IDTA PRIVACY NOTICE

This privacy notice tells you what to expect when the IDTA collects personal information.

We may change this policy by updating this page. You should check from time to time to ensure that you are happy with any changes. This policy is effective from 05 February 2018.

Contents

Introduction

Data protection principles

Your rights

Information IDTA processes

Legal basis for processing

Members

Published in Dance International

IDTA Area Committees

E-news items

Email addresses

Data Retention

Candidates

Learning Records Service

Dept for Education

Special needs

Data retention

Website visitors

Use of cookies by the IDTA

Forms

Payments

Links to other websites

Website shoppers

Payments

Schools on website

Suppliers / 3rd parties

Use of data processors

Posting

Website hosting

CRB/DBS service

PayPal

Auditors (voting)

International Data Transfers

Security

Complaints or queries

Access to personal information

Disclosure of personal information

Legal Obligation

Malpractice / Maladministration

How to contact us

 

Introduction

IDTA is committed to process any personal information it holds only in ways that are fair, transparently and meet its legal obligations, in other words, in accordance with the Data Protection Act and its successor the General Data Protection Regulations (GDPR).

IDTA will take particular care over email addresses which in addition to the GDPR are subject to the Privacy and Electronic Communication Regulations (PECR).

Data protection principles

The legislation sets out various data protection principles. These include that personal information is:

  • used fairly and lawfully
  • used for limited, specifically stated purposes
  • used in a way that is adequate, relevant and not excessive
  • accurate
  • kept for no longer than is absolutely necessary
  • kept safe and secure
  • not transferred outside the European Economic Area without adequate protection

Your rights

The legislation conveys various individual rights. These include the following:

    • The right to be informed
    • The right of access
    • The right to rectification
    • The right to erase
    • The right to restrict processing
    • The right to data portability

  • The right to object
  • Rights in relation to automated decision making and profiling.

 

The sections towards the end of this Privacy Notice let you know how you can exercise your rights.

You can read more about your rights at https://ico.org.uk/for-the-public/.

Information IDTA processes

The following sections describe the information that IDTA collects and how it is processed. The sections are split according to the type of information.

Legal basis for processing

The legislation requires that there is a clear legal basis for processing personal information. In general IDTA relies on the individual’s consent in order to process their data. Where there are exceptions such as a legal obligation, contractual agreement or IDTA’s legitimate interest, they will be noted below.

Please note that if consent is withdrawn the level of service that we can offer might be severely curtailed.

Members

We collect contact details, membership details and qualification details in order to provide membership services.

That includes, but not limited to, the administration of joining and renewals, distribution of the bi-monthly magazine “Dance International”, organising the annual congress and AGM, hosting seminars and training courses, access to local area meetings and competitions, access to the examinations service and providing disclosure and baring service checks and registration.

Published in Dance International

With consent, new members and new professional qualifications are published in IDTA’s magazine.

IDTA Area Committees

New members’ postal address and qualifications are shared with the local IDTA Area Committee so that they can be invited to relevant events.

E-news items

With consent we email items of news that we believe will be of interest to our members.

We gather statistics around email opening and clicks using industry standard technologies including clear gifs to help us monitor and improve our e-news items.

Email addresses

If an email address is provided we assume consent to use it for administrative purposes of membership (e.g. notification of membership renewal, processing of examination sessions, etc.).

We will not use it to send you e-news and marketing items without your explicit consent.

Data Retention

Once a member lapses, we retain sufficient information to identify the previous member. This allows the previous membership number to be used again if the member re-joins. IDTA relies on legitimate interest as the legal basis for retaining this information.

Candidates

We collect and hold information to administer the taking of qualifications and issuing of certificates to successful candidates. We will hold the certificate information indefinitely so that we can confirm it is genuine to any interested party. There is a public facility on the website to verify certificates.

Learning Records Service

Where a candidates supplies their unique learner numbers (ULN) we will pass on details of their qualification to the Learning Records Service to form part of the candidates Personal Learning Record. See www.gov.uk/government/publications/learning-records-service-the-plr-for-learners-and-parents

Where the candidate has been funded by the Education and Skills Funding Agency there is a legal obligation to do this.

Dept for Education

Details of accredited qualifications are passed to the DfE.

Special needs

Personal information supplied for Reasonable Adjustment of an examination via your teacher will be evaluated by Head Office and the outcome shared with the examiner. The records will be kept for 12 months and then deleted. For more details see “Examination Special Requirements” in the Examination Information / General Information section of the Members’ Area of the website.

Data retention

IDTA relies on legitimate interest as the legal basis for retaining certificate information.

Website visitors

When someone visits idta.co.uk we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone.

Use of cookies by the IDTA

You can read more about how we use cookies on our Cookies page.

Forms

There are various forms on the website used to collect information. That information is only used for the stated purposes which are described in the relevant sections of this Privacy Notice.

Payments

PayPal is used to take payments. Only sufficient information to complete the payment is shared with PayPal. For more information see the Suppliers / 3rd Parties section of this Privacy Notice.

Links to other websites

This Privacy Notice does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.

Website shoppers

The information collected by the website shop will only be used to process purchases. Account details will be kept until such time as the individual chooses to delete them using the option provided within the shop.

Payments

PayPal is used to take payments. Only sufficient information to complete the purchase is shared with PayPal. For more information see the Suppliers / 3rd Parties section of this Privacy Notice.

Schools on website

Schools can submit a profile which will be made publicly available as part of the website’s Find-A-School feature. The information submitted will only be used for the Find-A-School feature. The school can email updates to IDTA which will be promptly processed. The profile will be kept until such time as the school emails a request to remove it.

Suppliers / 3rd parties

Use of data processors 

Data processors are third parties who provide services for us. We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct. The following is a list of our main data processors. There may be others from time to time.

Posting

When sending letters, parcels, publications and purchases we will share your postal address with the delivery service (Normally Royal Mail or Parcel Force).

Website hosting

We use a third party service, Memset Ltd to host our website. Memset are contractually obliged to treat any information on our private website as confidential and only use such information for the purpose of providing IDTA with web hosting.

CRB/DBS service

A DBS checking service for IDTA members is provided by Due Diligence Checking Ltd. Information provided by them to IDTA will only be shared with the individual concerned. The records are kept for 3 years and then deleted.

PayPal

Where PayPal is used to take payments, only sufficient information to complete the purchase is shared with PayPal.

IDTA does not see nor retain your credit card details since these are handled by PayPal.

Auditors (voting)

In the event of a postal vote, our auditors act as a trusted third party to count the ballot papers. We supply them with a membership list so that they can verify the ballot papers. Once the ballot is completed the membership list is deleted.

International Data Transfers

Your personal information will be stored in the EU and in accordance with the GDPR.

The GDPR applies to EU residents. If we share personal information of EU residents with suppliers or 3rd parties outside of the EU we will ensure that they meet the requirements of the GDPR.

We are committed to complying with the data regulations of non-EU residents according to their jurisdiction.

Security

IDTA has implemented technical and organisational security measures to protect your personal data against unauthorized access, loss or misuse.

Complaints or queries

IDTA tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.

This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of IDTA’s collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address below.

Confidentiality will be preserved during the investigation of a complaint to safeguard the interests of everyone concerned unless disclosure is necessary to progress the complaint.

If you want to make a complaint about the way we have processed your personal information, please contact us in writing to the address provided below. For more details see the “Complaints Procedure” in the Examination Information / General Information section of the Members’ Area of the website.

Access to personal information

IDTA tries to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by asking. This is formally known as a ‘subject access request’ under the Data Protection Act 1998. If we do hold information about you we will:

  • give you a description of it.
  • tell you why we are holding it.
  • tell you who it could be disclosed to.
  • let you have a copy of the information in an intelligible form.

To make a request to the IDTA for any personal information we may hold you need to put the request in writing to the address provided below.

If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone.

If we do hold information about you, you can ask us to correct any mistakes.

We may make a charge of up to £10 for a request.

Disclosure of personal information

Except as described in this Privacy Notice we will not disclose personal data without consent.

Legal Obligation

We may disclose your information to governmental agencies or entities, regulatory authorities, or other persons in line with any applicable law, regulations, court order or official request.

Malpractice / Maladministration

An investigation into malpractice may result in personal information being shared with the regulatory authorities, other awarding organisations, examiner, teacher, candidate or 3rd part that notified us of the suspected or actual malpractice. For more details see the “Malpractice Policy” in the Examination Information / General Information section of the Members’ Area of the website. In this case IDTA will rely on consent and/or legal and/or legitimate interest as the legal basis for holding and sharing this information.

How to contact us

Or use our website contact form at www.idta.co.uk/contact or write to:

Data Protection
International Dance Teachers’ Association
76 Bennett Road
Brighton
BN2 5JL