Data Protection, Privacy and Media Policy

Student Information

When enrolling at the Rollo Academy, parents or guardians are required to provide the following information:

• Full name of the student
• Date of birth
• Home address
• Parent/guardian contact name and telephone number
• Email address
• Relevant medical conditions, concerns, or allergies relating to participation

This information is securely held by the Data Protection Officer (DPO), Samantha Rollo (Assistant Principal).

In addition, examination boards including ISTD, RAD, and LCM require the retention of student name and date of birth for assessment purposes. Students aged 16 and over may also be required to present identification on the day of their examination.

Medical Information and Reasonable Adjustments

On occasion, it may be necessary to inform an examiner of a student’s medical condition, disability, or additional learning need. The examination boards we work with provide an Application for Reasonable Adjustment (ARA) process, which allows us to notify examiners if a student is unable to perform specific exercises or requirements due to a documented condition.

Where an ARA is submitted, a supporting medical letter from a qualified healthcare professional is required in advance of the examination so that appropriate adjustments can be considered. We recognise that this information is highly sensitive and will handle it with care and confidentiality.

Medical documentation may be securely shared with the relevant examination board via email. Once submitted, we are unable to control how external organisations store or process this information.

Updated medical confirmation is required for each examination entry. As such, medical information is not permanently stored unless required for ongoing safeguarding or administrative purposes.

If you have any questions regarding reasonable adjustments or the ARA process, please contact the school directly.

Use of Photographs and Images

Photographs and images taken at the Rollo Academy or at school events may be shared through the following platforms:

• The Rollo Academy website (public)
• The Rollo Academy Facebook page (public)
• The Rollo Academy Facebook group (private)
• Ickootu Photography website (password-protected access)

Parents have the right to request that their child is not included in any promotional or social media images. Where such a request is made, we will respect this preference and ensure the child is excluded from future published material wherever reasonably possible.

Music and Video Recording

a) Rehearsals and Exam Preparation

Parents may be permitted to record their own child during rehearsals or practice sessions to support learning. On occasion, recordings may include other students. Video recordings must not be shared publicly. If a parent does not wish their child to be included in recordings made by others, they should inform the school in advance so that appropriate arrangements can be made. For festival material, recordings are intended solely for the performer’s personal use for safeguarding and copyright reasons.

b) Annual School Show

The annual show is professionally recorded. DVDs or digital copies are made available to families. As it is not possible to exclude individual students from the final production, parents who do not wish their child to be recorded should notify the school prior to participation in the show.

c) Promotional Showreels

The Rollo Academy website may feature a showreel including footage of students. Parents will be informed when a new showreel is produced. If a parent does not wish their child to appear, we will ensure their participation is removed from the final edit where reasonably possible.

d) File Sharing and Digital Storage

Due to file size limitations, music and video files cannot always be sent via email. We use Dropbox to securely share files with parents and students. This system requires the use of an email address and stores files on secure, encrypted servers. All data stored via Dropbox is protected in accordance with the provider’s security standards.