Privacy Policy

Universal Dance – GDPR Policy

1. Policy Statement

Universal Dance is committed to protecting the privacy and security of personal data in compliance with the General Data Protection Regulation (GDPR) (EU) 2016/679 and the Data Protection Act 2018. This policy outlines how we collect, process, store, and protect personal data.

2. Data Protection Principles

Universal Dance ensures that personal data is:

  1. Processed lawfully, fairly, and transparently.
  2. Collected for specified, legitimate purposes and not further processed in ways incompatible with those purposes.
  3. Accurate and kept up to date.
  4. Kept in a form that permits identification of data subjects for no longer than necessary.
  5. Processed in a manner that ensures appropriate security of the data, including protection against unlawful or unauthorised processing, accidental loss, destruction, or damage.

3. Types of Data Collected

Universal Dance collects the following personal data:

  • Contact information (name, address, email, phone number)
  • Health information (for students with specific medical needs)
  • Payment details (bank account or card details for services and fees)
  • Emergency contact information
  • Photography or video (with consent, for promotional purposes)

4. Data Collection & Consent

We collect personal data for the following purposes:

  • To provide dance classes and related services.
  • To communicate with students and parents regarding class schedules, events, and payments.
  • For safeguarding and health & safety (including emergency contact and medical details).
  • To comply with legal obligations (e.g., safeguarding, financial records).

Consent will be sought from parents/guardians or individuals for the collection and use of personal data, particularly for images or video used for promotional purposes. Consent can be withdrawn at any time by contacting Universal Dance.

Clients who choose to opt out of this policy will not be accepted as clients at Universal Dance, as compliance with GDPR is essential for the safety, legal obligations, and effective operation of our services.

5. Data Retention

Personal data will only be kept for as long as is necessary to fulfil its intended purpose. This includes:

  • Retaining data for 7 years for financial and contractual purposes.
  • Health and emergency contact data will be kept for as long as a student is actively attending classes and for a period of up to one year after.

6. Data Security

Universal Dance implements appropriate technical and organisational measures to ensure the confidentiality, integrity, and availability of personal data, including:

  • Use of password protection and secure storage methods for physical and digital records.
  • Regular training of staff to ensure compliance with data protection policies.

7. Sharing Personal Data

We do not share personal data with third parties without the individual’s consent, except when:

  • It is necessary to comply with legal obligations (e.g., law enforcement, safeguarding).
  • We use third-party providers (e.g., payment processors), who are required to comply with data protection laws.

8. Data Subject Rights

Individuals have the following rights regarding their personal data:

  1. Right to Access – The right to request a copy of the personal data we hold.
  2. Right to Rectification – The right to request correction of any inaccuracies in their data.
  3. Right to Erasure – The right to request deletion of data, subject to legal obligations.
  4. Right to Restrict Processing – The right to restrict the processing of their data.
  5. Right to Data Portability – The right to request their data in a structured, commonly used format.
  6. Right to Object – The right to object to processing for specific purposes.

To exercise these rights, individuals can contact Lindsay Willis-Wood, Director via [Insert Contact Information].

9. Data Protection Officer

For any data protection concerns, please contact the Data Protection Officer (DPO):

Lindsay Willis-Wood, Director, Universal Dance

10. Policy Review

This policy is reviewed annually or in response to any significant change in data processing activities or relevant legislation.

Lindsay Willis-Wood

Director, Universal Dance

January 20205