This policy explains why IWS records live sessions, who can view recordings, how long they are kept, and how you can withdraw consent.

1. Why we record sessions

IWS records all live sessions of the Summer Short Programme for the following purposes:

• To give enrolled students who miss a session due to illness, technical failure, or timezone difference access to the content.
• To allow teachers and the programme lead to review and maintain teaching quality.
• For safeguarding purposes — recordings may be reviewed by the DSL where a concern is raised about something that occurred during a session.
• We do not use recordings for advertising, public broadcast, or any commercial purpose.

2. What is recorded

• The teacher's video, audio and screen-share are recorded in all sessions.
• Student cameras and microphones are only recorded when students are actively participating, for example speaking or presenting. Students in the main room audience may appear in the recording if their camera is on.
• Breakout room sessions are not recorded by default unless a specific safeguarding reason requires it, in which case the DSL must authorise the recording in advance.
• Chat messages within the session may be captured as part of the session log.

3. Who can view recordings

Who	Access
Enrolled students	Can view recordings of sessions for their own band only, within the programme access window of 2 weeks plus 90 days.
Parents / guardians of enrolled students	Can view their child's band recordings if a parent account is set up; otherwise recordings are accessible via the child's login with parental supervision.
Teachers and co-hosts	Can view recordings of their own sessions for teaching quality review.
Programme lead (Elna)	Can view all recordings for quality assurance and programme oversight.
DSL (Michelle)	Can view any recording where a safeguarding concern has been raised.
External parties	No access. Recordings are not shared publicly, with other schools, or with any third party except as required by law, for example a statutory safeguarding investigation.

4. How long recordings are kept

• All session recordings are permanently deleted 90 days after the programme ends. Recordings are not archived beyond this period.
• Where a recording is needed in connection with a safeguarding investigation, it will be retained for as long as required by statutory guidance and then securely deleted.
• Students and parents will not receive notification before individual recordings are deleted, as deletion happens on a scheduled basis. The deletion schedule is published in the Data Protection & Privacy Policy.

5. Security of recordings

• Recordings are stored on the IWS BigBlueButton server, access-controlled by the Moodle platform login.
• Access is restricted by role. No recording link is publicly accessible.
• Students must not screen-record, download, or share session recordings. Doing so is a breach of these terms and may result in removal from the programme.

6. Your right to withdraw consent

You may withdraw recording consent at any time by contacting us at: info@iwsonlineschool.co.uk. Please note:

• Withdrawal of consent does not affect recordings already made before the withdrawal.
• If consent is withdrawn, the student may still attend live sessions but their image/voice will not be recorded. In practice this means the teacher will need to ensure the student's camera is off during recorded portions — please contact us to discuss arrangements.
• Recordings already made prior to withdrawal will be deleted at the end of the standard 90-day retention period unless needed for safeguarding purposes.

7. Children & consent

• For students under 13, a parent or guardian must provide recording consent. This is collected at the point of account registration via the consent checkbox on the registration form.
• For students aged 13 and over, the student may provide their own recording consent.
• Where a student does not have recording consent on file, they will be asked to attend with their camera off and will not participate in recorded elements until consent is received.

8. Contact