Privacy, Safeguarding & Environmental policy

Effective Date: 18/07/2023

TWPA is committed to protecting the privacy and security of your personal information in accordance with the UK GDPR and Data Protection Act 2018 (“Data protection legislation”) and any replacement legislation which may come into effect. We take care to protect the privacy of our customers, students, visitors and users of our products that communicate (online or offline) with us, in store, events, over the phone, through email, through our websites and social media platforms.

We have developed this privacy notice to inform you of the data we collect, what we do with your information, what we do to keep it secure as well as the rights and choices you have over your personal information. TWPA is the data controller for the personal information we process unless otherwise stated.

You can contact us by either phone, email or post.

Our main trading/postal address:
22A Common Lane, Sheringham, Norfolk, NR26 8PN.

Phone: +44 (07585604381)
Email: twperformingarts@gmail.com

This Privacy Notice explains:

How, when and why we collect personal information
How we use the information
How long we keep it
When and how we may share it with others
How we keep it secure, and
Your privacy rights and how the law protects you

We only use personal information if we have an appropriate reason (lawful basis) to do so and this includes sharing information outside TWPA.

How do we collect information from you?

We may obtain information about you when you:

Complete an online, electronic or paper application form
Speak to us on the telephone or in person
Email us
Visit our website(s)
Make a payment or donation
Make a booking for an event, class or workshop
Complete a survey online or paper version
Sign up to a TWPA mailing list
Contact us through the online library catalogue
Apply for a job vacancy with us
As described in separate department privacy policies

(The above list is representative and not exhaustive.)

What type of information is collected from you?

The personal information we collect may include your:

Name
Date of birth/age
Gender
Home address
Email address
Telephone number
Nationality
School/business name
School/business address
Credit/debit card information
Health or disability information (or other ‘special data’)
Emergency contact name, number and relation to you
Membership of professional bodies or associations
Dance teaching experience and/or skills, qualifications (dance, dance teaching, languages etc.)
IP (internet protocol) address

(The above list is representative and not exhaustive).

Lawful Basis For Processing Personal Data

In order to process personal data, we rely on the following lawful bases:

Consent
Contractual obligation
Vital interests
Legal obligation
Our legitimate interests

Where we process special category personal data (e.g. health information, race, ethnic origin, etc) we will ensure the correct lawful basis and special condition are applied. If you do have any concerns about how we use a lawful basis and special condition you can contact us using our details as described in this notice or you can contact our Data Protection Officer as also described above.

How is your information used?

We use your information to:

Process an application that you have made for an activity (membership, CPD, class, course or programme of study) or event
Process an order for a product or other service
Process a payment (or credit) for a product or service
Process entries for competitions and bursaries
Seek your views or comments on the services we provide
Notify you of changes to our services
Send you communications/publications which you have requested and that may be of interest to you, which may include information about new products, services, events, and activities
Handle an enquiry or complaint you have made
Invite you to attend an event, seminar or conference
To contact you in an emergency situation
As described in separate department privacy policies

(The above list is representative and not exhaustive).

Children

We are particularly concerned to protect the privacy of children. We are confident that our systems and processes are designed to be fair to children, to protect their rights and freedoms, and to be fully in line with their reasonable expectations and those of their parents. We take responsibility for identifying the risks and consequences of processing children’s data. Sometimes we may need to check your age, which might mean we need to contact your parent or guardian.

Safeguarding

TWPA has a statutory and moral duty to safeguard and promote the welfare of all children, young people and vulnerable adults receiving education and training with us.

Who has access to your information and data sharing

TWPA does not sell, rent or buy your information to or from other organisations.

We will not release your information to other organisations unless in exceptional cases when we are required to do so by law, for example, by a court order or for the purposes of prevention of fraud or other crime.

Also due to the nature of our organisation departments within TWPA may share your data with each other to help fulfil orders, answer queries or help with educational aspects with your time with us to name as a few examples. Where data sharing is required, we ensure there is a legitimate purpose to do so and we have consulted with our Data Protection Officer.

Safeguarding policy

Equity, Diversity & Inclusion

TWPA is committed to treating each individual as a person in their own right, with equal rights and responsibilities for all, whether they are an adult or a child. Discrimination on the grounds of gender, age, race, religion or belief, disability, sexual orientation, ethnic or national origin, or political belief has no place within this organisation.

Safeguarding Policy

TWPA are committed to ensuring safe environments for children and young people and believe that it is always unacceptable for a child or young person to experience abuse of any kind. We recognise our responsibility to safeguard the welfare of all children and young people, by a commitment to recommend best practice which protects them.

This policy applies to our Trustees, paid staff, members, volunteers, students or anyone working on behalf of TWPA.

We recognise that:

the welfare of the child/young person is paramount
all children, regardless of age, disability, gender, racial heritage, religious belief, sexual orientation or identity, have the right to equal protection from all types of harm or abuse
working in partnership with children, young people, their parents, carers and other agencies is essential in promoting young people’s welfare.

The purpose of the policy:

to provide protection for the children and young people who participate in our festivals, including the children of festival members
to provide staff and volunteers with guidance on procedures they should adopt in the event that they suspect a child or young person may be experiencing, or be at risk of, harm.

We will seek to safeguard children and young people by:

valuing them, listening to and respecting them
adopting child protection guidelines through procedures and safe working practice for staff and volunteers
recruiting staff and volunteers safely, ensuring all necessary checks are made
sharing information about child protection and safe working practice with children, parents, staff and volunteers
sharing information about concerns with agencies who need to know, and involving parents and children appropriately
providing effective management for staff and volunteers through supervision, support, and training.

TWPA will review this policy each year in October in line with Safe Network guidance or sooner considering any changes in legislation or guidance. All changes will be communicated to our members as soon as this is needed.

Environmental Policy

TWPA are committed to providing a quality service in a manner that ensures a safe and healthy environment for our staff, volunteers and participants and minimises our potential impact on the environment. We will operate in compliance with all relevant environmental legislation and we will strive to use pollution prevention and environmental best practices in all we do.

Our Policy therefore, is to:

Integrate the consideration of environmental concerns and impacts into our decision making and activities.
Minimise our waste and then reuse or recycle as much of it as is possible.
Minimise energy and water use in order to conserve supplies and minimise the consumption of natural resources.
As far as is possible, purchase products and services that do the least damage to the environment.
Train, educate and inform our staff and volunteers about environmental issues that may affect their work.
Promote environmental awareness among our team and encourage them to work in an environmentally responsible manner.
Communicate our environmental commitment to customers and the public and encourage them to support it.
Produce printed material in accordance the Carbon Balancing programme, which is delivered by World Land Trust, an international conservation charity, who protects the world’s most biologically important and threatened habitats acre by acre. Their Carbon Balanced Programme offsets emissions through the purchase and preservation of high conservation value forests.