Data Protection Policy

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Version: 1.0.1
Effective Date: June 2026
Review Date: June 2027

 

1. Purpose

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The Calm Theatre Company is committed to protecting the privacy and personal information of the children and young people we coach. We recognise that children deserve a higher level of protection for their personal data and are committed to handling all information lawfully, fairly and securely.

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This policy explains how we collect, use, store and protect personal information in accordance with:

UK General Data Protection Regulation (UK GDPR)
Data Protection Act 2018
Data (Use and Access) Act 2025

 

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2. Scope

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This policy applies to all personal information collected by The Calm Theatre Company, including information relating to:

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Children participating in classes or workshops
Parents or legal guardians
Prospective clients
Staff, associates and volunteers (where applicable)

 

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3. Data Controller

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The Calm Theatre Company is the Data Controller for all personal information collected through its coaching services.

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For any data protection enquiries, please contact:

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The Calm Theatre Company

Email: enquiries@calmtheatre.co.uk

Telephone: 01732 247706

 

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4. Information We Collect

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We only collect information necessary to provide safe and effective coaching services.

 

This may include:

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Child Information

Name
Date of birth
School
Home address
Emergency contacts
Relevant health information
Neurodevelopmental information (where relevant)
Coaching assessments
Session notes
Progress records

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Parent or Guardian Information

Name
Address
Email address
Telephone number
Relationship to the child
Confirmation of parental responsibility

Financial Information

Payment records
Invoices
Transaction history

 

We will only collect information that is relevant to delivering our services.

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5. Special Category Data

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Some sessions may involve discussions about emotional wellbeing, confidence, behaviour or mental health.

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This information is classified as Special Category Data and receives additional protection under UK GDPR.

We process this information only with explicit written parental consent and where it is necessary to provide coaching services.

 

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6. Our Lawful Basis for Processing

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The Calm Theatre Company processes personal data using one or more of the following lawful bases:

 

Explicit parental consent
Performance of our coaching agreement
Legal obligations
Legitimate interests where appropriate
Safeguarding responsibilities where a child may be at risk

Parental consent is obtained before coaching begins and may be withdrawn at any time.

 

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7. How We Use Personal Information

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We use personal information to:

 

Deliver classess and workshop sessions
Plan and monitor progress
Communicate with parents
Arrange appointments
Maintain safeguarding records
Process payments
Meet legal and professional obligations
Improve our services

 

We will never sell personal information or use it for unrelated purposes without obtaining additional consent.

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8. Confidentiality

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If information is disclosed during Classes and workshop sessions it may be treated as confidential.

However, confidentiality cannot be guaranteed where:

 

A child is at risk of harm
Another person is at risk
There is a legal requirement to disclose information
Safeguarding concerns arise

Where possible, parents will be informed before information is shared unless doing so could increase risk to the child.

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Safeguarding will always take priority over confidentiality.

 

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9. Data Storage and Security

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The Calm Theatre Company takes appropriate technical and organisational measures to protect personal information.

 

These include:

Password-protected devices
Secure cloud storage
Two-factor authentication where available
Restricted access to client records
Secure disposal of confidential documents
Regular review of security measures

Client information will never be discussed in public places or shared through unsecured messaging platforms.

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10. Data Sharing

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We only share information where necessary and lawful.

Information may be shared with:

Parents or legal guardians
Safeguarding authorities
Emergency services