DATA PROTECTION & PRIVACY
This Notice explains how we will collect
and use your personal data.
The Wensleydale Tournament of Music and Speech is a Festival and Registered Charity Number 1007474, providing a facility which enables children and adults to perform musically; that is instrumentally, vocally, chorally, as well as in speech and drama in front of an adjudicator and an audience, in order to obtain an adjudication of each performance.
As a Data Controller, the WTMS is responsible for decisions on the purposes for which your personal data is processed, how the processing is carried out and for ensuring the care of your personal data. We may collect personal data such as, your name, address, date of birth, telephone number and email address when you contact us to be put on our mailing/emailing list, submit an entry or are a volunteer, friend or sponsor of our Festival.
We collect information in order to process and manage your entry, keep you updated about our events, send you syllabuses and timetables, process applications to join us as a volunteer, friend or sponsor, process donations, and respond to general enquires or complaints. We will use your data only to manage your festival involvement with us.
We will not share information with anyone else, except for HMRC for the purpose of reclaiming any Gift Aid donations.
We will retain your information, securely, for two years after the last contact with you or until you ask us to remove it. You have the right to have your data deleted at any time. You have the right to request a copy of the information we hold about you at any time. If you do so, or have any other queries about your privacy, please contact the Secretary: email@example.com.
The Festival Environment:
The Festival is held in the Methodist Church room, off the Market Place, Leyburn, or Tennant's Garden Rooms and is run by volunteers. There are stewards on all doors to provide a safe environment for children attending the Festival and they are available to help when required. There is always more than one Steward in a room at any one time. It is the policy of our festival to inform and involve parents/guardians/carers and teachers in partnership with you in order to ensure, as far as it is reasonably practicable, a safe environment at our festival.
To Whom does this Policy Apply:
This policy relates to children under the age of 18 years and members of vulnerable groups of any age whose needs are identified to the festival organisers by parents, guardians, carers and teachers prior to their arrival at the festival. This should be done by contacting the address or telephone number at the foot of this document. Our festival actively seeks, wherever possible, to meet these needs, but must know beforehand in order to prepare support, or let you know we are unable to help.
All personnel connected with the Festival are volunteers, whose details are held by the committee. This policy will be sent to all Festival volunteers before the start of the Festival to make them aware of the need to safeguard the children who are performing. Every helper is identified by a badge stating their position, and any queries can be answered by them or by a member of the committee. All jobs are reviewed to see if an enhanced disclosure from the DBS is required.
Preparation for Attendance at the Festival:
All parents/guardians/and teachers should be aware of their responsibilities at the Festival. For private teachers and group leaders with multiple entries the policy will be sent, together with the teacher's letter which must be signed and returned to the festival by the teacher/leader to say that she/he has passed on all the information to parents. If teachers do not send back signed papers to say the policy has been distributed, entries cannot be accepted as it may damage our organisation irreparably if we fail to follow our Safeguarding policy.
For State Schools or Private Schools where the entry is a “school regulated event” and arrangements are made by the school with teachers attending with the pupils, one copy of the policy will be sent to the school. Where parents/guardians/carers are not personally attending with their children, this Policy requires them to be satisfied that their children will be accompanied to the festival and adequately supervised by responsible adults acting on their behalf.
Photographs, Videotapes and Press Photography:
It is illegal to record performances and that soundtrack, still or moving image recording on any capable device or photography of any type is strictly forbidden. The Tournament’s publicity officer will obtain permission from the responsible adult(s) before taking photographs of any award winners or other participants. No publicity photographs will be taken during performances.
The Legislation and Guidance that Supports This Policy:
The Rehabilitation of Offenders Act 1974, The Children Act 1989; The Police Act 1997; The Data Protection Act 1998; The Human Rights Act 1998; The Protection of Children Act 1999; The Criminal Justice and Court Services Act 2000; The Children Act 2004 and The Vulnerable Groups Act 2006.
The organisers will constantly review their policy, improving and enhancing it as necessary. In doing this they will contact the British Federation of Festivals who will look to other agencies for good practice, most notably the NSPCC and Arts Council of England for guidance.
Our registered address is:
North Yorkshire DL8 1TG.
This policy relates to children under the age of 18 years and members of vulnerable groups of any age who are identified
to the organisers prior to their arrival at the Tournament.
WTOS have always viewed the safety of children very seriously and has taken all reasonable steps to ensure that children entering the Tournament are not placed at any undue risk.
All Wensleydale Tournament of Song Committee and volunteers will be immediately identifiable by their official badge which contains the WTMS logo and will be numbered and correspond with the Child Protection file.
The Committee wish to point out that during the Tournament it is not the duty of the Tournament to act in Loco Parentis and that suitable adult supervision should be provided at all times for children entering or attending the Tournament.
The British and International Federation of Festivals work for amateur festivals everywhere to help create thousands of educational performance opportunities for children and young people each year.
The Federation and our member Festivals, are committed to ensuring safe environments for children and young people and believe that it is always unacceptable for a child or young person to experience abuse of any kind. We recognise our responsibility to safeguard the welfare of children and young people by a commitment to recommend practice which protects them.
The safety of children and members of other vulnerable groups is paramount and all, without exception, have the right to protection from abuse.
All suspicions and allegations of abuse will be taken seriously, responded to swiftly and appropriately and all the Festival’s trustees/ organisers/staff volunteers have a responsibility to report concerns.
If for any reason it is felt necessary, the Committee many contact the Police and furnish them with a copy of the complaint.
We recognise that:
the welfare of the child/young person is paramount.
all children, regardless of age, disability, gender, racial heritage, religious belief, sexual orientation or identity,
have the right to protection from all types of harm, abuse.
working in partnership with children, young people, their parents, carers and other agencies is essential in promoting young people’s welfare.
The purpose of the policy:
to provide protection for the children and young people
who participate in our festivals including the children of
to provide staff and volunteers with guidance on procedures they should adopt in the event that they suspect a child or young person may be experiencing, or be at risk, of harm.
We will seek to safeguard children and young people by:
valuing them, listening to and respecting them.
adopting child protection guidelines through procedures
and safe working practice with children, parents, staff
recruiting staff and volunteers safely, ensuring all necessary checks are made.
sharing information about concerns with agencies who need to know and involving parents and children appropriately.
providing effective management for staff and volunteers through supervision, support and training.
The Federation will review this policy each year in November in line with Safe Network guidance or sooner in light of any changes in legislation or guidance. All changes will be communicated to our member Festivals in time for the start of the new Festival year.
Creating Safer Festivals for Everyone:
All members of our Council hold current CRB Certification. A single, definitive Child Protection Policy adopted by all Federation Festivals. One or more designated Festival Safeguarding Officers (FSO) appointed for each Federation Festival. The Festival’s Child Protection Policy and approach to Creating Safer Festivals for Everyone is published explicitly in our Syllabus, Programme and on our website.
By completing and signing the entry form or ticking the appropriate box for online entries, all parents/ guardians/carers and teachers of entrants under 18, or vulnerable adults of any age, confirm they will give, or have obtained, the necessary consents for the entrants to take part in the Festival. Without consent the entry to the Festival cannot be accepted.
As in the past our Inclusion Policy is about ensuring that all Festival participants, whatever their background or situation, are able to participate fully in our Festival. If you have a disability or medical issue that might impact on your performance, please contact the Secretary, who can ensure that the adjudicator is made aware of it.
The Tournament is most grateful for the support received from local organisations and businesses which has enabled us to distribute grants amounting to 50% of the transport costs of the schools participating. Without the generosity of these organisations there would be fewer and fewer schools participating each year as the struggle to justify the financial expenditure required to participate in the Tournament due to Government cuts to school funds.