Toolbox Drama Data Protection Policy
Toolbox Drama needs to collect essential information about the individuals that participate with us. This information is collected for the safety and wellbeing of both participants and staff and will be collected and stored in line with GDPR regulations. This policy describes how Toolbox Drama uses the personal data we collect and ensures that we are complying with GDPR data protection regulations, creating transparency, and protecting yourself and Toolbox Drama from data breaches.
Toolbox Drama will only ask for personal data which is essential to maintaining our records about the people who attend our sessions and/or projects.
What data do we collect?
We request the following information from participants: First and last name and any additional needs such as disabilities and allergies. We may ask for the first part of a postcode if the information is necessary to the successful running of a project. For example if a project targets a specific ward or region.
We also collect parent / guardian / support workers details, including their name, phone number and/or email address, an emergency contact phone number relevant to the participant and any support worker needs that we need to be aware of. On occasion we may also request information regarding diversity and equality for statistical monitoring purposes.
How do we collect your data?
This data will be collected prior to participation in a Toolbox Drama activity, via an online form or paper copy.
How will we use your data?
Toolbox Drama will use data collected to register participants to their chosen session, programme or project. Toolbox Drama may need to contact you with essential information regarding your sessions which can include changes or cancellations.
If you have opted in, Toolbox Drama will also send periodic marketing emails about our other opportunities. Participants are made aware that this is optional and can opt out at any time.
Toolbox Drama may be required to pass along anonymous equality and diversity monitoring data to our funders but will never share any personal data. Toolbox Drama may also need to pass details on for safeguarding purposes. More information about this can be found within our safeguarding policy.
How do we store your data?
The data Toolbox Drama collects will be stored electronically in a secure folder or in a locked filing system. Your data will be held for a period of up to 1 year after the conclusion of regular contact with Toolbox Drama.
Toolbox Drama would like to send you period correspondence about our current and future sessions, programs and projects. If you have agreed to receive this correspondence you can choose to opt out at any point. Please note Toolbox Drama will never share your data with any third parties.
What are your data protection rights?
Toolbox Drama would like to make sure you are fully aware of all of your data protection rights. Everyone is entitled to the following:
The right to access – You have the right to request copies of your personal data.
The right to rectification – You have the right to request that Toolbox Drama correct any information you believe is inaccurate. You also have the right to request that Toolbox Drama complete information you believe is incomplete. Toolbox Drama will strive to rectify any inaccurate or incomplete information in a timely manner.
The right to erasure – You have the right to request that Toolbox Drama erase your personal data. Toolbox Drama will take steps to comply with this request so long as the request does not conflict with our safeguarding policy or is unlawful.
The right to restrict processing – You have the right to request that Toolbox Drama restrict the processing of your personal data. Toolbox Drama will strive to accommodate any restriction requests so long as they do not conflict with our safeguarding policy or they are unlawful.
The right to object to processing – You have the right to object to Toolbox Drama’s processing of your personal data. Toolbox Drama can discuss any objections to the processing of your data and will strive to accommodate any requests so long as they
do not conflict with our safeguarding policy or they are unlawful. You have the right to request Toolbox Drama to stop contacting you for marketing purposes at any point.
The right to data portability – You have the right to request that Toolbox Drama transfers the data that we have collected to another organisation, or directly to you, so long as this request does not conflict with our safeguarding policy.
If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please contact us at our email: [email protected] or call us on 07909 443413
How to complain
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office Wycliffe House
Cheshire SK9 5AF
Helpline number: 0303 123 1113
The data protection policy was last reviewed on [22/08/21].