communicating with families, maintaining appropriate records, maintaining security, and protecting students, staff and visitors.
Consent – where consent is the appropriate legal basis, for example for certain optional photography, filming or promotional activities
Vital interests – where information is necessary to protect someone's life or safety in an emergency
We will not ask for consent where another lawful basis is more appropriate.
Where we rely on consent, you can withdraw your consent at any time by contacting us using the details in Section 11. Withdrawal does not affect processing that took place before consent was withdrawn.
Some information is necessary for us to provide our services safely and effectively. Where information is required for enrolment, payment, safeguarding, health and safety or another contractual or legal purpose, failure to provide it may mean that we are unable to provide a particular service or activity. Where information is optional, we will make this clear where appropriate.
5. Health, Medical and Safeguarding Information
Some information, such as medical information, allergies and certain safeguarding information, receives additional protection under data protection law. Where we process health or other special category information, we do so only where permitted by applicable data protection law and where the additional requirements for handling this type of information are met.
OSPA may need to collect and use this information to protect a student's health, safety and wellbeing and to meet our safeguarding responsibilities.
Safeguarding information may be shared with appropriate organisations or professionals, such as children's social care, the police, healthcare professionals or safeguarding authorities, where this is necessary and lawful.
In safeguarding situations, information may sometimes need to be shared without parental consent where the law permits or requires this, or where obtaining consent could place a child or another person at greater risk.
OSPA's safeguarding arrangements are set out in our Safeguarding and Child Protection Policy.
Designated Safeguarding Lead: Michelle Herbert
Deputy Designated Safeguarding Lead: Hayleigh Pain
Principal: Danielle Looker
6. Who Might We Share Information With?
We only share personal information where there is a lawful and appropriate reason to do so.
Depending on the circumstances, information may be shared with:
OSPA teachers, teaching assistants and administration staff who need the information for their role
venues where OSPA operates
examination or awarding organisations
competition and event organisers
appropriate service providers who support OSPA's administration, including Studio Pro
payment providers
professional advisers or insurers where necessary
healthcare professionals or emergency services
children's social care, police or other safeguarding authorities where necessary
other organisations where we are legally required or permitted to provide information
We will not sell students' personal information.
OSPA will not disclose confidential information about one student or family to another parent, guardian or family unless there is a lawful and appropriate reason to do so.
7. Photography, Filming and Social Media
OSPA may take photographs or record video during classes, rehearsals, performances, competitions and other activities.
Photography and filming are managed in accordance with our Photography and Filming Policy.
Where consent is required and is the appropriate lawful basis, OSPA will obtain consent before using images for the relevant purpose.
Parents, guardians and students must also respect the privacy of other students and must not photograph, film or publicly share identifiable images of other children without an appropriate basis or permission.
8. Keeping Information Safe
OSPA takes reasonable steps to protect personal information against:
unauthorised access
loss or theft
accidental disclosure
inappropriate use
alteration or destruction
Access to personal information is restricted to staff who have a genuine need to use it for their role.
Particular care is taken with sensitive information, including medical and safeguarding information.
9. How Long Do We Keep Information?
OSPA keeps personal information only for as long as it is reasonably necessary for the purposes for which it was collected and to meet applicable legal, safeguarding, financial, insurance or other legitimate requirements.
Different types of information may be kept for different periods.
OSPA maintains internal retention and disposal arrangements which determine when information should be securely deleted or destroyed.
Where information is no longer required, it will be securely disposed of or anonymised where appropriate.
10. International Transfers
OSPA uses third-party service providers to help us manage our services and personal information. Some of these providers, including Studio Pro, may process or store personal information outside the UK, including in the United States.
Where personal information is transferred outside the UK, OSPA will ensure that the transfer is made in accordance with applicable UK data protection law and that appropriate safeguards are in place to protect personal information.
These safeguards may include transferring information to a country recognised by UK law as providing an adequate level of protection, or using appropriate contractual safeguards where required.
Further information about international transfers and the safeguards relied upon can be requested from OSPA using the contact details in Section 11.
11. Your Data Protection Rights
Depending on the circumstances, you may have rights including:
the right to know how your information is being used
the right to request a copy of your personal information
the right to ask us to correct inaccurate information
the right to ask us to delete information in certain circumstances
the right to ask us to restrict how information is used in certain circumstances
the right to ask for certain personal information to be provided to you or transferred to another organisation, where applicable
the right to object to certain types of processing
the right to withdraw consent where processing is based on consent
Children also have their own data protection rights. The way those rights are exercised may depend on the child's age, maturity and understanding.
OSPA will consider requests concerning children's information carefully and in accordance with applicable data protection law.
12. How to Contact Us
If you have a question about this Privacy Notice, want to exercise a data protection right, or have a concern about how OSPA uses personal information, please contact:
Principal: Danielle Looker
Email: info@ospaacademy.co.uk
Telephone: 07746 423 699
We may need to confirm your identity before responding to certain requests.
If you are making a request about a child's personal information, we may also need to consider the child's age, maturity, understanding and circumstances before responding.
13. Complaints
If you are unhappy with how OSPA has handled your personal information, please contact us first so that we can investigate your concern.
You also have the right to complain to the Information Commissioner's Office (ICO), the UK's independent data protection regulator.
Information Commissioner's Office
Website: ico.org.uk
14. Changes to This Privacy Notice
We may update this Privacy Notice from time to time to reflect changes in our services, systems, legal requirements or the way we process personal information.
The latest version of this Privacy Notice will be available on the OSPA website:
https://www.ospa-academy.co.uk/
A link will also be provided through OSPA's parent portal:
https://app.gostudiopro.com/online/ospa1academy
Related OSPA Policies
This Privacy Notice should be read alongside:
OSPA Code of Conduct
Safeguarding and Child Protection Policy
Photography and Filming Policy
Health and Safety Policy
Complaints Policy
Terms and Conditions
Document owner: OSPA
Version: 1.0
Effective date: October 2026
Last reviewed: September 2026
Review date: September 2027