Our privacy policy
GDPR & Data Protection Policy
Dance School: ELEVATE BALLET and DANCE
Email: info@elevateballetanddance.com
Telephone: 07814 877004
Website: https://elevateballetand dance.com
Policy Owner: Rebecca Hutcherson-Jones (Principal)
Effective Date: August 2026
Next Review Date: August 2027
1. Purpose of this Policy
ELEVATE BALLET and DANCE respects the privacy of our students, parents and guardians, teachers, staff, contractors and other individuals whose personal information we collect and use.
This policy explains how we collect, use, store, protect and share 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, as amended from time to time.
Where we process information relating to children, we take additional care to ensure that their information is handled fairly, securely and in their best interests. Children have their own data protection rights, and privacy information provided to them should be clear and understandable.
2. Who is responsible for your information?
For the purposes of data protection legislation, ELEVATE BALLET and DANCE is the Data Controller for the personal information we collect and use in connection with the operation of the dance school.
If you have questions about how we use your personal information, please contact:
Data Protection Contact: Rebecca Hutcherson-Jones
Email: info@elevateballetanddance.com
Telephone: 07814 877004
3. Information we collect
Depending on the services we provide, we may collect the following information:
Students
Full name
Date of birth and age
Address
Contact details
Class, level and timetable information
Dance experience and achievements
Attendance records
Performance, examination and competition information
Photographs and videos where appropriate permissions have been provided
Emergency contact details
Information relevant to participation in dance activities
Parents and guardians
Name
Address
Telephone number
Email address
Relationship to the student
Payment and billing information
Information necessary to communicate about the student's classes and welfare
Health and medical information
Where necessary for the safe participation of a student, we may collect information such as:
Allergies
Injuries
Medical conditions
Disabilities or additional needs
Medication information
Physical restrictions or requirements
Emergency medical information
Health information is special category personal data and will only be collected and used where we have an appropriate legal basis and special condition under data protection law.
We will only request information that is relevant and necessary for the student's participation, safety or welfare.
4. How we use personal information
We may use personal information to:
Register students for classes
Organise classes, rehearsals, performances, examinations and competitions
Communicate with students and parents/guardians
Manage attendance
Process payments and fees
Maintain appropriate student and administrative records
Safeguard students and staff
Respond to emergencies
Make reasonable adjustments for disabilities or additional needs
Arrange dance examinations, competitions or performances
Meet our legal and regulatory obligations
Maintain appropriate insurance and financial records
Manage complaints and enquiries
Improve our services
Send information about classes, events or services where permitted by law
We will not use personal information for purposes that are incompatible with the purpose for which it was collected unless permitted or required by law.
5. Our lawful bases for processing
We will only process personal information where there is a lawful basis to do so.
Depending on the circumstances, this may include:
Contract
We may need to use personal information to provide dance classes and related services, manage enrolment and fulfil our agreement with a student or parent/guardian.
Legal obligation
We may process information where necessary to comply with a legal obligation, such as accounting, taxation, safeguarding or other applicable legal requirements.
Legitimate interests
We may process information where it is reasonably necessary for the legitimate operation and management of the dance school, provided that our interests do not override the individual's rights and freedoms.
Consent
Where appropriate, we may ask for consent, particularly for optional activities such as certain uses of photographs, videos or marketing communications.
Where processing is based on consent, consent can generally be withdrawn at any time. Withdrawal of consent does not affect processing that took place before consent was withdrawn.
For children, we will take account of their age, understanding and capacity when considering how consent and data protection rights apply. Children have data protection rights in their own right.
6. Children's information
Because our dance school may provide classes to children and young people, we recognise that children's personal information requires particular care.
We will:
Collect only information that is necessary and proportionate.
Explain, in an age-appropriate way, how personal information is used.
Provide parents/guardians with appropriate privacy information.
Take account of the child's age, maturity and understanding.
Keep children's information secure.
Avoid unnecessary sharing of children's personal information.
Consider the best interests of the child when designing our data-processing practices.
Respond appropriately to requests made by children or their parents/guardians concerning personal information.
Children have the same fundamental data protection rights as adults, although how those rights are exercised can depend on factors such as age, maturity, capacity and understanding.
7. Photography and video
We may take photographs or videos during classes, rehearsals, performances, competitions or other dance-school activities.
We may use these for purposes such as:
Internal records
Teaching and assessment
School displays
Programmes and promotional materials
The school's website
Social media
Advertising and publicity
Where required, we will seek appropriate consent before using identifiable photographs or videos for optional promotional purposes.
Consent for promotional photography/video will be kept separate from consent that is necessary for participation in dance classes.
Parents/guardians and students should contact Rebecca Hutcherson-Jones if they wish to withdraw an existing photography/video permission.
Where a child or young person does not have permission to be photographed or filmed for a particular purpose, reasonable steps will be taken to respect that preference.
8. Marketing
We may send information about classes, events, performances or other services where permitted by applicable data protection and electronic marketing laws.
Where consent is required, we will ask for it before sending marketing communications.
You can unsubscribe from marketing communications at any time by:
Using the unsubscribe option included in an email; or
Contacting us at info@elevateballetanddance.com
We will not make continued participation in dance classes conditional on consenting to optional marketing.
9. Sharing personal information
We may share personal information where necessary and lawful with:
Teachers and authorised members of staff
Dance examination organisations
Competition and performance organisers
Venue operators where necessary
Professional advisers
Accountants and payment providers
IT and software service providers
Insurers
Professional photographers or videographers where appropriate
Emergency services or healthcare professionals where necessary
Relevant authorities where required by law
Safeguarding organisations or authorities where necessary to protect a child or vulnerable person
We will only share information that is necessary for the relevant purpose.
We will not sell students' or parents' personal information.
Where another organisation processes personal information on our behalf, we will take appropriate steps to ensure that suitable data protection and confidentiality requirements are in place.
10. Safeguarding
Data protection law does not prevent us from sharing information where necessary to protect a child or another person from harm.
Where we have a safeguarding concern, we may share relevant information with parents/guardians, safeguarding professionals, children's services, the police, healthcare professionals or other appropriate authorities where lawful and necessary.
We will prioritise the safety and best interests of children when responding to safeguarding concerns.
The ICO provides specific guidance on sharing information for child safeguarding purposes.
11. Keeping information secure
We take reasonable and appropriate technical and organisational measures to protect personal information from:
Unauthorised access
Accidental loss
Destruction
Damage
Unauthorised disclosure
Unlawful processing
Measures may include:
Password protection
Access controls
Secure cloud systems
Restricted access to student records
Secure disposal of paper records
Staff confidentiality requirements
Appropriate software and device security
Regular review of who has access to personal information
Staff and teachers should only access personal information where it is necessary for their role.
12. Data breaches
A personal data breach may include the accidental loss, unauthorised disclosure, theft or unauthorised access of personal information.
If we become aware of a personal data breach, we will assess it promptly and take appropriate steps to contain and investigate it.
Where required by law, we will notify the Information Commissioner's Office (ICO) and/or affected individuals within the applicable timescales.
Staff must report suspected data breaches immediately to Rebecca Hutcherson-Jones.
13. How long we keep information
We will retain personal information only for as long as it is reasonably necessary for the purposes for which it was collected, unless a longer period is required by law.
Our retention periods may include:
Student enrolment records - duration of enrolment + 6 years
Emergency/medical information - duration of enrolment and until child turns 21
Financial/payment records - 6 years from the end of the financial year
Consent records - for the period of enrolment
Marketing preferences - until withdrawn or no longer required
Photographs/videos until no longer required for the stated purpose, subject to applicable consent/objection
Safeguarding records - until the age of 24 or 22 years from the date of incident
The school will periodically review stored information and securely delete or anonymise information that is no longer required.
14. International transfers
Some of our service providers may store or process personal information outside the United Kingdom.
Where personal information is transferred outside the UK, we will ensure that the transfer is carried out in accordance with applicable data protection law and that appropriate safeguards are in place where required.
15. Your data protection rights
Depending on the circumstances, individuals have rights under data protection law including:
The right to be informed about how their personal information is used.
The right to access their personal information.
The right to request correction of inaccurate information.
The right to request erasure in certain circumstances.
The right to request restriction of processing in certain circumstances.
The right to object to certain processing.
The right to data portability in certain circumstances.
Rights relating to automated decision-making and profiling where applicable.
The right to withdraw consent where processing is based on consent.
These rights are subject to legal conditions and exemptions, so not every right will apply in every situation.
Children can exercise their own data protection rights where they have sufficient understanding and capacity to do so. We will take appropriate steps to support children in exercising their rights.
16. Making a data protection request
To exercise a data protection right, please contact:
Rebecca Hutcherson-Jones
Email: info@elevateballetanddance.com
We may need to verify the identity of the person making a request before providing personal information.
We will respond to requests within the timeframe required by applicable data protection law.
Where a request is made by a parent or guardian on behalf of a child, we will consider the child's age, maturity, capacity, the nature of the request and the child's best interests.
17. Complaints
If you have concerns about how we have handled your personal information, please contact us first so that we can investigate and attempt to resolve the issue.
You also have the right to complain to the UK's supervisory authority for data protection:
Information Commissioner's Office
Telephone: 0303 123 1113
The ICO provides guidance and resources for organisations handling children's personal information and recommends that privacy information for children is clear, accessible and age-appropriate.
18. Cookies and website information
If our website uses cookies or similar technologies, information about these technologies will be provided in our separate Cookie Policy or cookie notice.
Our website privacy information will explain what information is collected through online forms, enquiries, bookings, mailing lists, analytics and other website services.
19. Staff and teacher responsibilities
Anyone working for or on behalf of ELEVATE BALLET and DANCE who handles personal information must:
Keep personal information confidential.
Only access information necessary for their role.
Follow the school's data protection procedures.
Use appropriate security measures.
Not share student or parent information through unauthorised channels.
Report suspected data breaches immediately.
Follow safeguarding procedures where relevant.
Ensure personal information is securely disposed of when no longer required.
20. Policy review
This policy will be reviewed at least annually and whenever there are significant changes to our activities, technology, suppliers or applicable data protection law.
Student and Parent Privacy Statement
We want students and parents to understand how we use personal information.
We collect information so that we can safely and effectively run our dance classes. This may include names, contact details, attendance, emergency contacts and relevant health information.
We keep this information secure and only share it where we have a lawful reason to do so.
We may also ask for separate permission to use photographs or videos for publicity, such as on our website or social media. Saying no to optional publicity will not affect your ability to attend dance classes.
You can ask us about the information we hold about you or your child and, where applicable, ask us to correct or delete information.
If you have any questions about privacy, please contact info@elevateballetanddance.com
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