Privacy Policy

 ENERGY SCHOOL OF DANCING

PRIVACY POLICY

Energy School of Dancing is committed to protecting the privacy and personal information of our students, parents/guardians, staff and anyone who contacts us.

This Privacy Policy explains what personal information we collect, why we collect it, how we use and protect it, who we may share it with and the rights you have in relation to your information.

DATA PROTECTION

Energy School of Dancing processes personal information in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

We will only collect and use personal information where we have an appropriate reason and lawful basis for doing so.

INFORMATION WE MAY COLLECT

When you make an enquiry, register a student, book a class or otherwise use our services, we may collect information including:

  • Parent/guardian name
  • Student's name and date of birth
  • Home address
  • Email address
  • Telephone number
  • Emergency contact details
  • Class and attendance information
  • Payment and account information
  • Medical conditions, allergies, injuries and other health or additional-needs information relevant to safe participation
  • Photography/video permissions
  • Competition, examination and performance information
  • Communications between you and Energy School of Dancing
  • Information required for licences, performances or safeguarding purposes

For teachers, employees, contractors and applicants, we may also collect information relevant to employment or providing services to Energy School of Dancing.

HOW WE COLLECT INFORMATION

Personal information may be collected when:

  • You contact us with an enquiry.
  • You complete an online registration or booking.
  • Your child joins Energy School of Dancing.
  • You book a workshop, private lesson, competition, examination, show or other activity.
  • You communicate with us by email, telephone, messaging service or social media.
  • You provide or update medical, emergency or safeguarding information.
  • A teacher, employee or contractor provides information necessary to work with Energy School of Dancing.

We ask that parents/guardians ensure the information provided about themselves and their children is accurate and kept up to date.

HOW WE USE YOUR INFORMATION

We may use personal information to:

  1. Process registrations and bookings.
  2. Manage your child's membership and classes.
  3. Communicate with parents/guardians about classes, timetable changes, payments, performances and other Energy activities.
  4. Maintain attendance records.
  5. Manage fees and payments.
  6. Organise examinations, competitions, shows, workshops and performances.
  7. Protect the health, safety and welfare of our students and staff.
  8. Respond appropriately in an emergency.
  9. Meet our safeguarding responsibilities.
  10. Apply for child performance licences or provide information to local authorities where required.
  11. Respond to enquiries and provide customer service.
  12. Manage teachers, staff and contractors.
  13. Meet our legal, regulatory, insurance, accounting and record-keeping obligations.
  14. Use photographs or videos for promotional purposes where the appropriate permission has been provided.

MEDICAL & HEALTH INFORMATION

Some information we collect about students, such as medical conditions, allergies, injuries or additional needs, may be considered special category personal data under UK data protection law.

We collect this information where necessary to help us provide appropriate support and protect the health, safety and welfare of students.

Access to this information will be limited to people who reasonably need it for the student's safety, care or participation.

LAWFUL BASIS FOR PROCESSING

Depending on the circumstances, we may process personal information because:

  • It is necessary to provide the services you have requested or to fulfil our agreement with you.
  • We have a legitimate interest in operating and administering Energy School of Dancing.
  • We are required to process information to comply with a legal obligation.
  • Processing is necessary to protect someone's vital interests, particularly in an emergency.
  • You have provided consent where consent is required.

Where we rely on consent, you may withdraw that consent at any time. Withdrawing consent does not affect processing that lawfully took place before consent was withdrawn.

PHOTOGRAPHS & VIDEOS

Photographs and video footage may be taken during classes, rehearsals, workshops, competitions, performances and other Energy School of Dancing activities.

Images or videos may be used for purposes such as:

  • Energy School of Dancing social media
  • Our website
  • Posters, flyers and advertising
  • Promotional videos
  • Displays and other publicity material

Where consent is required, parents/guardians must actively provide permission for their child's photographs or videos to be used for promotional and marketing purposes.

We will respect the photography/video preference recorded for your child.

You can contact Energy School of Dancing if you wish to withdraw consent for future use.

Please be aware that withdrawing consent may not always allow us to remove material that has already been printed, distributed or otherwise lawfully published before consent was withdrawn.

SHARING PERSONAL INFORMATION

Energy School of Dancing does not sell personal information.

We will only share personal information where reasonably necessary for the operation of the school, to provide a service you have requested, where we have an appropriate lawful basis, or where we are legally required to do so.

Information may, where appropriate, be shared with:

  • Local authorities in connection with child performance licences or other legal requirements.
  • Examination organisations where a student is entered for an examination.
  • Competition organisers where a student is entered into a competition.
  • Performance venues and event organisers where necessary.
  • Teachers and authorised members of Energy School of Dancing staff where they need the information to perform their role.
  • Booking, administration, IT, website or payment service providers that process information on our behalf.
  • Medical professionals or emergency services where necessary.
  • Safeguarding authorities or other appropriate organisations where there is a safeguarding concern.
  • Professional advisers, insurers or authorities where reasonably necessary or legally required.

We will only share information that is reasonably necessary for the relevant purpose.

THIRD-PARTY SERVICES & WEBSITES

Energy School of Dancing may use third-party services for purposes such as bookings, payments, communications or administration.

These organisations may process personal information in accordance with their own privacy policies and/or their contractual obligations to Energy School of Dancing.

Our website or communications may also contain links to external websites. Energy School of Dancing is not responsible for the privacy practices or content of independent third-party websites.

DATA SECURITY

We take reasonable organisational and technical measures to protect personal information against accidental loss, misuse, unauthorised access, alteration or disclosure.

Access to personal information is restricted to people who reasonably require access for their role.

However, no internet-based system can be guaranteed to be completely secure.

HOW LONG WE KEEP INFORMATION

We will not normally keep personal information for longer than reasonably necessary.

How long information is retained will depend on the type of information and the reason it was collected.

Student and parent/guardian information may be retained for an appropriate period after a student leaves Energy School of Dancing where necessary for purposes including:

  • Outstanding payments
  • Accounting and tax records
  • Insurance requirements
  • Safeguarding
  • Legal claims or disputes
  • Regulatory or legal obligations

Staff, teacher and contractor information may also be retained after they stop working with Energy School of Dancing where necessary to meet legal, financial, safeguarding, insurance or record-keeping requirements.

Information that is no longer required will be securely deleted or destroyed where appropriate.

YOUR DATA PROTECTION RIGHTS

Depending on the circumstances, you may have the right to:

  • Ask us what personal information we hold about you or your child.
  • Request a copy of your personal information.
  • Ask us to correct inaccurate or incomplete information.
  • Ask us to delete personal information in certain circumstances.
  • Ask us to restrict the way information is processed in certain circumstances.
  • Object to certain uses of your personal information.
  • Withdraw consent where we rely on consent.
  • Request the transfer of certain information where applicable.

Some of these rights are subject to legal exemptions. For example, we may need to retain certain records even after a student leaves.

We will respond to valid data protection requests within the timescales required by applicable law, normally within one month.

KEEPING YOUR INFORMATION UP TO DATE

Parents/guardians are responsible for informing Energy School of Dancing if important information changes, particularly:

  • Contact details
  • Emergency contacts
  • Medical conditions
  • Allergies
  • Injuries
  • Medication
  • Additional needs
  • Collection arrangements

This helps us ensure that we can safely and effectively look after students while they are attending Energy School of Dancing.

CHANGES TO THIS PRIVACY POLICY

Energy School of Dancing may update this Privacy Policy from time to time.

The latest version will be made available through our website and/or booking system. Where appropriate, we will notify existing members of significant changes.

CONTACTING US

If you have a question about this Privacy Policy, wish to update information we hold, withdraw consent or exercise your data protection rights, please contact Energy School of Dancing.

If you are unhappy with how your personal information has been handled, you also have the right to raise a concern with the Information Commissioner's Office (ICO).




PRIVACY POLICY ACKNOWLEDGEMENT

Please read this Privacy Policy before completing registration.

By submitting a registration or booking with Energy School of Dancing, you acknowledge that you have been provided with this Privacy Policy and understand how Energy School of Dancing will collect, use, store and protect personal information.

Where consent is legally required for a particular use of personal information — including relevant photography and promotional permissions — this will be dealt with separately and will not be assumed simply because a registration has been submitted.