Financial Services Privacy Page
The RAD, including Royal Academy of Dance Enterprises Ltd is committed to protecting and respecting your privacy.
This Privacy Notice explains:
- how, when and why we collect personal information from people
- how we use the information
- how long we keep it
- the conditions when we may share it with others, and
- how we keep it secure.
This Privacy Notice also tells you about your privacy rights and how the law protects you.
We only use personal information if we have a proper reason to do so and this includes if we share information outside of the Royal Academy of Dance.
How do we collect information from you?
We obtain information about you when you
- complete an online or manual payment form
- speak to us on the telephone or in person
- make a payment via third party providers
- become an employee or freelance worker
- use our websites
What type of information is collected from you?
The personal information we collect may include your:
- email address
- telephone number
- date of birth
- credit/debit card information
- bank details
- tax information
- benefits and expenses
- nationality, national insurance no. or equivalent
- passport or other Identification documentation
How is your information used?
We use your information to:
- process payments
- to issue credits/refunds
- to pay your salary/wages
- to provide you with benefits
- seek your views or comments on the services we provide, and
- handle an enquiry or complaint you have made.
Usually you will have provided the information we hold about you but there may be situations where we collect information from other sources. For example, we may collect the following:
- Information on tax payable from local tax authorities and the RAD’s appointed financial advisers.
- Information about your entitlement to participate in, or receive payments or benefits under, any insurance or pension scheme provided by the RAD, from the relevant benefit provider or its appointed agent.
What is the lawful basis for processing my information?
Our legal bases for collecting and using the personal information described above will depend on the personal information concerned and the specific context in which we collect it.
However, we will normally collect personal information from you only where we have your consent to do so, where we need the personal information to perform a contract with you (i.e. to administer an employment relationship with us), or where the processing is in our legitimate interests and not overridden by your data protection interests or fundamental rights and freedoms. In some cases, we may also have a legal obligation to collect personal information from you or may otherwise need the personal information to protect your vital interests or those of another person.
Where we request personal information from you, you can choose not to provide personal data to us. However, unless otherwise indicated, the information we request from you is required in order to enter into our contract of employment with you. Failure to provide it prevents us from effectively administering our contractual relationship with you including any related employment benefits.
If you have questions about or need further information concerning the legal basis on which we collect and use your personal information, please contact us via firstname.lastname@example.org.
How long is your information kept?
We review how long we keep personal information on a regular basis. We are legally required to hold some types of information to fulfil our statutory obligations for 7 years. We hold your personal information on our systems for only as long as is necessary for the relevant activity, or as long as is set out in any relevant contract or agreement you hold with us.
Who has access to your information?
We DO NOT sell or rent your information to other organisations.
We DO NOT buy or rent information from other organisations.
We may pass your information to third party service providers, agents, subcontractors or other associated organisations. This is only done when stated and for the purposes of completing tasks and providing services to you on our behalf.
When we do this, we disclose only the personal information that is necessary to deliver the service and we have an agreement in place that requires them to keep your information secure and not to use it for any other purpose.
Please be reassured that 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. In all other instances we would only share your information with another party, if you have given your explicit permission to do so.
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.
Third Party Providers
- Pension and benefits services, e.g. Arthur J Gallagher, Aegon, Teachers Pension, BUPA, Canada Life and Aviva;
- Our Payroll systems Openpay, Earnie
- Support and maintenance for our IT and communications infrastructure (including for data storage purposes), e.g. Access
Use of credit and card details
Where you use your credit or debit card to purchase from us or to make a donation, we will ensure that this is carried out securely and in accordance with the Payment Card Industry Data Security Standard (PCI-DSS). You can find more information about this standard here. We do not store your card details for use in future transactions. We use third party providers Sagepay and Global Payments to securely process and store financial information, we advise you to read their privacy policies.
Your choices and individual privacy rights
You have a choice about whether or not you wish to receive information from us. If you give permission to receive communications about the work of the Royal Academy of Dance and our products, services and events, you can select your choices by ticking the relevant boxes on the form on which we collect your information.
We will not contact you for marketing purposes by post, email, or text message unless you have given your explicit permission. You can change your preferences, withdraw your consent, object or ask for processing to be restricted at any time by contacting us by email at email@example.com or tel +44 (0) 207 326 8000 or writing to Royal Academy of Dance, 36 Battersea Square, London, SW11 3RA
How you can access and update your information
The accuracy of your information is important to us. If your contact details change and need to be updated you may be able to update your own personal information online. If this is not relevant to you, or you would prefer to make contact with us you can update your personal details by emailing firstname.lastname@example.org or tel +44 (0) 207 326 8000 or writing to Royal Academy of Dance, 36 Battersea Square, London, SW11 3RA
You have the right to ask for a copy of the personal information Royal Academy of Dance holds about you. Please contact email@example.com or write to Royal Academy of Dance, 36 Battersea Square, London, SW11 3RA. We will respond to you as soon as possible and usually within one calendar month.
Security precautions in place to protect the loss, misuse or alteration of your information
When you give us personal information, we take the necessary steps to ensure that it’s treated securely. Any personal information that requires extra security (such as credit or debit card details) is encrypted and protected over the Internet by third-party encryption software and protected using industry standard security measures, including the Secure Socket Layer (SSL) protocol. When you are on a secure page, a lock icon will appear on the bottom of web browsers such as Microsoft Internet Explorer.
Non-sensitive details (your email address etc.) are transmitted normally over the Internet, and this can never be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk.
Once we receive your information, we make all reasonable efforts to ensure its security on our systems. Where we have given (or where you have chosen) a password which enables you to access certain parts of our websites, you are responsible for keeping this password confidential. We ask you not to share your password with anyone.
Use of ‘cookies’
Links to other websites
Our website may contain links to other websites run by other organisations. This privacy notice applies only to our website‚ so we encourage you to read the privacy statements on the other websites you visit. We cannot be responsible for the privacy policies and practices of other sites even if you access them using links from our website.
In addition, if you linked to our website from a third party site, we cannot be responsible for the privacy policies and practices of the owners and operators of that third party site and recommend that you check the policy of that third party site.
Transferring your information outside of Europe
As part of the services offered to you through this website, the information which you provide to us may be transferred to Royal Academy of Dance offices in countries outside the European Union (“EU”). These countries may not have similar data protection laws to the UK. By submitting your personal data, you agree to this transfer, storing or processing. If we transfer your information outside of the EU in this way, we will take steps to ensure that appropriate security measures are taken with the aim of ensuring that your privacy rights continue to be protected as outlined in this Notice.
If you use our services while you are outside the EU, your information may be transferred outside the EU in order to provide you with those services.
Any questions regarding this Privacy Notice and our privacy practices should be sent by email to firstname.lastname@example.org or telephone +44 (0) 207326 8000.
If you have a complaint about our privacy practices and the way we have collected, used, retained or disposed of your information please contact email@example.com or telephone +44 (0) 207326 8000. Alternatively, you can contact the Information Commissioner’s Office to report a concern by calling their helpline on 0303 123 1113 (in the UK). Alternatively, you can contact the equivalent national privacy authority in your country, if outside the UK.
Privacy Notice review
We review this Notice annually or as and when changes in legislation or internal procedures require it. This Notice is reviewed by the Information Management Committee, Executive Board and Board of Trustees.
Corporate Privacy Notice
For further information and for details on how your information is used, please read the Corporate Royal Academy of Dance Privacy Notice.