Privacy Policy

Dancemania Dance Company (“Dancemania”, “we”, “us” or “our”) respects your privacy and is committed to protecting the personal information we hold about our pupils, parents, carers and other individuals who communicate with or use our services.

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

Dancemania Dance Company processes personal information in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and the Data (Use and Access) Act 2025, together with other applicable privacy and electronic communications legislation.

As Dancemania provides dance education and activities to children, we take particular care when handling children’s personal information and seek to process it fairly, lawfully and transparently, taking account of children’s welfare, rights and best interests.

1. Who is responsible for your personal information?

Dancemania Dance Company is responsible for the personal information it collects and uses in connection with its dance classes, examinations, performances, workshops, events and other activities.

If you have any questions about this Privacy Policy or the way your personal information is being used, please contact:

Dancemania Dance Company**

**Principal: Dancemania Dance Company Principal Email: dancemania.co@live.co.uk Address: 9 Sycamore Place, Bradwell Village, Burford, OX18 4XG

We will endeavour to resolve any privacy concerns or questions as quickly as reasonably possible.

2. What personal information do we collect?

Depending on your relationship with Dancemania, we may collect and use some or all of the following information.

Information about pupils

• Full name
• Date of birth and age
• Address
• Class and timetable information
• Attendance information
• Dance examination information and results
• Performance, show and workshop information
• Photographs and video recordings
• Information relating to participation in performances, examinations, competitions or other activities
• Information provided by a parent or carer about a child’s needs or circumstances

Information about parents and carers

• Name
• Address
• Telephone number
• Email address
• Relationship to the pupil
• Emergency contact information
• Information required to communicate with you about classes, payments, examinations, performances and other Dancemania activities

Health, medical and welfare information

Where necessary for the safety and welfare of a pupil, we may collect information such as:

• Medical conditions
• Allergies
• Injuries
• Medication or relevant medical requirements
• Physical conditions that may affect participation in dance activities
• Other health or welfare information that you consider important for us to know

Health information is special category personal data under data protection law and will only be processed where we have an appropriate lawful basis and additional condition under applicable data protection legislation.

Please tell us if any information relevant to your child’s health, safety or participation changes.

Payment and financial information

We may collect and process information relating to:

• Dance fees
• Payments and payment dates
• Payment arrangements
• Outstanding balances
• Information necessary to administer payments and recover unpaid fees

We will only collect and use financial information that is reasonably necessary for the administration of Dancemania’s services and payments.

3. How and why do we use your personal information?

We may use personal information for purposes including:

• Providing dance classes, tuition and related services
• Registering pupils and managing class attendance
• Communicating with parents, carers and pupils where appropriate
• Organising examinations and submitting examination entries
• Organising shows, performances, workshops, competitions and other events
• Managing dance fees and payments
• Keeping appropriate emergency and medical information so that we can respond appropriately if a pupil becomes unwell or injured
• Safeguarding pupils and responding appropriately to welfare or safeguarding concerns
• Maintaining appropriate records
• Managing complaints, disputes and legal matters
• Dealing with insurance matters and claims
• Protecting the health and safety of pupils, staff and visitors
• Complying with legal and regulatory requirements
• Protecting our legitimate business interests and enforcing our legal rights where appropriate
• Communicating important information about Dancemania’s classes and activities
• Promoting Dancemania where we have an appropriate lawful basis or consent where required
• Improving the services and activities we provide

We will only collect and use personal information that is relevant and reasonably necessary for the purpose for which it is being processed.

4. Our lawful bases for processing personal information

Data protection law requires us to have a lawful basis for processing personal information.

Depending on the circumstances, Dancemania may rely on one or more of the following lawful bases.

Contract

We may need to process personal information because it is necessary to provide the dance services you have requested or to take steps at your request before providing those services.

For example, we may need your name and contact details to enrol your child, allocate classes, communicate important information and administer fees.

Legitimate interests

We may process personal information where this is necessary for our legitimate interests, provided that those interests are not overridden by your rights and interests.

Examples may include:

• Managing and administering Dancemania
• Communicating with parents and carers about classes and activities
• Maintaining appropriate records
• Managing and recovering unpaid fees
• Protecting our business and legal rights
• Managing complaints and disputes
• Maintaining appropriate health and safety arrangements
• Preventing misuse of our services
• Improving the way Dancemania operates

Where we rely on legitimate interests, we will consider whether the processing is fair, reasonably expected and proportionate.

Legal obligation

We may process and disclose personal information where this is necessary for us to comply with a legal obligation.

This may include circumstances where we are required to provide information to a relevant authority, court, law-enforcement body or other organisation under applicable law.

Vital interests

We may process information where this is necessary to protect someone’s vital interests, particularly in an emergency where the individual is unable to provide consent.

For example, relevant information may need to be provided to emergency services or medical professionals if a pupil becomes seriously ill or injured.

Legal claims

We may process personal information where necessary to establish, exercise or defend legal claims.

This may include obtaining advice from legal advisers, dealing with insurers, recovering unpaid fees or responding to a dispute or legal proceedings.

Consent

In some circumstances, we may ask for your consent to process personal information.

Where we rely on consent, it will be requested clearly and separately where appropriate.

You can withdraw your consent at any time.

Withdrawing consent does not affect the lawfulness of any processing that took place before consent was withdrawn.

5. Children’s personal information

Dancemania provides services to children and recognises that children’s personal information deserves particular protection.

We will take reasonable steps to ensure that information about children is:

• Collected only where reasonably necessary
• Used for clear and appropriate purposes
• Kept accurate where necessary
• Kept secure
• Only shared where there is a lawful reason to do so
• Retained only for as long as reasonably necessary

We will provide privacy information to parents and carers in clear and understandable language.

Where a child’s own data protection rights are relevant, we will take account of the child’s age, understanding and circumstances when dealing with requests concerning their personal information.

6. Photographs and video recordings

Photographs and video recordings may be taken during Dancemania classes, rehearsals, shows, performances, examinations, workshops or other events.

Photographs and video may be used for purposes such as:

• Recording or documenting Dancemania activities
• Internal or administrative purposes
• Providing information to parents and pupils
• Promoting Dancemania
• Dancemania’s website
• Dancemania’s social media pages
• Advertising and promotional materials

Where photographs or video are used for promotional purposes, we will ensure that the relevant lawful basis and, where applicable, consent requirements are met.

Where consent is required, we will ask for it clearly and separately and explain how photographs or video may be used.

You may withdraw consent for future promotional use at any time by contacting Dancemania at:

dancemania.co@live.co.uk

Withdrawing consent does not make previous lawful use unlawful and may not enable us to remove material that has already been printed, distributed or shared by third parties.

We will take reasonable steps to respect withdrawal of consent for future use.

We will take particular care when photographing or recording children and will avoid unnecessarily identifying children in promotional material.

7. Social media and the Dancemania website

Dancemania may operate social media accounts and a website through which photographs, video, news and information about Dancemania activities may be published.

Where personal information is published on third-party social media platforms, those platforms may process information in accordance with their own privacy policies and terms.

We do not control how third-party social media companies process information once it has been shared with or made available to those platforms.

Where appropriate, we will take reasonable steps to ensure that material published by Dancemania complies with the permissions and privacy choices we have been given.

8. Marketing and communications

We may contact parents and carers with information that is necessary or reasonably connected to the dance services being provided, including:

• Class information
• Timetable changes
• Examination information
• Show and performance information
• Workshop information
• Important Dancemania announcements
• Information relating to fees or payments

We may also send information about other Dancemania activities, classes, events or services where we have a lawful basis to do so and in accordance with applicable electronic marketing laws.

You can ask us to stop sending you marketing communications at any time.

Important operational communications, such as information about a child’s class, examination, performance, safety, fees or other essential matters, are not treated as optional marketing communications.

9. Sharing personal information with third parties

We do not sell personal information about our pupils or parents.

We may share appropriate personal information with third parties where there is a lawful reason to do so and where the information shared is reasonably necessary.

This may include:

Dance examination organisations

We may share relevant pupil information with dance examination organisations where necessary to register pupils for examinations, assessments or related activities.

Venues and event organisations

Where reasonably necessary to organise performances, examinations, workshops or other activities, we may share limited information with venues or event-related organisations.

Safeguarding and public authorities

Where necessary and lawful, we may share information with relevant authorities or organisations where there is a safeguarding, welfare or safety concern.

This may include children’s services, safeguarding organisations, the police or other relevant authorities.

Emergency and medical situations

Where necessary to protect a pupil’s health or safety, we may share relevant information with emergency services, medical professionals or other appropriate persons.

Insurance providers

We may share relevant information with our insurers where necessary to deal with an incident, accident, claim or other insurance matter.

Legal advisers and courts

We may share information with our legal advisers, professional advisers, courts or other relevant bodies where necessary to obtain legal advice, establish or defend legal rights, deal with disputes or recover unpaid fees.

Service providers

We may use third-party organisations to help us operate Dancemania, such as providers of website, email, payment, booking, administration, storage or other business services.

Where such providers process personal information on our behalf, we will take appropriate steps to ensure that the information is handled securely and in accordance with applicable data protection requirements.

10. Information shared with parents, carers and family members

We will normally communicate with the parent or carer who has provided information to us or who is responsible for the relevant account or booking.

There may be circumstances where information can or should be shared with another person who has parental responsibility or another appropriate person.

We will consider the circumstances carefully and will not disclose personal information simply because someone requests it.

Where there is a safeguarding, legal or welfare concern, we may need to restrict or disclose information where legally appropriate.

11. Sending or storing information outside the UK

Dancemania is based in the UK.

Some of the technology, software or service providers we use may store or process personal information outside the UK or may use service providers located in other countries.

Where personal information is transferred outside the UK, we will take the steps required by applicable data protection law to ensure that appropriate safeguards are in place.

We will not knowingly transfer personal information internationally unless there is a lawful basis and appropriate protection for that transfer.

12. How we protect personal information

We take reasonable and appropriate technical and organisational measures to protect personal information against:

• Unauthorised access
• Accidental loss
• Destruction
• Damage
• Unauthorised disclosure
• Unlawful processing

Access to personal information will be limited to people who reasonably need it for their role or responsibilities.

However, no method of storing or transmitting information can be guaranteed to be completely secure.

13. Personal data breaches

If Dancemania becomes aware of a personal data breach, we will assess the incident and take appropriate steps to contain, investigate and remedy it.

Where required by law, we will notify the Information Commissioner’s Office and/or affected individuals.

14. How long do we keep personal information?

We will not keep personal information for longer than is reasonably necessary for the purpose for which it was collected, unless we have a lawful reason to retain it for longer.

Different types of information may need to be retained for different periods.

For example, we may need to retain certain information after a pupil leaves Dancemania in order to:

• Deal with complaints or disputes
• Establish or defend legal claims
• Meet accounting or legal requirements
• Deal with insurance matters
• Maintain appropriate examination or historical records
• Respond to safeguarding matters where appropriate

When personal information is no longer required, we will take reasonable steps to securely delete, destroy or anonymise it.

15. Your data protection rights

Under applicable data protection law, you may have a number of rights concerning your personal information.

These may include:

Right to be informed

You have the right to know how and why we use your personal information. This Privacy Policy is intended to provide that information.

Right of access

You may ask for a copy of personal information we hold about you, subject to applicable legal exemptions.

Right to rectification

You may ask us to correct personal information that is inaccurate or incomplete.

Right to erasure

In certain circumstances, you may ask us to delete your personal information.

This is sometimes referred to as the “right to be forgotten”. This right is not absolute and there are circumstances where we may be legally entitled or required to retain information.

Right to restrict processing

In certain circumstances, you may ask us to restrict the way we use your personal information.

Right to data portability

In certain circumstances, you may ask for personal information you have provided to us in a structured, commonly used and machine-readable format, or ask for it to be transferred to another organisation.

Right to object

In certain circumstances, you have the right to object to our processing of your personal information, including where we rely on legitimate interests.

You have an absolute right to object to direct marketing.

Rights relating to automated decision-making

You have rights in relation to certain automated decision-making, including profiling, where applicable.

Dancemania does not ordinarily make decisions about pupils or parents using solely automated decision-making.

Not all rights apply in every circumstance. Some rights are subject to specific conditions and exemptions under data protection law.

16. How to exercise your rights

If you wish to exercise any of your data protection rights, please contact:

Dancemania Dance Company**

Email: dancemania.co@live.co.uk

**Address: 9 Sycamore Place, Bradwell Village, Burford, OX18 4XG

We may need to verify your identity before providing information or making changes to personal information.

We will normally respond to a valid request within the period required by applicable data protection law.

In some circumstances, we may be entitled to refuse a request or charge a reasonable fee where permitted by law. If this applies, we will explain why.

17. Data protection complaints

If you have concerns about how Dancemania has used your personal information, we encourage you to contact us first so that we can try to resolve the matter.

You can contact us at:

dancemania.co@live.co.uk

We will acknowledge and respond to data protection complaints in accordance with applicable legal requirements.

If you remain dissatisfied, you have the right to complain to the UK’s independent data protection regulator:

Information Commissioner’s Office (ICO)

You can make a complaint through the ICO website:

https://ico.org.uk/make-a-complaint/

The ICO can provide information about your data protection rights and investigate concerns about how organisations handle personal information.

18. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in the law, guidance, technology, our services or the way Dancemania processes personal information.

The latest version will be made available on the Dancemania website.

We recommend checking this page periodically for updates.

Policy last reviewed and updated: 27 August 2026

Next scheduled review: August 2027, or sooner if there are significant changes to legislation, ICO guidance or Dancemania’s data-processing activities.

Dancemania Dance Company**

**9 Sycamore Place, Bradwell Village, Burford, OX18 4XG Email: dancemania.co@live.co.uk