Privacy Policy
Nicole’s Dance School Privacy Notice
Nicole’s Dance School is the data controller and is committed to complying with our legal responsibilities under data protection law. We take your privacy seriously and will ensure your personal information is kept secure.
When we collect, use, share, retain or do anything else with your personal information (known collectively as ‘processing’) we are regulated under the General Data Protection Regulation (GDPR) and are responsible as ‘controller’ of your information.
This notice applies to you if you are:
· An existing or prospective member of the school;
· A person with parental responsibility for a member;
· An existing or prospective club volunteer or official
About us
Nicole’s Dance School is a ‘profit’ membership organisation. Our members are dancers or the parents (if the dancer is a child). We provide the opportunity for our members to participate in our activities, which include morning clubs, lunchtime clubs, after school clubs, curriculum classes, school holiday dance camps, competition/shows and other dance events.
We register with ‘People Dancing’ who governs the activity and provides insurance for schools.
Information we collect about you
The categories of personal information we process include:
· Contact details of the parent for emergency reasons
· Dancers School Year
· Dancers Age
· Any relevant medical conditions and/or disabilities and additional related information
· Other relevant individual needs for example, information about learning, religious or other support needs.
· Details of any reasonable adjustments or steps taken to support your individual needs
· Dancer attendance and achievement records
· Any communications from, to or relating to you
· Details relating to standards of conduct
· Any accident or incident reports including details of injuries
· Experience, qualifications, training and confirmation that you have completed a criminal record check (prospective or existing volunteers).
If you attend an event or trip with the club, we will also collect the following information where relevant:
· Dietary requirements and any other relevant information that we need to know to ensure your needs are met.
Contractual purposes
When you ask us to provide you a service, such as dance classes, competitions, trips or other activities [or you buy a product from us] we usually need to use information about you to provide this [product] or service, for example:
· To contact you to confirm arrangements;
· To notify you about changes to terms and conditions;
· To tell you when it is time to re-register for activities;
· To process payments or send you receipts required;
· To provide you with the benefits and services to which you have subscribed.
We do so because it is necessary for the performance of a contract.
Legal obligations
We have a duty of care to ensure it is safe for you or your child to take part in dance activities and to keep you/them safe while participating. Some individuals may be at risk of harm from participating in dance activities as a result of a pre-existing condition. It is vital that you let us know if there is any reason why taking part in the activity may be unsafe prior to participation. With your agreement, we will review any information you provide and undertake risk assessments in consultation with yourself and any appropriate trained professionals e.g. medical consultants. When we ask participants to provide relevant health information such as details of medical conditions, medication needs, allergies or injuries, this is because we have a legal obligation.
If you are selected for a role at the club, we will usually obtain a reference from any appropriate organisation or individual you have nominated.
When you tell us about any special needs such as disabilities or other support information we may use relevant information to comply with our legal obligations under the Equality Act 2010. We will review any information you have provided to help us identify any actions we can take to support inclusion. We may need to ask you for more information to help us to best meet your or your child’s needs. We will keep a record of any steps we take to support inclusion.
If you are wishing to volunteer or work for us, we may need to ask you to complete a criminal record check as we have a legal obligation to do so.
When we retain information about you, even after you are no longer taking part in the activity, this is often because we are required to do so by law such as records we are required to keep for business and accounting purposes. Sometimes we are also legally obliged to share information about you with third parties. More information is provided below.
Legitimate interests
We rely on legitimate interests for the following purposes:
· Responding to communications, concerns or complaints and seeking feedback from you about our services.
We will use the information you provide to respond to any comments or questions you raise and where appropriate to undertake investigations into any complaints or concerns. On occasion, we may contact you to seek your views on the services we provide.
- Holding emergency contact information
When you join the school, we collect contact details. We also ask you to provide an emergency contact which we will only use in exceptional circumstances if we are unable to contact your primary contact e.g. a parent.
- Maintaining attendance registers and waiting lists
For health and safety purposes, we need to maintain a register of those in attendance at training or other club activities.
If there are no places in the club, we can place you on our waiting list and will contact you using the details you provide to inform you when a place is available.
· Collecting additional information to support a participant attending a club trip
Occasionally we organise residential events or trips. If you or your child registers for one of these events, we will need to collect additional information that may vary dependent on the specific activities and whether they involve meals and travel.
- Filming for teaching purposes
On occasion, we may film dancers e.g. during a dance class for teaching purposes. Videos taken at dance sessions for individual teaching purposes will not be used for any other purpose without prior consent.
- Photography and filming to promote the school
At our dance events, holiday camps and occasionally in a dance class, we take photos to promote class activities and may film the event to create a promotional video. We publish images on our website, social media account and in our communications.
Let us know if you do not wish to be filmed or photographed or do not want your image to be published. While we can usually take steps to prevent you from being photographed or filmed at events, please bear in mind that at our large public events, it may be difficult to avoid capturing you in footage. However, we always review all photographs prior to publication and we will ensure any images of you are deleted.
Consent
We rely on consent in the following circumstances:
- To use your email or telephone numbers for marketing purposes
- To take photographs and video at events or classes
With your consent, we may also take photos during training or at small events to promote the club on our website, social media account and in communications.
When you have given us your consent for your personal information to be used for a particular purpose, you have the right to withdraw this consent at any time, which you may do by contacting us using the contact details below:
07854789836
Special categories of personal data
Special categories of personal data are a category of information that is more sensitive and requires greater protection. Some of the information we process falls into this category (e.g. health/medical data or any information you provide to us about a disability or your religion, race or gender identity). It is unlawful for organisations to process this type of information unless an additional legal condition applies. We will only process this type of information if one of the following applies:
· You have given your explicit consent or have made this information public;
· We are required to do so to establish, exercise or defend a legal claim;
· We are required to do so to comply with employment or social security or social protection law;
· There is a substantial public interest in doing so; or
· It is in your vital interests and you are unable to provide consent e.g. if you are unconscious or do not have sufficient mental capacity.
Marketing
With your consent, we will send you information about our classes/activities; services and products that we think might be of interest to you based on your age, interests and experience. We will send you this information via text/email.
Why we share information about you
We may be required to share your personal information for the following reasons:
· Complying with legal and/or regulatory responsibilities
We may be required to share information with bodies such as Her Majesty’s Revenue & Customs (HMRC), Health & Safety Executive (HSE), Police and Information Commissioner’s Office (ICO). We may also share information with other organisations to safeguard children. Any information that is shared will be strictly limited to what is required to ensure children are protected from harm and will be carried out in accordance with the law and relevant government guidance.
· Insurance
· Obtaining legal or professional advice
· Obtaining a service from a third party
All service providers are contractually required to ensure your information is secure and cannot use this information for their own purposes. Where we are required to share information with them to provide the service, we only disclose information that is strictly necessary to deliver the service.
Except for the above, we will only share your information with any other third parties with your prior agreement.
Transfers of data out of the EEA
We will not transfer or store your personal data outside the UK or the European Economic Area (EEA).
Individual rights
You have important rights under data protection law. In summary these include:
· To be informed about how your information is processed (set out above)
You can request a copy of any other information we hold by writing to us using the contact details below.
· To have your data rectified if it is inaccurate
If you think that any of the information we hold is inaccurate, you can ask that corrections are made. We will either make the requested amendments or provide an explanation as to why we are not making changes.
· To have your data deleted (except if there is a valid lawful reason to retain it)
If you do not renew your membership or cease to have a relationship with the club, we will delete any information you provided within two years except for any financial/accounting records which need to be retained for six years in line with UK tax law. Additional information that has been provided solely for the purpose of participating in a specific activity will be deleted after the event
Video footage that has only been taken for coaching purposes will be retained only for as long as it is required for that purpose.
Photographs and other video footage captured for promotional purposes will be retained for up to 4 years. After this time, they will be deleted unless we consider them to be of public interest and should consequently be archived for historical purposes. Where images have been published on social media, these platform providers may continue to process your data after the retention period has lapsed.
You have a right to request the deletion of your information in advance of the above retention periods. We will delete this information unless there is a lawful reason for the information to be retained.
To exercise any of your rights or if you have any questions about our privacy notice please contact:
Nicole Borg 07854789836.
While we hope to be able to resolve any concerns you have about the way that we are processing your personal data, you have the right to lodge a complaint with the Information Commissioners Office (ICO) if you believe your data has been processed in a way that does not comply with the GDPR or have any wider concerns about our compliance with data protection law. You can do so by calling the ICO helpline on 0303 123 1113 or via their website.
Changes to the privacy notice
We keep our privacy notices under regular review. This privacy notice was published on 31st March 2019 and last updated on 17th February 2020.