Privacy Policy

Arte Pura Capoeira respects the privacy of the children attending our classes and their parents, carers, and our staff. We are committed to ensuring that everyone who engages with Arte Pura Capoeira can do so with confidence that their data is kept secure.

Data Protection Responsibility

Our lead person for data protection is Ingrid Santos. She ensures that Arte Pura Capoeira complies with the General Data Protection Regulation (GDPR), liaises with statutory bodies when necessary, and responds to subject access requests.

Confidentiality

Arte Pura Capoeira respects confidentiality in the following ways:

We only share information about their child with a parent or carer.
Information provided by parents about their child will not be shared with third parties without consent unless there is a safeguarding concern (as outlined in our Safeguarding Policy).
Concerns regarding a child’s safety are recorded in a confidential file and shared only with the Designated Safeguarding Lead (DSL) and relevant authorities if necessary.
Staff only discuss individual children for planning and group management purposes.
Staff are trained in confidentiality as part of their induction.
Employment-related matters remain confidential among those responsible for personnel decisions.
All personal data is securely stored in password-protected electronic files or lockable storage for physical documents.

• Students on work placements and volunteers are informed of our data protection policies and must adhere to them.

Information We Collect

We collect and retain only the data necessary to provide our services and ensure safety, including:

Children and Parents

Child Registration Details – Name, age, emergency contacts, medical conditions, and special requirements.
Attendance Records – Sessions attended.
Incident & Accident Reports – If applicable.
Parental Contact Details – For communication about classes and emergencies.

Legal Basis: We process this data to fulfil our contractual obligations to parents and to ensure appropriate care for the child.

Staff and Volunteers

Employment Records – Personal details, tax and payroll information, DBS checks, emergency contacts.
Health Information – If required for employment purposes (e.g., fitness to work).

Legal Basis: We process this data to meet our legal obligations as an employer.

Data Retention and Deletion

We retain data only as required by statutory regulations and best industry practices:

Children’s records – Retained as legally required after a child leaves Arte Pura Capoeira, then securely deleted.
Staff records – Retained for the required statutory period after employment ends, then securely destroyed.
Electronic data – Deleted when no longer necessary.
Paper records – Disposed of securely.

Sharing Information with Third Parties

⚠ Sudden changes in behavior

⚠ Expressing extremist views

⚠ Viewing or sharing violent extremist content

If a child is at risk, we will follow the appropriate safeguarding procedures and report concerns to the relevant authorities.

Responding to Allegations Against Staff

We only share personal information when necessary and in accordance with data protection laws:

With parents – We only share information about their child.
With external agencies – If the law requires safeguarding concerns or criminal investigations (e.g., police, social services, HMRC).
With service providers – We may share limited information with third-party providers to facilitate online bookings, process payments, and manage payroll. All third parties comply with GDPR.

If we share information without parental consent (e.g., in safeguarding cases), we will document the decision and the reasons.

Your Data Rights

Under GDPR, you have the following rights regarding your personal data:

Access: You may request a copy of your personal data.
Correction: You may ask us to update or correct inaccurate information.
Deletion: You may request that we delete your data where legally possible.
Restriction: You may request that we limit how we use your data.
Objection: You may object to how your data is processed.

Subject Access Requests

Parents/carers can request access to their own or their child’s information.
Staff and volunteers can request access to their own data.
Requests will be responded to within one month.
If information is incorrect or outdated, we will update it promptly.
Some data cannot be deleted immediately due to legal retention requirements.

If you have concerns about how we handle your data, you may contact the UK Information Commissioner’s Office (ICO).

Links to Other Websites

Our website may contain links to third-party websites for your convenience and information. Please note that we do not have control over external sites once you leave our website. We are not responsible for the protection and privacy of any information you provide while visiting such sites; this privacy policy does not govern them.

We encourage you to review the privacy policies of any third-party websites you visit to understand how they collect, use, and protect your data.

Website & Cookies

Our website may use cookies and tracking technologies to improve user experience. Users can control cookie settings via their browser preferences.

Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on our website with the updated effective date.