Privacy Policy

1. Introduction

This Privacy Policy explains how we, JL Dance (referred to as “we,” “our,” or “us”), collect, use, disclose, and protect personal information obtained through our services, website, and interactions with students, parents/guardians, and visitors. We are committed to ensuring that your privacy is protected in accordance with applicable UK data protection laws, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Our contact details are as follows:

Telephone: 01773 746 770
Email: [email protected]
Address: Whiteley Road, Ripley, Derbyshire DE5 3QL

Should you have any questions regarding this Privacy Policy, please contact us at the details provided above.

2. Scope

This Privacy Policy applies to all personal data we process in connection with our dance school services. This includes information obtained directly from you, through our website, via email, or in person (e.g., registration forms and enrolment processes).

3. Personal Data We Collect

We may collect and process various categories of personal data depending on the context of your engagement with us. This information may include:

Identity Data: Name, date of birth, and contact details (address, telephone number, email address).
Parent/Guardian Data: Names and contact information of parents or guardians if the student is a minor.
Attendance and Performance Data: Attendance records, class preferences, progress notes, and examination or competition results.
Financial Data: Payment card details (if processed), bank details, and transaction records.
Medical and Health Information: Information you provide regarding health conditions or injuries relevant to dance participation (processed only where strictly necessary and with your explicit consent where required by law).
Communication Data: Email correspondence, feedback forms, and other communications or queries.

4. How We Collect Personal Data

Directly from You: When you register for classes, fill in forms, or communicate with us in person, by phone, by email, or otherwise.
Website: When you visit our website, submit an enquiry form, request information, or subscribe to our newsletters or updates.
Third Parties: Occasionally, we may receive personal data from trusted partners, such as dance examination boards or competition organisers, where you have provided consent for them to share your data with us.

5. Purposes and Legal Bases for Processing

We process personal data for the following purposes and rely on the corresponding legal grounds:

Enrolment and Administration
- To register students for classes, maintain attendance records, and manage daily operations.
- Legal Basis: Performance of a contract, legitimate interests, or consent (for sensitive data, such as medical information).
Class Scheduling and Communication
- To inform students and parents/guardians about class schedules, cancellations, or updates.
- Legal Basis: Performance of a contract, legitimate interests.
Payment and Invoicing
- To process tuition fees, competition fees, and any other related payments.
- Legal Basis: Performance of a contract, legitimate interests.
Examinations and Competitions
- To register participants for dance examinations or competitions and communicate relevant results or certificates.
- Legal Basis: Performance of a contract, legitimate interests.
Marketing and Promotional Activities
- To inform you of events, workshops, or promotions that may be of interest.
- Legal Basis: Consent or legitimate interests (where appropriate). You can opt out of marketing communications at any time.
Health and Safety
- To ensure the welfare of our students by maintaining relevant medical and emergency contact information.
- Legal Basis: Vital interests or explicit consent (for health data).

We may share personal data with:

Service Providers: Trusted third-party providers who assist us in delivering our services (e.g., IT support, payment processors).
Dance Examination Boards or Competition Organisers: Where necessary for exam registration, certifications, and competition entries.
Professional Advisors: Such as accountants, legal counsel, and insurers, where necessary for legitimate business interests or to comply with our legal obligations.
Legal or Regulatory Bodies: Where disclosure is required by law, court order, or regulatory requirements.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes in accordance with our instructions.

7. International Transfers

Where personal data is transferred outside the UK or European Economic Area (EEA), we will ensure that such a transfer is subject to appropriate safeguards (e.g., an adequacy decision by the UK government, standard contractual clauses, or other lawful measures) to protect your personal data in accordance with applicable data protection legislation.

8. Data Security

We have implemented appropriate technical and organisational measures to protect personal data from loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures include:

Secure storage systems and restricted access to authorised personnel only.
Encryption and secure password protocols where applicable.
Regular data protection training for our staff.

9. Data Retention

We will retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, or reporting requirements. When determining the appropriate retention period, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure, and the applicable legal requirements.

Where data is no longer required, we will securely delete or anonymise it.

10. Your Data Protection Rights

Under UK data protection law, you have the following rights, subject to certain limitations:

Right of Access: Request a copy of the personal data we hold about you and information on how we process it.
Right to Rectification: Request that we correct or complete any inaccurate or incomplete personal data.
Right to Erasure: Request that we delete or remove your personal data where there is no legitimate reason for us to continue processing it.
Right to Restrict Processing: Ask us to suspend the processing of your personal data in certain situations.
Right to Data Portability: Obtain a copy of your personal data in a structured, commonly used, and machine-readable format and/or to request that we transfer it to another controller.
Right to Object: Object to the processing of your personal data where we are relying on legitimate interests, or for direct marketing purposes.
Right to Withdraw Consent: Where you have provided consent to the processing of your personal data, you have the right to withdraw that consent at any time.

To exercise any of the above rights, or if you have any questions or concerns about how we handle your personal data, please contact us at [email protected] or by calling 01773 746 770.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you believe that your data has been processed unlawfully. For more information, please visit https://ico.org.uk/ (Note: external link provided for completeness in an actual policy, but this is an example policy only).

11. Cookies and Tracking Technologies

Our website may use cookies and similar technologies to enhance your browsing experience, analyse site traffic, and deliver targeted advertising or content. Cookies are small text files placed on your device to collect standard internet log information and visitor behaviour. You can set your browser to refuse cookies or alert you when cookies are being sent. However, if you disable or refuse cookies, some parts of our website may become inaccessible or not function properly.

12. Updates to This Privacy Policy

We may review and update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational needs. Any changes will be posted on our website with the updated “Last Updated” date.

13. Contact Us

If you have any questions, comments, or requests regarding this Privacy Policy or our data processing practices, please reach out to us:

JL Dance Whiteley Road, Ripley, Derbyshire DE5 3QL Telephone: 01773 746 770 Email: [email protected]