Data Protection Policy

Effective date: 25 September 2026
Review date: September 2027

1. Purpose

Motion Film Academy is committed to protecting the personal information of students, parents, carers, staff, tutors and other individuals connected with the academy.

Personal information will be collected, used and stored lawfully, fairly and securely, and only for legitimate purposes.

2. Information we collect

Depending on the student’s participation in the academy, we may collect:

  • Student name, date of birth and contact details.
  • Parent or carer’s name and contact details.
  • Emergency contact details for a parent or other authorised adult.
  • Relevant information needed to safeguard and support the student.
  • Attendance and booking information.
  • Payment and transaction information.
  • Photographs and video where appropriate permissions have been provided.
  • Information relating to safeguarding concerns or incidents where necessary.

We will only collect information that is reasonably necessary for the purpose for which it is required.

3. Emergency contact information

Parents or carers will be asked to provide an emergency telephone number and other appropriate contact information.

This information will be retained while the student is attending the academy so that a parent, carer or authorised emergency contact can be contacted quickly if:

  • The student becomes ill or injured.
  • An accident or emergency occurs.
  • The student cannot be located.
  • A safeguarding concern arises.
  • Another situation occurs where contacting the parent or authorised adult is necessary for the student’s safety or welfare.

Emergency contact information will not be used for unrelated purposes such as marketing.

4. Lawful basis

Motion Film Academy will identify an appropriate lawful basis for each type of personal information it processes.

Depending on the purpose, this may include:

  • Performance of a contract.
  • Legitimate interests.
  • Legal obligation.
  • Protection of vital interests.
  • Consent, where consent is the appropriate basis.

The academy will not rely on consent where another lawful basis is more appropriate.

5. Children’s information

Because Motion Film Academy works with children and young people, particular care will be taken when collecting and using their personal information.

Only information necessary for the academy’s legitimate activities, safeguarding and delivery of its services will normally be collected.

Personal information will not be retained simply “just in case”.

6. Security

Personal information will be protected against unauthorised access, loss, misuse, alteration or disclosure.

Access to student and parent information will be restricted to people who reasonably need it for their role.

Safeguarding and emergency information will be treated as confidential and stored securely.

7. Sharing information

Information may be shared with parents/carers, emergency services, children’s social care, police, medical professionals or other appropriate organisations where this is necessary and lawful, particularly where required to protect a child.

Safeguarding information may be shared without consent where necessary to protect a child.

8. Retention

Personal information will be retained only for as long as it is reasonably necessary for the purpose for which it was collected.

Emergency contact details will normally be kept for the duration of the student’s active membership or enrolment and reviewed when the student’s details are updated.

When information is no longer required, it will be securely deleted or destroyed.

9. Individual rights

Individuals have rights concerning their personal information, including, where applicable:

  • The right to request access to their information.
  • The right to request correction of inaccurate information.
  • The right to request deletion where applicable.
  • The right to request restriction of processing in certain circumstances.
  • The right to object to certain processing.

These rights are subject to the circumstances and lawful basis applying to the particular information.

10. Personal data breaches

Any suspected loss, unauthorised disclosure, accidental destruction or other personal data breach must be reported to the academy as soon as possible.

The academy will assess the breach and take appropriate action, including notifying the Information Commissioner’s Office where legally required.

11. Contact

Questions or requests concerning personal information should be directed to:

Motion Film Academy
Email: [insert academy email address]

12. Review

This policy will be reviewed annually and whenever there are significant changes to data protection requirements or the academy’s activities.

Next review: September 2027