Privacy Policy
POW (Performers of Wivenhoe) Data Protection Policy
This Data Protection Policy outlines the procedures undertaken by POW (Performers of Wivenhoe) to ensure compliance with relevant data protection legislation, including the UK General Data Protection Regulation (GDPR) and the Data Protection Act 2018. This policy has been written in accordance with guidance from the Information Commissioner’s Office (ICO).
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Last Modified: 17th March 2025
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1. Establishing a Lawful Basis for Handling Data
In accordance with Article 5(2) of the GDPR, this policy documents the lawful basis for POW to process personal data. The lawful bases, as set out in Article 6 of the GDPR, are as follows:
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Express Consent:
POW uses a mailing list to communicate updates about classes, events, and performances. Express consent is required to be added to this mailing list.
Contractual Obligations:
Personal data is collected to fulfil contractual obligations, such as registering a student for classes or performances.
Legitimate Interests:
Data may be processed for legitimate interests, such as marketing events or promoting POW’s activities, provided these interests do not override the rights and freedoms of individuals.
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2. Data Processing Must Be Necessary
Data processing will only occur where necessary and for a specific purpose. The legal basis for data collection is determined by the purpose, and data will be collected in a targeted and proportionate manner to achieve that purpose.
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3. Data Controller
The data controller responsible for this website and data processing is: POW (Performers of Wivenhoe)
12 Old Heath Road, Colchester, CO1 2ES performersofwivenhoe@gmail.com
07815195995
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4. Procedures for Ensuring Valid Consent
POW stores email addresses to facilitate communication about news, events, and updates. To ensure valid consent:
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A direct request is made to join the mailing list using clear and unambiguous language. A positive “opt-in” response is required.
A welcome email is sent confirming subscription and outlining the right to withdraw consent at any time. All email communications include an “unsubscribe” option.
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5. Consent Reviews
Consent reviews will be conducted every 12 months, during which individuals will be asked if they wish to remain on the mailing list.
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6. Gathering Data for Contractual Purposes
In accordance with Article 6(1)(b) of the GDPR, attending as a student requires the collection of personal data to fulfil contractual obligations. Only minimal data necessary for this purpose will be collected, including:
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Students:
Full name
Address
Gender
Date of birth
School year
Email address
Medical conditions
Parents/Guardians:
Emergency contact details
Home/business address
Telephone number
If your child is over 16 years of age, please ensure you have their permission to share the above information with us.
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This information will be used for:
Administration and research.
Provision of teaching in singing, dance, and drama.
​Organisation of performances.
Fulfilment of statutory obligations related to children.
POW does not disclose this information to third parties for marketing purposes.
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7. Safeguarding Privacy
POW ensures privacy by engaging fully with the right to be informed. Privacy notices will include:
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The purpose of processing the data.
Who it will be shared with.
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8. Ensuring Right of Access to Personal Data
Individuals have the right to access their personal data and supplementary information free of charge. Requests for information will be fulfilled within one month of receipt.
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9. Ensuring Right to Rectification
Individuals have the right to have inaccurate personal data rectified or completed if incomplete. Requests for rectification can be made verbally or in writing and will be addressed within one month.
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10. Ensuring Right to Erasure
Individuals have the right to request the erasure of their personal data. Requests can be made verbally or in writing and will be responded to within one month. If data is being processed, processing will cease upon receipt of an erasure request.
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11. Ensuring Accountability and Governance
In accordance with Article 5(2) of the GDPR, POW ensures accountability and governance through:
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Regular internal audits.
Appropriate staff training.
Maintenance of relevant processing documentation.
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12. Security
POW ensures that all data is processed and stored securely to meet GDPR requirements. We use [insert software/tools, e.g., Membermeister, QuickBooks] for invoicing and administration. Our email and website are maintained by [insert provider, e.g., Spoton.net Limited], which has confirmed GDPR compliance.
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13. Personal Data Breaches
POW will report any personal data breaches that risk the rights and freedoms of individuals to the relevant parties. All breaches will be recorded and addressed promptly.
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14. Cookies
Cookies are small pieces of text stored by your browser. They allow us to remember your preferences and improve your experience on our website. For more information, see our Cookie Policy.
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15. Contact Us
If you have any questions about this policy or how we handle your data, please contact: Joe Allen
12 Old Heath Road performersofwivenhoe@gmail.com
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This policy will be reviewed and updated regularly to ensure ongoing compliance with data protection laws.