PRIVACY POLICY | Stagelight School of Dance

STAGELIGHT SCHOOL OF DANCE

1. Contact Information

2. Privacy Statement

Stagelight School of Dance is committed to protecting and safeguarding your personal information. This policy explains the procedures we use to collect, process, and store your data and your rights under the General Data Protection Regulation (GDPR). We reserve the right to update this Privacy Policy, as needed, at any time. Any changes and clarifications will take effect immediately upon posting.

3. Data we collect and process

We collect and process your personal information when you become a member, make an enquiry, use our website or Facebook page, purchase our products or services, participate in our events and sign-up to our mailing lists.

The personal information we collect, and process may include:

name, address, email address, contact number;
medical information relating to participation in a physical activity and/or leaving your child in our care;
for children: their date of birth, for correct class placement and for safeguarding or legal requirements;
for all members wishing to participate in examinations with the Imperial Society of Teachers of Dancing (I.S.T.D): gender, date of birth, ethnic origin and examination results;
when using our website, any information provided on forms you complete, as well as your Internet Protocol (IP) address and other information acquired from tracking technology, including cookies (see 8. Cookies);
payment information;
photographic images taken at classes & events, including video (see 9. Photography & Filming).

4. Purpose of data processing

We only process your personal information as is necessary:

4.1 For legitimate interests and/or under the terms of a contract, such as:

providing you with invoices and processing and recording your payments;
providing you with relevant class & event information;
contacting you in an emergency;
contacting you by phone/text to inform you of a last-minute change to a class or event;
securely recording sensitive data such as medical information, accident records and examination results.

4.2 Where you have given consent including:

the processing of data required for participation in events or examinations;
use of photographs and/or video as a learning aid, for marketing purposes and as a record of events;
sharing information via marketing and newsletters, where you have signed up to our mailing list;
sending you reminders, where you have signed up to text alerts.

4.3 To comply with a legal obligation

5. How we store and protect your personal data

5.1 We collect and store data in paper form and electronically including via emails and electronic forms. Any personal data in paper format is stored in a locked file. Any data stored electronically is password protected and encrypted.

5.2 We take all reasonable measures to ensure your data is kept secure. In the event of a security breach, we will notify our members, and the Independent Commissioner’s Office (ICO) where relevant.

5.3 Where we need to share your data, we use the relevant methods as outlined by the ICO.

6. Sharing your data

We are committed to the security of your data and never sell your information to third parties.

We may need to share your information with our own staff and with other organisations, in order to fulfil our service to you; as data controller, where we do so, we follow regulations to protect the security of your information.e.g. through the use of data processor contracts.

We may need to share your information with the following:

Members of staff;
Volunteers, such as chaperones at performance events.
The I.S.T.D: for all students participating in examinations;
Other examination centres;
Herts County Council: for the purposes of a Child Performance or Chaperone Licence;
Photographers & filming companies; where you have given your consent
Other companies or organisations providing performance activities; where you have given your consent
In the event of a medical emergency, we may disclose your medical information to the emergency services under vital interests;
Any other organisation, where we are required to do so by law.

In addition, we use some third-party applications such as Wix invoicing and Wix forms to process your data. Some of these applications use tracking technology including cookies (see 8. Cookies).

We also use Stripe to collect payments via debit/credit card.

7. How long we hold your information for

7.1 We will only keep your personal information for as long as is necessary to meet the purpose for which it was originally obtained. For insurance purposes, accident records are kept for 3 years.

7.2 Where we have obtained your information under legitimate interest, we will delete your data when the legitimate interest ceases. In practical terms, we will retain your personal information on our systems for as long as you or your child is a student at Stagelight School of Dance and for as long afterwards as is necessary.

7.3 We will review your data annually to ensure it is up-to-date and to establish whether we are still entitled to process it.

7.4 Where you have given consent to marketing, we will stop processing your data once we receive a withdrawal of your consent.

7.5 You have the right to erasure and we will respond promptly to all deletion requests.

7.6 Where we are required to retain data for legal purposes, we will follow regulations on data retention.

8. Cookies

8.1 Our website and website applications use cookies and other tracking technologies. Cookies are small pieces of data stored on a site visitor's browser, usually used to keep track of their movements and actions on a site.

8.2 Information on our use of cookies:

Our website is hosted by Wix. Cookies are implemented in every site built by Wix. When you visit our website, you will see a cookie notice (‘pop-up’ alert), informing you of our use of cookies. To access information on how to delete and control the cookies that are stored on your device see here.

8.3 Use of tracking technologies:

We may use software tools to measure and collect session information, including page response times, length of visits to certain pages, page interaction information, and methods used to browse away from the page. Our invoice application uses in-built read notification, meaning we can see when an invoice has been viewed.

8.4 This table lists the cookies Wix implements on Wix sites.

9. Photography and Filming

9.1 We seek consent before using any images of our members. Where a member is aged under 18, consent is sought from their parent/guardian. Children can give consent from age 13.

9.2 Should you wish to participate in an event that is being recorded but not be filmed or photographed, you have the right to not be disadvantaged. We will endeavour to make all events open to members who cannot or do not give photographic consent. N.B. for performance in an open, public space, we are limited by the measures we can put in place to restrict photography and filming.

9.3 We may use images for purposes including, but not limited to: our website, our Facebook page, event DVDs.

9.4 Taking photographs and filming at our classes and events is restricted or prohibited, for reasons of child protection and consent.

9.5 Please be aware that at our Hertford Theatre venue, CCTV is in operation in some areas of the building. This is for health & safety reasons. For more information, please see Hertford Theatre’s Privacy Policy on their website.

10. Your Rights

10.1 GDPR includes the following rights for individuals:

the right to be informed;
The right of access;
The right to rectification;
The right to erasure;
The right to restrict processing;
The right to data portability;
The right to object;
The right not to be subject to automated decision-making including profiling.

10.2 You have a right to complain to the ICO if you think there is a problem with the way we are handling your data.

10.3 Should you wish to make a data access or deletion request, restrict processing, or for more detailed information on your rights to the information we process, please contact us at: info@stagelightdance.co.uk. You can also manage your preferences via the annual registration form.

10.4 Members should ensure the data they provide us with is up-to-date.

11. Further Information

Stagelight School of Dance is registered with the Independent Commissioner’s Office (ICO). For detailed information on GDPR or to contact the ICO, see their website here.

Updated: 7 August 2018