Introduction

The purpose of this Data Protection Policy is to provide information about how Train Withe Us will use/process and store personal data about individuals including the staff, volunteers and all current, past and prospective students and their parents, carers or guardians. Data Protection Law gives individuals rights to understand how their data is used and stored.

All staff, volunteers and parents/guardians are encouraged to read this policy to understand how we obtain, handle and store information they provide to Train Withe Us.

Storage and Handling

Personal data is stored in a secure location and paper containing personal data is never left around for the general public to view. Sensitive data that must be taken out on trips or performances is always transported with care and treated with confidentiality. Any data stored on a PC, hard drive or cloud is password protected. Once data is no longer required to be stored by Train Withe Us it will be destroyed and disposed of.

Use of Data

Train Withe Us will never sell, rent, trade or distribute any personal data to any third parties for marketing purposes. Data may be shared with trusted service providers who are authorised to act on our behalf and have entered into data processing agreements with us such as payment processing, event ticketing, database services, website hosting, email delivery services and cloud storage services. Personal data may also be shared with third parties such as the local authority in the event of a safeguarding concern or incident.

Occasionally Train Withe Us may need to share personal information relating to some of its staff, volunteers, students or parents/guardians with third parties such as regulatory bodies (ISTD and LAMDA).

In accordance with Data Protection Law some of our processing activity is carried out on our behalf by third parties such as IT systems, web developers and cloud storage providers. This is always subject to contractual assurances that personal data will be kept securely and only in accordance with our specific directions.

Train Withe Us will use the personal data of parents, carers, guardians, staff and volunteers to keep them up to date and informed about Train Withe Us by post, text/call and email.

How long we keep data for

Train Withe Us will retain personal data securely and only in line with how long it is necessary to keep for legitimate and lawful reason. Typically, the legal recommendation for how long to keep ordinary staff, volunteer, student and parent files/information once they have left is seven years. However, accident/incident reports, concern forms and safeguarding files will need to be kept much longer, in accordance with specific legal requirements.

The principal of Train Withe Us will review this Data Protection Policy annually.

What Are Cookies?

As is common practice with almost all professional websites this site uses cookies, which are tiny files that are downloaded to your computer, to improve your experience. This page describes what information they gather, how we use it and why we sometimes need to store these cookies. We will also share how you can prevent these cookies from being stored however this may downgrade or ‘break’ certain elements of the sites functionality.

For more general information on cookies see the Wikipedia article on HTTP Cookies.

How We Use Cookies

We use cookies for a variety of reasons detailed below. Unfortunately in most cases there are no industry standard options for disabling cookies without completely disabling the functionality and features they add to this site. It is recommended that you leave on all cookies if you are not sure whether you need them or not in case they are used to provide a service that you use.

Disabling Cookies

You can prevent the setting of cookies by adjusting the settings on your browser (see your browser Help for how to do this). Be aware that disabling cookies will affect the functionality of this and many other websites that you visit. Disabling cookies will usually result in also disabling certain functionality and features of this site. Therefore it is recommended that you do not disable cookies.

The Cookies We Set

• Account related cookies

If you create an account with us then we will use cookies for the management of the signup process and general administration. These cookies will usually be deleted when you log out however in some cases they may remain afterwards to remember your site preferences when logged out.

• Login related cookies

We use cookies when you are logged in so that we can remember this fact. This prevents you from having to log in every single time you visit a new page. These cookies are typically removed or cleared when you log out to ensure that you can only access restricted features and areas when logged in.

• Email newsletters related cookies

This site offers newsletter or email subscription services and cookies may be used to remember if you are already registered and whether to show certain notifications which might only be valid to subscribed/unsubscribed users.

• Orders processing related cookies

This site offers e-commerce or payment facilities and some cookies are essential to ensure that your order is remembered between pages so that we can process it properly.

• Surveys related cookies

From time to time we offer user surveys and questionnaires to provide you with interesting insights, helpful tools, or to understand our user base more accurately. These surveys may use cookies to remember who has already taken part in a survey or to provide you with accurate results after you change pages.

• Forms related cookies

When you submit data to through a form such as those found on contact pages or comment forms cookies may be set to remember your user details for future correspondence.

• Site preferences cookies

In order to provide you with a great experience on this site we provide the functionality to set your preferences for how this site runs when you use it. In order to remember your preferences we need to set cookies so that this information can be called whenever you interact with a page is affected by your preferences.

Third Party Cookies

In some special cases we also use cookies provided by trusted third parties. The following section details which third party cookies you might encounter through this site.

• This site uses Google Analytics which is one of the most widespread and trusted analytics solution on the web for helping us to understand how you use the site and ways that we can improve your experience. These cookies may track things such as how long you spend on the site and the pages that you visit so we can continue to produce engaging content.

For more information on Google Analytics cookies, see the official Google Analytics page.

• Third party analytics are used to track and measure usage of this site so that we can continue to produce engaging content. These cookies may track things such as how long you spend on the site or pages you visit which helps us to understand how we can improve the site for you.
• From time to time we test new features and make subtle changes to the way that the site is delivered. When we are still testing new features these cookies may be used to ensure that you receive a consistent experience whilst on the site whilst ensuring we understand which optimisations our users appreciate the most.
• As we sell products it’s important for us to understand statistics about how many of the visitors to our site actually make a purchase and as such this is the kind of data that these cookies will track. This is important to you as it means that we can accurately make business predictions that allow us to monitor our advertising and product costs to ensure the best possible price.
• The Google AdSense service we may use to serve advertising uses a DoubleClick cookie to serve more relevant ads across the web and limit the number of times that a given ad is shown to you.

For more information on Google AdSense see the official Google AdSense privacy FAQ.

• Several partners advertise on our behalf and affiliate tracking cookies simply allow us to see if our customers have come to the site through one of our partner sites so that we can credit them appropriately and where applicable allow our affiliate partners to provide any bonus that they may provide you for making a purchase.
• We also use social media buttons and/or plugins on this site that allow you to connect with your social network in various ways. For these to work the following social media sites including; Facebook and Linked In, will set cookies through our site which may be used to enhance your profile on their site or contribute to the data they hold for various purposes outlined in their respective privacy policies.