Privacy Notice
Dance Equation Ltd
March 2023
Information on How we use your Personal Data.
This is the Privacy Notice of Dance Equation Ltd a company registered in the UK under number 04266433.
Please read this Privacy Notice so you are aware of how and why we use your Personal Data. Dance Equation takes your privacy very seriously and work with children, parents, carers, freelance staff, external agencies, and the community to ensure the welfare and safety of children. We also respect the privacy of parents and carers as well as the privacy of staff.
Our Privacy Notice includes information about:
- Why we collect and keep information about you.
- What information we collect.
- How long we may keep your information.
- Who may see your information?
- Who we may share your information with?
- Your rights concerning your information.
Dance Equation processes personal information (Personal Data) in providing educational classes and programmes for children. They take their duty to protect your Personal Data very seriously and all processing will be in line with the UK General Data Protection Regulation (GDPR) as tailored by the Data Protection Act 2018 and current general UK legislation.
This Privacy Notice will cover how we deal with your Personal Data when you fill in our contact form on our website https://www.dance-equation.co.uk, book our classes for your child, book us to visit your venue or school, assist us with our research and development or otherwise contact us and enquire about or use our services.
Personal Data is any information by which an individual person can be identified. This includes a name, identification number, address, email address, IP address, photo, date of birth, and phone number. It also covers any factors specific to the physical, physiological, genetic, mental, economic, cultural, or social identity of a person.
Processing includes collection, recording, organising, storage, adapting, retrieval, use, erasure, or destruction.
Dance Equation and their associates will take all reasonable means to keep your Personal Data confidential whether this is held on the computer, on paper, online or other media. Every member of staff working with the Dance Equation has a legal duty to keep information about you secure and confidential. This is also included in associates, contractors, licensees and partners’ terms and conditions.
For any information, please contact Rebecca Hart at: rebecca@dance-equation.co.uk
For independent advice about data protection issues, you can contact the Information Commissioner at Wycliffe House, Water Lane, Wilmslow Cheshire SK9 5AF Email: casework@ico.org.uk. Phone: 0303 123 1113 Website: https://ico.org.uk
- What Information do we collect?
Dance Equation aims to provide you with the highest quality of service. To do this we must keep records about you, and the services we have provided to you or plan to provide to you.
The Personal Data we hold about you is protected by strict physical, electronic, and other means and includes:
- The name of the child attending classes
- Their date of birth
- Any relevant medical or other issues regarding the child
- Attendance records, incident and accident records
- The parent/carers name, address, and telephone number
- E-mail address
- Emergency Contact details
- Goods and Services provided
- Financial details such as bank account and payment cards details
- Any information necessary for the provision of our Services.
We will also process Personal Data about our suppliers, any employees, independent contractors, other advisers and professional experts.
We only process your Personal Data in accordance with the current UK General Data Protection Regulation. This will be to provide you with appropriate services or to meet contractual or legal obligations including maintaining our accounts and records or because you have consented to provide us with the information.
The Personal Data will be used for administrating school, nursery and other workshops and shows and classes.
The Dance Equation and its associates keep accurate and up-to-date information about the services you receive, and to enable them to provide you with the right advice about potential new services. It also ensures that any concerns you may have about your Services can be thoroughly investigated.
If we intend to use the Personal Data for any other purpose, then you will always be asked first unless required to act otherwise by the law.
Some special category of data is deemed Special Category Data and we can only process this with your consent. If the consent is not forthcoming or withdrawn, we will not be able to complete the provision of our services with no liability on our part. Special Category Data includes but is not limited to information about racial or ethnic origin, religious or philosophical beliefs, genetic data biometric data and medical information such as your health including medical history and GP details.
If you do not provide the Personal Data requested, we may not be able to provide the Services under the contract with us.
- Who we may share your information with?
Information will be seen by the Dance Equation staff, and contractors looking after you and by others involved in delivering your services. There is sometimes a need to share information about you with other third-party providers so that we can work together to provide you with the best possible service to meet your needs. We will only ever share your information when there is a legitimate need to do so.
Dance Equation acts as Controller when processing your data. When a class or other activity is booked through the Class 4 Kids Dance Equation will be controller jointly with Class 4 Kids. Class 4 Kids provide a booking system for classes for children. Their Privacy Policy can be found on their website https://clubs.classforkids.co.uk.
It may also be necessary to share some information with:
Business associates and other professional advisers
Our staff, volunteers and contractors
Financial organisations
Official bodies such as the police and social services especially in relation to safeguarding and criminal activity.
Service providers including but not limited to Quickfile, Stripe, Vimeo and Google analytics
We never share personal data with any other organisation for third party marketing purposes.
- The Legal Basis for the Processing
We will only use your data when we have a legal basis for doing so. This is generally when processing is necessary to complete the contract and provide the services for the child, their parents/carers and any staff/contractors.
Other possible reasons for processing are:
- Processing is necessary to comply with our legal obligations.
- Processing is necessary for our legitimate interests or those of a third party except where overridden by the interests of the individual.
- You have given your consent to the processing.
- Processing is necessary for the performance of a task carried out in the public interest.
- Processing is necessary to protect the vital interests of the data subject or another natural person.
- Security of Processing
We are implementing technical and organisational measures to ensure Personal Data processed remains secure but absolute security cannot be guaranteed.
- Transfers
It may sometimes be necessary to transfer Personal Data overseas. When transfers are needed, information may be transferred to countries or territories around the world. Any transfers made will be in full compliance with all aspects of UK GDPR and follow the country-specific legislation.
We reserve the right to transfer the Personal Data along with other assets of the business to a third party should Dance Equation be sold. You will be informed should this take place and we will take reasonable steps to ensure the ongoing safety of your data.
- Keeping your information accurate and up to date
We will make sure that the information we hold about you is accurate and up-to date. We may check with you from time to time to make sure we have the right information about you. If the information is not correct, you can ask us to change it.
- Your rights
You have the right to be informed about how your Personal Data is used. This document aims to explain how we use your information but if you are unsure or require more information, please ask the Dance Equation.
You have the right to have any inaccurate information about you corrected.
You have the right to have information about you deleted or to stop us from using it when we do not need to keep it anymore. This is subject to our legal rights.
You have the right to access your records (see below) using a Subject Access Request.
You have the right to data portability so that you can use your information with an alternative service provider.
You have the right to object to having your data processed for direct marketing purposes.
You have rights concerning automated decision making and profiling.
- Can I see my records?
You have the right to ask what personal information we hold about you and to request a free copy of the information. This is known as a Subject Access Request (SAR). SARs must be in writing and accompanied by proof of your identity and address. If you want specific information e.g., a particular timeframe, please clarify this.
If someone is requesting information on your behalf, we shall need your written consent and evidence of ID for both of you.
We must provide you with the information you request within 30 days although we will endeavour to do so as soon as possible.
We have the right to charge for unreasonable requests e.g., repeated requests for the same information.
- How long do we keep your records?
Dance Equation keeps the information about you in paper records and in electronic records. Dance Equation needs to keep this information to provide you with the best possible service. Certain types of information about you need to be kept for longer than other information. We will not keep information about you longer than is necessary or longer than required by Dance Equation. It will then be securely deleted.
- Marketing
We may use your information to send you marketing communications from Dance Equation by email or text for similar services. You will always be given the opportunity to unsubscribe from any such messages on each occasion.
- Photographs
Photographs will only be taken of children when participating in classes with the consent of their parent or carer. These will only be used by Dance Equation for use on their website and marketing materials including social media. They will never be passed to a third party for use.
Parents /carers of children will be forbidden from taking any photographs of classes unless they have the consent of the staff of Dance Equation and any photographs or other images only show their own child or children.
- Cookies
The internet pages of Dance Equation use cookies. Cookies are text files that are stored in a computer system via an Internet browser. Many internet sites and servers use cookies. Many cookies contain a so-called cookie ID. A cookies ID is a unique identifier of the cookie. It consists of a character string through which internet pages and servers can be assigned to the specific internet browser in which the cookie was stored. This allows visited internet sites and servers to differentiate the individual browser of the data subject from other internet browsers that contain other cookies. A specific internet browser can be recognized and identified using the unique cookie ID. Using cookies, Dance Equation can provide the users of their website with more user-friendly services that would not be possible without the cookie setting.
Using a cookie, the information and offers on the Dance Equation website can be optimised with the user in mind. Cookies allow us to recognize our website users. The purpose of this recognition is to make it easier for users to utilise our website. The website user that uses cookies does not have to enter access data each time the website is accessed, because this is taken over by the website, and the cookies ensure this is stored on the user’s computer system. The data subject may, at any time prevent the setting of cookies through our website using a setting on their own browser being used and so deny the setting of cookies. Already set cookies may be deleted at any time via the internet browser. This is possible on all popular internet browsers. If an individual deactivates the setting of cookies in the internet browser used, not all functions of our website may be entirely usable
- Complaints
If you need further information about the information that we keep about you, speak to a member of staff. We will try to answer your questions. If you have any complaints, please send them in writing to Dance Equation. If you are not satisfied with the response, you should contact the Information Commissioner’s Office Email: casework@ico.org.uk Phone: 0303 123 1113 Website: https://ico.org.uk.
You can write to them at: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.
- General
You may not transfer any of your rights under this Privacy Notice to any other person. We may transfer our rights where we reasonably believe your rights will not be affected.
If any court finds that any provision of this Privacy Notice is invalid illegal or unenforceable, that provision or part-provision will, to the extent required, be deemed to be deleted, and the validity and enforceability of the other provisions of this privacy notice will not be affected.
Unless otherwise agreed, no delay or omission by a party in exercising any right or remedy will be deemed a waiver of that or any other right or remedy.
This Notice will be governed by the laws of England and Wales.
This Notice will be updated from time to time and a copy of the latest version will be on our website.
