Discover Artists: Professional Performance Training (“we”, “us”, “our”) is committed to protecting
the personal information of students, parents/carers, staff, and freelancers in compliance with the
General Data Protection Regulation (GDPR) 2018. This policy explains how we collect, use, store,
and share personal data in the context of our performing arts training programme.
By enrolling in or attending Discover Artists sessions, or by engaging our staff or freelance
services, you consent to the practices outlined in this policy.
1. Information We Collect
We may collect, store, and use personal information including:
• Contact details: names, addresses, phone numbers, and email addresses of students and
parents/carers.
• Personal information: date of birth, age, gender, emergency contacts, medical information
(allergies, conditions), and dietary requirements.
• Attendance and participation records: sessions attended, performance involvement, and
progress notes.
• Photographs and video recordings: for educational, promotional, or social media purposes
(with parental consent for students under 18).
• Payment information: for course fees, invoices, and refunds.
• Safeguarding and welfare information: including reports or concerns recorded under our
Safeguarding Policy.
Sensitive personal data is only collected where necessary for safeguarding or medical reasons, and
always with consent or a legal basis.
2. How We Collect Information
• Directly from students or parents/carers during registration or enrolment.
• Through forms, emails, or phone correspondence.
• From staff or freelancers for session delivery, health, or safeguarding purposes.
3. How We Use Personal Information
We process personal information to:
• Manage enrolment, attendance, and participation in sessions.
• Ensure the safety and welfare of students, staff, and visitors.
• Communicate important updates, schedules, and session information.
• Administer fees, payments, and invoicing.
• Document student progress and achievements.
• Comply with legal or regulatory obligations, including safeguarding requirements.
• Create educational or promotional materials (photos/videos) with consent.
4. Information Sharing
We may share personal information with:
• Staff and freelancers on a need-to-know basis to deliver sessions safely and effectively.
• Trusted third-party service providers (e.g., payment processors) under strict
confidentiality agreements.
• Safeguarding authorities when legally required (e.g., local authority or police).
• Other partners only with explicit consent (e.g., photography/video for promotion).
We do not sell personal information to third parties.
5. Data Security
We use appropriate technical and organisational measures to protect personal data, including:
• Secure storage of paper records.
• Password-protected electronic files.
• Controlled access to confidential information.
6. Retention of Data
Personal information will be retained only as long as necessary for the purposes outlined, or as
required by law:
• Attendance and safeguarding records: until the student reaches age 25 (or as legally
required).
• Payment and financial records: retained for statutory accounting purposes (typically 6
years).
• Promotional consent forms: retained until withdrawal or end of promotional use.
7. Rights of Individuals
Students, parents/carers, staff, and freelancers have the right to:
• Access personal information we hold about them.
• Request correction of inaccurate or incomplete information.
• Withdraw consent for data processing where applicable.
• Request deletion of personal data, subject to legal or contractual obligations.
• Lodge a complaint with the Information Commissioner’s Office (ICO) if they believe data is
mishandled.
Requests should be directed to our Data Protection Officer (contact below).
8. Children’s Privacy
Special care is taken for children under 18:
• Parental consent is required for photography, video, or promotional material.
• Safeguarding data is collected and processed to protect the child’s welfare.
• We do not knowingly collect data from children without parental consent.
9. Changes to This Policy
We may update this policy from time to time. Any material changes will be communicated to
students, parents/carers, and staff via email or our website.
10. Contact
For questions, concerns, or data access requests:
Discover Artists: Professional Performance Training