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Privacy Policy

Data Protection Policy for MAGNE ANIMATION

1. Introduction

MAGNE ANIMATION is committed to protecting the privacy and security of personal data in compliance with the UK Data Protection Act 2018 and the General Data Protection Regulation (GDPR).
This policy outlines how we collect, use, store, and protect the personal data of parents/guardians and children aged 5 to 12 who participate in our fitness classes.

2. Data Collection

Types of Data Collected:
Personal Information: Name, date of birth, gender, and contact details.
Health Information: Relevant medical information, allergies, or any special requirements.
Parental/Guardian Information: Name, relationship to the child, contact details, and emergency contact information.
Attendance Records: Dates and times of participation in fitness classes.
Photos/Videos: Images or recordings taken during classes, with prior consent.
Purpose of Data Collection:
To provide appropriate fitness classes tailored to the needs of the child.
To ensure the safety and well-being of the child during classes.
To communicate with parents/guardians about class schedules, updates, and emergencies.
To maintain accurate attendance records for monitoring and reporting.
For promotional purposes, if consent is given.

3. Legal Basis for Processing

We process children's data under the following legal bases:
Consent: Explicit consent from parents/guardians for the processing of personal and sensitive data.
Legitimate Interests: Processing data for the legitimate interests of the club, such as ensuring safety and proper class management.
Legal Obligation: Compliance with legal obligations related to child protection and health and safety.

4. Data Sharing

Internal Sharing: Data may be shared within the club among authorized staff members, such as instructors and administrative personnel, to provide necessary services.
External Sharing: Data may be shared with third parties only under specific circumstances, such as:
With emergency services in case of an emergency.
With regulatory authorities if required by law.
We do not share personal data with any third parties for marketing purposes.

5. Data Security

Data Storage: Personal data is stored securely in both electronic and physical formats. Electronic data is protected by encryption, and physical records are kept in locked, secure locations.
Access Control: Access to personal data is restricted to authorized personnel only. Staff members receive training on data protection and confidentiality.
Data Breaches: In the event of a data breach, we will take immediate action to mitigate the breach and notify affected individuals and relevant authorities as required by law.

6. Data Retention

Retention Period: Personal data is retained for as long as necessary to fulfil the purposes outlined in this policy or as required by law.
Children's data will be retained for a period of one week after they stop attending classes
Health information will be retained only as long as it is relevant and necessary.
Data Deletion: Personal data that is no longer required will be securely deleted or destroyed.

7. Parental Rights

Right to Access: Parents/guardians have the right to request access to the personal data we hold about their child and themselves.
Right to Rectification: Parents/guardians have the right to request corrections to any inaccurate or incomplete data.
Right to Erasure: Parents/guardians can request the deletion of their child's personal data in certain circumstances.
Right to Withdraw Consent: Parents/guardians can withdraw consent for the processing of their child's data at any time, though this may affect the child's ability to participate in classes.
Right to Complain: If parents/guardians are unhappy with how we handle personal data, they can lodge a complaint with the Information Commissioner's Office (ICO).

8. Policy Updates

This policy will be reviewed annually or whenever there are significant changes to our data processing practices or legal requirements.
Parents/guardians will be informed of any changes to this policy and asked to provide renewed consent if necessary.

9. Contact Information

For any questions, concerns, or requests regarding this data protection policy, please contact:
Data Protection Officer: Martina Borriello
Email: martinaborriello@magneanimation.com
Phone: +44 - 7476047747
Address: 4-6 Main Street, Newhaven, Edinburgh, EH6 4HY

Date: 01/08/2024

Reviewed by: Martina Borriello - Chief Executive Officer/Founder

Next Review Date: 01/02/2024

This policy ensures that the MAGNE ANIMATION adheres to data protection regulations while safeguarding the personal information of the children and their families who participate in our fitness programs.