Privacy Policy

This privacy policy explains what happens to any personal data you provide to us.  

(Updated May 2018, in line with GDPR Guidelines) 

WHAT INFORMATION DO WE COLLECT?  

We hold information that you provide at the time of registering with Douglas Dance Academy. This includes: 

•tParents’ names, addresses, contact numbers and email addresses  

•tChild’s name, address and date of birth  

•tAny health and medical (such as allergies) or learning support information, provided by you about your child, so we know what treatment to administer (if any) and if your child may need any additional support in class. 

•tWe use your child’s name and date of birth for class, exam and potentially any event / competition / workshop they may be involved in (if applicable). 

•tWe use your email address provided and we assume consent to use it for administrative purposes such as invoicing and communications by email regarding school information, newsletters, etc. 

•tYour mobile number is used to contact you for any questions we may have and / or in case of emergency. 

DATA ABOUT THE PUPILS: 

We may from time to time take photographs and videos in class, at show time, workshops and competitions. We do this to share what services Douglas Dance Academy provide and to share with current members of the school. It also a way to celebrate individual achievements and successes. We may also use these photographs for advertising material. We will not publish these photographs on social media or in newspapers without permission. Consent for this will be sought when a pupil joins Douglas Dance Academy. We will keep it on record while they are with us. Consent can be withdrawn at any time, please let us know in writing. 

Sometimes we need to share pupil information with other organisations such as the BBODance (our preferred examination board), competition organisers etc. We do not pass on you or your child’s personal details to any third party without your permission. 

When we record and use personal data, we only collect and use what we need. We will keep it securely in a locked filing cabinet which is only accessed by Douglas Dance Academy staff. We will not keep personal data for longer than necessary. 

HOW DO WE USE THIS DATA?  

-tPaper printed copies of participant’s names, emergency contact numbers and medical information are used by our teachers for on-site registers so that we know who is present in class on a week by week basis for fire regulations and emergencies. Outside of class time this will be kept in a locked cabinet and will only ever be used by your class teacher. 

-tAt events (such as the annual show) this data may need to be accessed by parent chaperones who are in charge of your children so that emergencies can be dealt with efficiently. This is part of our duty of care over your child. 

-tYour emergency contact number will only be called by your class teacher in case of injury, late pick up or any other concern that may arise whilst your child is in our care. Your number will never be stored in our devices without your consent. 

-tYour email address and name will be used to communicate news within the school, to forward class booking confirmations and examination invoices invoices.   

 WHO DO WE SHARE YOUR INFORMATION WITH?  

-tYour information will never be sold to any third-party organisation or business. 

-tYour email address and name may be viewed, but not used by professional services working on behalf Douglas Dance Academy 

-tFor children who attend events organised by third parties such as workshops, competition, etc, their names may need to be passed on to these organisations for licensing and insurance purposes. We will collect additional consent for this and will ensure the companies in question comply with GDPR before forwarding your information. 

-tStaff and volunteers will only ever be given access to information that they require as part of their position within the school. They are all bound by contract to adhere to the Privacy Policy of Douglas Dance Academy. 

RETAINING DATA 

WEBSITE Any information received via our website is only used by us and is never sold to any other companies or organisations.  

SOCIAL MEDIA Douglas Dance Academy holds a public Facebook and Instagram presence. The photos will only be used of children of whom consent has already been granted during registration. Our private, members only group “News for Douglas Dance”, has a separate Privacy Policy. It should be noted that by requesting to join you are agreeing to these terms. Only approved members will be accepted by the admin. The group is administered, and any inappropriate content may be deleted by the admin at any time. Anything posted within the group should not be shared outside the group without permission from the data controller (Andrea Douglas). See our Closed Group Privacy Policy for more information 

COMMUNICATION All communication to Douglas Dance Academy should come via our official channels mobile, email and social media messenger Douglas Dance Academy. All messages received this way are password protected and only accessible by Andrea Douglas. Communications by these means will be read and answered only by Principal, Andrea Douglas and all messages and discussions will be kept in full confidence. 

PHOTOGRAPHY Douglas Dance Academy often use footage/photos used from shows, performances and classes for marketing purposes both in print media and social media. Participants parent and/or guardians may choose if they do not wish themselves/their child to be depicted. When registering to Douglas Dance Academy you will be asked to provide permission for us to use photography of your child in various ways. You have the freedom to grant us permission or to withhold permission.  

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YOUR RIGHTS  

Access to your data - You have the right to request a copy of the information that we hold at any time. 

Correcting your information - We want to make sure that your information is always up to date. You can make any changes to your information by emailing douglasdance252@gmail.com 

Deletion of information – You may ask us to delete your personal information if - You consider that we no longer require the information for the reason it was acquired - You have validly objected to us using your data - Our use of your data is contrary to law or other legal obligations 

Douglas Dance Academy will regularly review this Privacy Statement and keep updated versions on our website  

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We would aim to resolve any concern, issues and complaints internally, but you do have the right to lodge any complaint with the Information Commissioners Office