Privacy Policy

A logo with a white letternnDescription automatically generated

PRIVACY POLICY 

 

Universal Dance is committed to protecting and respecting your privacy. This policy explains when and why we collect personal information about the people who attend our classes/events, visit our website and contact us by email, and how we use that information and how we keep it secure.   

DATA PROTECTION OFFICERS – LINDSAY WILLIS-WOOD   

WHAT INFORMATION WE HOLD ABOUT YOU  

We hold and use your information to support you/your child’s teaching and learning, monitor and report on your/their progress, provide you/them with dance opportunities of a varied kind and also to assess the progress of Universal Dance.  

The information we hold about you includes: 

  • Your name and date of birth  
  • Contact details – e.g. address, phone number/s, email address  
  • Relevant medical and special needs information  
  • Photographs and video footage  
  • Personal information and media consent  
  • Access to social media data and information  
  • Details of when and why you first contacted Universal Dance  
  • If you have required a refund from Universal Dance, we may store bank details in order to keep copies of these transactions.  

We only obtain data from you for which you have given your consent. We will never sell or rent your information to third parties and will never share your information with third parties for marketing purposes. We will never share your information with any third parties unless required by to by law.  

We will hold your personal information on our systems for as long as is necessary for the relevant activity and for the duration of your enrolment with Universal Dance. We will then hold your personal information for up to 36 months after your departure from Universal Dance however may keep any class, event, workshop or performance footage (including images) for a period of 5 years to use in future marketing publications. 

After this time, images may still appear on our website and marketing/social media material, unless media consent has not been given by you to do so. 

 HOW WE USE YOUR INFORMATION  

We will use your information to: 

  • Keep each student’s emergency contact numbers and any relevant medical information with us at all times whilst teaching.  
  • Liaise with you about classes, events, performances, CPD and general support. 
  • Process your bookings and clothing orders. 
  • Seek your views on the services we provide  
  • Notify you of any changes to our services  
  • Send communications which you have requested, or that may be of interest to you. 

HOW WE STORE & MANAGE YOUR INFORMTAION  

ALL information relevant to Universal Dance, its clients and/or students are stored and managed in the following way: 

  • All electronic devices have passwords or passcodes.  
  • All Universal Dance email accounts are fully secure, requiring use of an Authenication App for access.   
  • We log off or lock all of our electronic devices when away from them (iPhone, iPad, laptop). 
  • We keep all confidential paper in a secure file when at the workplace and ensure this is then in a lockable storage facility at our home i.e. filing cabinet. 
  • We prevent virus attacks by taking care when opening emails and attachments or visiting new websites. 
  • Parents / guardians and/ or students not be given any devices or confidential paper to view at any time unless it is their own information. 
  • Registers include emergency contact details and any medical information of your child only. 
  • When emailing members of Universal Dance, parent / guardian and student names are written in initials only to protect the person in question. 
  • We keep back-ups of all your information and our external hard-drives are updated every 3 months. 
  • We understand that it is an offence to release any information about a parent / guardian and/ or student without the consent of the person in question. 
  • All discarded paperwork is destroyed using a shredder.  

YOU CAN ASK TO SEE THE INFORMATION WE HOLD ABOUT YOU  

If you want to see a copy of the data we hold and use about you, then please contact one of our Data Protection Officer:  

Email - lindsay@universaldance.co.uk  

Post – 89 Lashrbooks Road, Uckfield, TN22 2AZ  

Telephone – 07885 528356 

OUR RIGHTS AS AN ORGANISATION  

We may refuse a Subject Access Request (SAR) if your data includes information about another individual, except where: 

  • the other individual has agreed to the disclosure, or  
  • it is reasonable to provide you with this information without the other individual’s consent.  

In deciding this, we will balance your right to access your data against the other individual’s rights regarding their own information however if the information provided was seen to be given in confidence then it can be exempted by the common law; Duty of Confidentially.  

We can also refuse your request if it is ‘manifestly unfounded or excessive’. In any case we will need to tell you and justify our decision.  

YOU HAVE THE RIGHT TO REQUEST WE ERASE ANY DATA WE HOLD ABOUT YOU.  

You have a choice about whether or not you wish to receive information from Universal Dance. If you do not want to receive direct marketing communications from us then you can select ‘unsubscribe’ from our emails or contact the Data Protection Officer direct.  

IF YOU CHANGE YOUR INFORMATION or believe that any of the data we hold about you is inaccurate or out of date, please contact us using the details above. We have up to 30 days to process your amendment.  

UNIVERSAL DANCE WEBSITE  

At times we provide links to other media sites, dance events and companies and our website may contain links to other websites not run by Universal Dance. This Privacy Policy applies only to the resources directly linked to Universal Dance and we cannot be responsible for the privacy policies and practices of other sites, even if you access them through the Universal Dance website. In addition, if you linked to our website from a third-party site, we cannot be responsible for the privacy policies and practices of the owners/operators of that third-party site.  

WHAT HAPPENS IF YOU ‘OPT OUT’  

Universal Dance use email, social media and telephone to contact our clients. If you ‘opt out’ of us storing your details please be aware that it is then your responsibility to gather information about classes, termly fees, events and performances. We are legally required to have an emergency contact number for your child during classes so if you are not comfortable with this then we will no longer be able to provide our services to you or your child.