The Regal Youth Company

Email: admin@regalyouthcompany.com

Phone: 07427674594

Post: Reconnect Regal Theatre

24-34 North Bridge Street

Bathgate

EH48 4PS

POLICIES & PROCEDURES

Privacy Policy

The Regal Youth Company is committed to the protection and correct use of the personal data and correct use of the personal data of anyone who is involved with us, including participants, their parents or carers, staff, freelancers and volunteers. We make it our utmost priority to meet the standards set out in the Data Protection Act and the General Data Protection Regulation. 

We only collect data that is absolutely necessary and store it securely for an appropriate amount of time. You can request access to information we hold on you and the erasure of that information at anytime. 

This notice provides general information about what data we collect, why we collect it, how long for and stored. 

Who is collecting your data?

The Regal Youth Company collects your data through the following methods:

  • Online ticket purchases, registration forms and CVs

  • Hard copy or electronic registration forms.

What data is being collected and why? 

We only collect data that is absolutely necessary to the running of the organisation and for lawful purposes including:

  • Child Protection

  • Provide legal consent

  • Staff administration

  • Advertising, marketing and public relations

  • Recruitment

  • Research

What type of personal data do we collect?

We process personal information to enable us to support children and young people participating in theatre activities. We maintain accounts and records, promote our activity and to support and manage employees and freelancers. We also process personal information about staff who deliver our services. The types of personal information we process include:

  • Personal details such as name, address, telephone number, age

  • Emergency contact details

  • Employment details

  • Financial details for where we take payment or provide payment

  • Visual images for use in marketing

  • Responses to surveys

  • Medical information or additional needs

  • Complaints, accidents and incident details

How do we use the information?

  • To plan activities that suit the needs of participants.

  • To contact you with important information.

  • To maintain the health and safety for staff and participants.

  • To process payments incoming and outgoing.

Is data shared?

Data is only used by the members of RYC staff who need to process it.

If permission is granted then we may share images or film footage of participants on our website / social media / press.

Your data is stored for 2 years after last attendance.

Records are stored in a secure file.

If consent is provided, then images and videos will be kept for an indefinite amount of time for marketing purposes.

Security

All data is kept in a secure place.

We will not use information that identifies you unless there is a lawful reason to do so.

 

You can request to see all information we have on you at any time and delete any information 

Photography Policy

The Regal Youth Company recognises that publicity and pictures of children and young people enjoying classes, workshops and performances on stage are necessary to promote the group as a whole and to encourage other young people to join. To facilitate this, it is essential to use some photographs of children and young people involved, past and present. Your permission is required annually through a photo consent form, and without this, your child will not be photographed. 

The Regal Youth Company is committed to providing a safe space and enjoyable environment for young people. Implicit in this is the commitment to ensure that all publication of photographs, in any form of media, represents participants appropriately and with due respect. 

  • Please ensure parents / guardians have signed the consent form for the filming or photographing of Regal Youth Company participants.

  • Any filming or photographs arranged by the Regal Youth Company will only be taken by people authorised to do so.

  • If you have any concerns regarding what you consider to be intrusive or inappropriate photographs, please report the matter to Matthew Swan at the Regal Youth Company.

  • The consent and information on the photography consent form will be assumed to be ongoing unless you notify Matthew Swan at the Regal Youth Company. 

  • During performances, photography and recoridng in the audience will not be allowed. Only photographs and recording will be done by authorised Regal Youth Company staff and volunteers.

  • The Regal Youth Company aims to provide pictures and videos of the Regal Youth Company workshops, classes, performances and events.

We will seek to keep children and young people safe by:

  • Always asking for written consent from a child and their parents / guardians before taking and using a child's image. 

  • Only using first names if we need to identify children online.

  • Never publishing personal information about children.

  • Making sure children, their parents and guardians understand how images of children will be securely stored and how long for.

  • Using images that positively reflect young people's involvement in the activity. 

We will store photographs and videos of children securely, in accordance with our safeguarding policy and data protection law.

Electronic images will have restricted access. 

The Regal Youth Company does not permit staff and volunteers to use any personal equipment to take photos and recordings of children. Only cameras or devices belonging to the compny will be used.

Child Protection Policy

The Child Protection Policy will be followed by all staff, freelancers, volunteers, participants and parents at the Regal Youth Company.

The purpose of the Regal Youth Company is to provide community-based artistic activity for young people aged five to twenty-five. 

We understand that young people and children are vulnerable to abuse by adults. The purpose of this policy is to make sure that the actions of any adult in the context of work carried out by the company are transparent and safeguard and promote the welfare of all children and young people. 

If any parent, young person / child, volunteer or staff have any concerns about the conduct about any member of this company, this should be raised in the first instance with Matthew Swan. 

The principles of this Child Protection Policy are:

  • The welfare of a child or young person will always be paramount. 

  • The welfare of families will be promoted.

  • The rights, wishes and feelings of children, young people and their families will be respected and listened to. 

  • Those people in position of responsibility within the organisation will work in accordance with the interests of the children and young people and follow the policy outlined. 

  • Those people in positions of responsibility within the organisation will ensure that the same opportunities are available to everyone and that all differences between individuals will be treated with respect.​

Immediate Action to Ensure Safety

Immediate action may be necessary at any stage in involvement with children, young people and families.

In all cases it is vital to take whatever action is needed to safeguard the child / young person. 

  • If emergency medical attention is required this can be secured by calling and ambulance (dial 999) or taking a child to the nearest Accident and Emergency Department.

  • If a child is in immediate danger the police should be contacted (dial 999) as they alone have the power to remove a child immediatelly if protection is necessary.

The Regal Youth Company should know how to recognise and act upon indicators of abuse or potential abuse involving children and young people. There is an expected relationship for all members of the organisation to respond to any suspected or actual abuse of a child in accordance with these procedures.

It is good practice to be as open and honest as possible with parents / carers about any concerns. 

However, we will not discuss concerns with parents / carers in the following circumstances:

  • Where abuse is suspected within the family. 

  • Where organised or multiple abuse is suspected.

  • Where fictitious abuse is suspected.

  • Where contacting parents / carers would place child, ourselves or others at immediate risk.

It is recognised that a child may seek us to share information about abuse or neglect, or talk spontaneously individually or in groups when we are present. In these situations we will:

  • Listen carefully to the child, we will not directly question the child.

  • Give the child time and attention.

  • Allow the child to give a spontaneous account, we will not stop a child who is freely recalling significant events.
    Make an accurate account of the information you have been taking care to record timing, setting and people present, this child's presentation as well as what they said. We will keep this information as it could be used for evidence.

  • We will use the child's own words where possible.

  • We will explain that we cannot promise not to speak to others about the information they have shared.

  • We will reassure the child that we are glad they spoke to us and that they've not done anything wrong and what we are going to do next. 

  • Explain that we need to keep the child safe. 

  • We will not ask the child to repeat their account of events to anyone. 

The purpose of consultation is to discuss concerns in relation to a child and decide what action is necessary.

You may become concerned about a child who has not spoken to you, because of your observations of, or information about that child. 

It is good practice to ask a child why they are upset or how a cut or bruise was caused, or respond to a child wanting to talk to you. The practice can help clarify vague concerns and result in appropriate actions. 

If you are concerned about a child you must share your concerns. Initially you should talk to one of the people designated as responsible for child protection within the company. 

Consultation is not the same as making a referral but should enable a decision to be made as to whether a referral to Social Services or the Police should progress.

The Regal Youth Company should ensure that any records made in relation to a referral should be kept confidential and in a secure place. INformation in relation to child protection concerns should be shared on a need to know basis. However, the sharing of information is vital to child protection, and therefore, the issue of confidentiality is secondary to a child's need for protection.