1. Who we are
Chandlers Dance Academy is the data controller for the personal information described in this policy. This means we decide why and how that information is used. We are committed to handling personal information fairly, lawfully and securely in accordance with UK data protection law.
2. Information we collect
Depending on your relationship with the academy, we may collect:
- names, dates of birth and contact details for students, parents or guardians;
- class enrolment, attendance, examination, progression and payment records;
- emergency contacts and relevant medical, allergy, accessibility or support information;
- communications and information provided through our enquiry form, email or telephone;
- photographs or video where appropriate permission has been given; and
- basic technical information generated when you use our website, such as IP address, browser type and server logs.
Please do not include unnecessary medical or other sensitive information in the website enquiry form.
3. How we use your information
We use personal information to respond to enquiries, arrange trials, enrol and teach students, manage classes and payments, communicate timetable or academy updates, support student wellbeing, handle emergencies, meet safeguarding responsibilities, administer examinations and events, maintain business records, and protect the academy’s legal rights.
4. Our lawful bases
We rely on one or more lawful bases depending on the purpose:
- Contract: to provide classes and related services you have requested.
- Legitimate interests: to answer enquiries, administer and improve the academy, communicate with families and keep our services secure.
- Legal obligation: to meet tax, accounting, safeguarding and other legal requirements.
- Consent: where we ask permission, including certain uses of photographs, video or marketing communications. Consent can be withdrawn at any time.
- Vital interests: where information is needed to protect someone in an emergency.
Where we use health or other special category information, we will also have an additional legal condition, such as explicit consent, vital interests or safeguarding where permitted by law.
5. Children’s information
Many of our students are children. We usually collect their information from a parent or guardian and use only what is reasonably needed to provide safe, suitable dance tuition. Parents and guardians should keep emergency, medical and contact details up to date. Children have data protection rights in their own name, and we will explain our use of information in an age-appropriate way where appropriate.
6. Who we share information with
We do not sell personal information. Where necessary, we may share limited information with teachers and authorised academy staff; examination or dance-awarding organisations; event and performance organisers; payment, email, booking, website and IT service providers; professional advisers; and emergency services, safeguarding bodies or authorities where required by law or needed to protect someone.
Service providers may only use information for the agreed service and must protect it appropriately. If information is transferred outside the UK, we will use an approved legal safeguard where required.
7. How long we keep information
We keep information only for as long as it is needed for the purpose collected and to meet legal, accounting, safeguarding or insurance requirements. As a guide:
- general enquiries are normally kept for up to 12 months after the last contact;
- student and family administration records are normally kept while a student attends and for up to six years afterwards;
- financial and transaction records are normally kept for six years; and
- safeguarding, accident or insurance records may be kept longer where law or official guidance requires it.
We securely delete or anonymise information when it is no longer required.
8. Your rights
Depending on the circumstances, you may have the right to ask for access to your personal information; correction of inaccurate information; deletion; restriction of use; transfer of information; or withdrawal of consent. You may also object to processing based on our legitimate interests, including direct marketing.
Your right to object: You can object at any time to the use of your information for direct marketing. You may also object to other processing based on legitimate interests, and we will consider your request carefully.
To exercise a right, contact us using the details on this page. We may need to confirm your identity. Data protection rights are subject to legal conditions and exemptions.
9. Website and cookies
Our website does not currently use advertising or analytics cookies. Our hosting provider may process basic server logs to operate and secure the website. The site also loads fonts supplied by Google, which may receive technical information such as your IP address when those files are requested. If we add non-essential cookies in future, we will update this policy and request consent where required.
10. Security and policy updates
We use reasonable organisational and technical measures to protect personal information. No system is completely secure, but access is limited to people who need the information for academy purposes.
We may update this policy when our practices or legal obligations change. The latest version and update date will always appear on this page.
11. Complaints
Please contact us first if you have a concern so we can try to resolve it. You also have the right to complain to the Information Commissioner’s Office, the UK regulator for data protection, through ico.org.uk/make-a-complaint or by calling 0303 123 1113.