Privacy Policy

At Phantom Arts School ltd, we are committed to protecting your personal data and being transparent about how we collect, use, and store it.

This Privacy and Consent Policy outlines how we handle the personal information of our students, parents/carers, and sta in accordance with the UK General Data Protection Regulation (UK GDPR) and Data Protection Act 2018. By enrolling a child at our school, you agree to the practices described below.

1. What Data We Collect We collect and process the following types of personal information:

For Students:

  • Full name, date of birth, and age
  • Emergency contact details
  • Medical information (e.g. allergies, conditions, medications)
  • Attendance records
  • Behavioural or safeguarding notes (if applicable)
  • Photos and videos (with consent)
  • Academic or performance progress (if relevant)

For Parents/Guardians:

  • Full name and contact details
  • Relationship to the student
  • Payment and billing information
  • Communication preferences

2. Why We Collect Your Data

We use this data to:

  • Deliver appropriate and safe classes and activities
  • Respond to emergencies or medical needs
  • Maintain accurate registers and records
  • Communicate with parents/carers regarding classes, events, and updates
  • Promote the school with consent (e.g. photographs/videos for marketing)
  • Fulfil legal and safeguarding responsibilities

3. Legal Basis for Processing Data

We process personal data under the following lawful bases:

Contractual obligation – to deliver our services to enrolled students

Legal obligation – to comply with safeguarding, health, and safety regulations

Vital interests – to protect the life of a child in emergencies

Consent – for photographs, videos, and marketing Legitimate interest – to manage and operate our school effectively.

4. Consent for Photography, Filming & Marketing

We are permitted to take photos and videos during classes, performances, and events for: Social media School website Promotional materials External Performance Opportunities e.g. Filmfests. We will only use images/videos of students where explicit parental consent has been provided. You may withdraw your consent at any time by contacting us in writing.

5. How We Store and Protect Your Data

Personal data is stored securely in encrypted digital systems or locked physical files. Access is restricted to authorised personnel only. We do not share your data with third parties without your consent, except where legally required (e.g. child protection services). Data is retained only for as long as necessary and is securely deleted when no longer needed.

6. Sharing Data

We may share your data:

  • With emergency services in case of an incident
  • With safeguarding authorities if a concern is raised
  • With our payment processor for billing purposes
  • We do not sell or trade your information under any circumstances.

7. Your Rights

Under UK GDPR, you have the right to:

  • Access your personal data
  • Request correction of inaccurate or incomplete data
  • Request erasure of data (where legally permissible)
  • Object to processing in certain circumstances
  • Withdraw consent for marketing or image use at any time
  • Lodge a complaint with the Information Commissioner’s Oce (ICO)

To exercise these rights, please contact: 📧 phantomartschool@outlook.com 📞 07368185260