Introduction and Summary
There is a lot of information contained within this policy, but it is your legal right to be fully informed. Therefore, by reading this document in full, you should receive the detail required to understand what Southside School of Dance does with your data and how we maintain contact with you using the data you provide. This document also explains how ‘cookies’ may influence your user experience via our website and third-party booking system whilst also detailing how you can opt-out of our direct marketing. EU GDPR – Data Protection Regulation 2018
The introduction of the new GDPR (General Data Protection Regulation 2018) in May 2018outlines new rules for the way businesses collect data. To use our services, we must collect, use and hold some of your personal and contact data.
With this new regulation, you can change the way we use your data or ‘opt-out’ of certain items at any time by emailing us: email@example.com. Please note that if you choose to opt-out of certain items, you may be unable to access some or all of our services.
Read on to understand more.
For the ease of understanding this document, ‘data’, refers to any personal details we collect from either yourself or in relation to your child.
Southside School of Dance
Southside School of Dance is a Midlothian and Borders based dance school and offers dance classes for ages 3yrs+. We also offer holiday camps and birthday parties, opportunities to perform in shows and public events such as competitions and gala days. This means we collect, process and store data relating to children aged 3+ and adults, including parents and family members (if disclosed).
Southside Dance is registered with the ICO as a Data Processor and Data Controller.
The legal basis in which we rely to collect your data
Data protection law outlines a number of reasons for which a company may collect and process your data, including:
In certain circumstances, we can collect and process the data you provide us with your positive consent.
For example when you ‘tick’ a box to receive monthly newsletters.
In some cases, we need you or your child’s personal data to comply with our contractual obligation to you.
For example, if you book your child into a class with us, we require your contact details including home address and phone number as well as your child’s notable medical information in the event of an emergency.
If the law requires us to, we may need to collect and process your data. For example, we may need to pass on your data to the police if by chance, you or your child is involved or subject to criminal activity.
In specific situations, we require your data to pursue our legitimate interests in a way that may reasonably be expected, to be able to run our business. Such action does not materially impact on your rights, freedom or interests.
For example, we may use your email address to contact you with specific information relating to your child/our services in which they take part, important notices or changes and any other relevant information that is fundamental in our contractual obligation to you as our customer.
When do we collect your data?
- When you book a class for either yourself or your child o This is done through the third-party booking system ‘Dance-Biz’
- When you book a service/offering with us, including holiday camps and birthday parties so Holiday camps are booked through the third-party booking system ‘Dance-Biz’
- When you hire our premises
- When you buy any merchandise or other items we sell at any given time
- When you contact us with a query or complaint via email, telephone, social media or in person
- When you complete any surveys or questionnaires
- When you complete any online forms (when applicable) for specific reasons
- When you use our premises (or any premises that we operate in) that uses CCTV – these systems may record your image during your visit but only for safety reasons within public areas
We use three third-party companies to support our business. For our website hosting, we use
We use ‘Go Cardless’ and for online payments through ‘Dance-Biz’
If you open a Dance-Biz account and register your child on the Customer Portal via Dance Biz database, we will ask you (as the parent) for:
- Your full name
- Home address
- Email address
- Telephone number
- Emergency contact number(s)
We will also ask for details in relation to your child (if applicable, for U18s) including:
- Full name
- Date of birth
- Notable medical information relevant (in cases of emergency)
- Passport/Birth certificate details (for Competition and Examination purposes only) In the interest of clarity, children or young adults under the age of 18 are not permitted to sign themselves up to any Southside School of Dance offering or service, due to the financial tie attached. Parental consent is required for admission to any offering or service with us and therefore parents/legal guardians must act on their behalf when registering. Payments are made via Dance-Biz software will use another third-party company called GoCardless to process and safely handle your payment. You will be required to issue your personal data through their secure site, including payment details.
What sort of data do we collect?
DanceBiz – firstname.lastname@example.org
Website – Siteground
If you get in touch with us for any other reason, specifically through our website ‘contact form’, we collect the following personal data through our website host:
- Full name (and on occasions, your child’s full name)
- Email Address
- Contact Number
- Enquiry detials
If you wish to hire our premises for any reason, we will collect the following information from you:
- Full name/Company name
- Contact number plus emergency contact number
- Email address
- Signature for proof of identity
Further to the above, it may be necessary for us to request further information from you for health, safety and security purposes. For example, if you are a Zumba teacher hiring our premises, we may ask you to produce proof of public liability insurance to comply with our own insurance policies in place at the time of intended hire.
It’s at your own discretion which information you choose to share with us – whether it be directly or via one of the third-party companies we use. Remember, some or all platforms may require essential information to meet contractual obligations to you, as a customer. We operate CCTV at our premises, 8a Hopefield Place Bonnyrigg EH19 2NP for the purposes of student & staff safety and crime prevention. Your image, including vehicle registration, may be recorded if you attend the above address.
We only collect data about you that is absolutely essential. It is important, given the vulnerable nature of our clientele, that we collect reasonable contact details from parents or guardians, to be able to make prompt contact with them in the event of an emergency for any reason.
To meet our contractual obligation to you as a customer, we will use your email address and mobile number to:
- Send confirmations of class bookings you have made
- Send confirmations of class bookings that you have requested we make on your behalf • Send invoices of payments/outstanding payments
- Inform you of any class changes or urgent notices
- Notify you of any notable changes in Southside School of Dance policies or procedures5 contd.
- Notify you of any other relevant information that directly affects you as a customer
We will only use your email address to send you marketing/promotional material if we have your consent to do so.
Of course, you can change how we use your data and request that we do so by email@example.com but please remember that some changes may result in us not being able to provide you with the services you have originally requested and may therefore result in request refusal.
For example, if your child is an active student and you’ve asked us to remove your email address and telephone number from our records we would be unable to contact you about class changes, new term notices, outstanding balances and other important information relating to you/your child’s class. In scenarios like this and depending on your individual situation, we may reasonably refuse any request you make.
Information you provide (especially your child’s personal data) will be used for the purposes of class placement and class registers (name and age) – if you do not provide us with certain details, we are unable to fulfil our contractual obligations to you.
For example, if you fail to provide your child’s correct date of birth, we are unable to place your child in the correct class for their age group – meaning we are unable to fulfil our service to you.
How and why do we use your data?
To ensure the maximum safety and protection of our business premises, we operate 24hr CCTV within the studio itself– which is recorded and stored for up to 2 weeks after live recording. We do this on the basis of our legitimate business interests. If we, by chance, discover any criminal activity through our CCTV recordings, we will contact the relevant authorities accordingly and transfer any recordings in line with any lawful request. This is to protect the individuals who use our premises. On the subject of law, we may use your data and share this with law enforcement. For example, when a court order is submitted to share data with law enforcement agencies or a court of law – we are obliged to provide the personal data we have collected about you.
Only Southside School of Dance staff or duly authorised sub-contracted staff or volunteers can access or view your personal data – and only under legitimate business interests.
Southside Dance will only ever contact you with relevant and honest marketing material if we have your consent to do so. If we do have your consent, we may periodically contact you via email or text, to offer you our services in which we feel you would be genuinely interested in.
For example, if your child enjoys their current dance class and we launch a new offering that we feel you/your child would be interested in – we may contact you to see if you would like to know more about the service. This includes holiday camps and events. It’s worth noting that we do not share your data with any other third party other than those mentioned above in part 5 under our contractual obligation to you.
Direct marketing and opt-out
Of course, if you no longer wish to receive direct marketing through email, text regarding Southside Dance offerings that may be of interest to you, then you can request to opt-out by:
- Emailing: firstname.lastname@example.org
Remember, by opting out, we may be unable to offer some of our services to you and you may miss out on some exciting stuff that goes on from time to time with Southside DanceFor example, if you ask us to remove you from the email/text mailing list(s), you will only receive information that is specific to your/your child’s class and you will not receive any updates regarding new classes, upcoming holiday camps, special offers or similar. If you are in any doubt, however, please say hello as we’d be happy to clarify.
Security of your data is extremely important to us and we have tried our best to ensure that the third-party companies we use to support our business, hold sufficient security procedures and protection.
How we protect your data
Southside Dance computing equipment is password-protected, as is the access to the third-party websites we use to support our business, highlighted above. Only staff or duly authorised volunteers/sub-contractors (e.g. teaching staff) are able to view any personal data you provide to us – the aforementioned can only access or process any information you provide if they have signed a GDPR compliant data protection/confidentiality agreement. As of August 2018, all personal data will be stored electronically via the DanceBiz system, in the meantime, all paper registration forms are kept in a locked cabinet in a locked room only accessible by our teaching staff.
We only keep the data you’ve provided to us for as long as is necessary. For example, if you book a class through DanceBiz with us from April to June 2018, we will hold your details on our side of the DanceBiz system until the end of August 2018 as we will use your personal data to get in touch and offer to re-enrol your child to the following term.
Of course, you can decline such an offer whereby we remove your details from our active class registers. From that point, your details will be held on our DanceBiz database for up to 12 months, unless you request otherwise. Beyond this point, we may still retain certain information regarding any payments/transactions you have made to us to meet our own legal obligations.
Any contractual documents such as room hire agreements in which you share personal data with us, will be kept for up to 6 years after final hire due to our own legal obligations regarding retention of financial records.
Financial data, including payroll documents and transaction details, may be stored for a period of up to 6 years after you cease activities with us due to our own legal obligations regarding retention of financial records.
Any other personal data you share with us like contact information via alternate methods
such as email or text are deleted 18 months after sharing unless you request us to remove such details before then.
How long will we keep your data?
Remember, if your child is a current student of ours and you request to remove some or all of your/their personal data you shared with us, we may be unable to offer some or all of the services you requested when originally signing up and we may be unable to carry out your request if you:
- 1) Are still an active student with us – we need to have essential details about you/your child to fulfil our contractual obligation to you
- 2) Have an outstanding financial balance due to us, linked to a service we have provided to you – until such an amount is settled
Note: web data is electronically deleted/removed and any data in hard-copy format is disposed of via an appropriate confidential waste method.
Other than the companies mentioned above who support our business activities (Fasthosts, DanceBiz) we DO NOT share or sell your personal
data to any other third party company, unless the specific circumstance below applies to you/your child:
If you are a student who takes part in Examinations and/or Competitions, we are sometimes required to share personal information with external organisations such as Educational Bodies and Competition Providers. This may include a copy of either your Passport or Birth Certificate for proof of identity. We only share this information if you (as a parent/guardian or responsible adult) permit us to. However, failure to share this information would mean us breaking a contractual and legal obligation with the examination board and would result in your child being unable to sit the examination in question. Your personal data is important to us, so it’s important that we only use it for our specific business purposes – nothing else.
Remember, it may be necessary for us to share your information with local authorities, law enforcement and for any other legal reason and in such cases, we do not require your consent to do so.
Who do we share your data with?
As a business, Southside Dance only operates inside the European Economic Area (EEA) and therefore does not process the data that we receive from our operational support companies (Fasthosts, DanceBiz,) outside the EEA.
Of course, as we use third-party companies to support our business, there is a chance that your data is processed outside the EEA before it reaches Southside Dance.
Otherwise, it may be necessary from time to time for staff or volunteers to process your personal data (such as a name) privately between you and/or staff on social media platforms like Facebook, Instagram or WhatsApp for the purposes of:
- Amending or updating class details and/or registers at short notice
- Informing teaching staff or similar of any important changes at short notice
- Co-ordinating events, competitions or similar quickly and easily
- Updating any records, with information you’ve provided via the above platforms.
For example, your child may suddenly be unable to attend one of our classes – 15 minutes before it starts. You get in touch with us by messaging via Facebook and tell us insert child name here cannot attend – sharing personal data. In this case, it is too short notice to inform the teacher via email about the change and they may be unable to take a phone call, so we may have to message the teacher your child’s name to inform them of the absence – simply so the teacher is aware and so as not to raise any wellbeing concerns for the child.
Our staff will only process data like this between other staff on social media/messaging platforms, privately. This will only be done if considered absolutely essential – under reasonable and sometimes urgent circumstances
As a parent, student or attendee you can also, at your own discretion and responsibility, join any Facebook/Instagram group or page that is created by Southside Dance. By doing so, you accept that you are wilfully sharing your own personal data on a Southside Dance associated group or page that is either publicly viewable or viewable to other private group members through:
- Sharing your name (via your Facebook/Instagram username)
- Sharing your image (via a profile photograph of yourself)
- Sharing any other personally identifiable data yourself, wilfully
Where your data may be processed
For example, we have our public Facebook page which is viewable to anyone, publicly, who visits online. If you choose to comment or share any personal data (like names, addresses, phone numbers etc). on our public feed, other Facebook users may be able to see this data too. If you were to instead message us privately on Facebook through Messenger, this information is held strictly between the staff member and data subject only.
Remember, Facebook, Instagram and WhatsApp operate their own privacy policies which are applicable when you use their respective sites/apps:
Such social media pages or groups associated with Southside Dance are only created for genuine business purposes and to assist the efficient and informative service we provide to our customers.
You, as a data subject, should not wilfully share any specific personal or sensitive data about yourself publicly on any Southside Dance associated social media platform – only do so at your own discretion and awareness of the potential risks of sharing such data.
Any personal data that is wilfully shared with Southside Dance on social media platforms is carefully and professionally collected and processed by staff only. Although we do so to the best of our ability, we do not recommend sharing sensitive data (like addresses, phone numbers, medical records or bank details) this way due to discrepancies and risks in social media security. We recommend that you email any personal/sensitive data instead if circumstances permit.
PHOTOGRAPHY / VIDEOGRAPHY
We will only process or share personal data such as photography and videography for marketing purposes, if you have permitted us to do so.
- Facebook: https://www.facebook.com/about/privacy/update
- Instagram: https://help.instagram.com/519522125107875?helpref=page_content
- WhatsApp: https://www.whatsapp.com/legal/?eea=1#privacy-policy
It’s important to know your rights. Let’s break things down:
What you can request:
- Access to the personal data we hold about you or your child – free of charge • That we correct or amend any personal data we hold about you e.g. new phone number or email address
- That we no longer send marketing or promotional material to you If you wish to access, amend or remove the personal data that we hold about you or your child, please email us: email@example.com and allow for up to 30 days for your request to be actioned.
If we cannot satisfy your request for any reason, we will let you know why – this includes refusal of your request and any uncontrollable delays we may face in obtaining your information at short notice.
Remember, if you’ve opted-in at any point with us (or any company) to use or process your personal data, it is your legal right to be able to withdraw your consent at any time. You can do this by following the contact method above.
We may, from time to time, rely on legitimate interest for using or processing your data however you may ask us to stop doing so in relation to your specific circumstance using the contact method above. We will action such requests only if we do not have a genuine reason to continue using or processing your personal data.
You can request that we stop using your personal data to contact you with marketing/promotional material at any time, even if you have given us previous consent. We will always honour such a request which should be made using the contact method above.
Remember, it may take our (and third-party company) systems a short period of time for any changes to preferences to take effect, which means you may receive some communications in the period of ‘cross-over’ until systems are fully updated.
Your rights to privacy
You can manage the cookies on your computer or devices through your internet browser/settings – help links provided below. Please note that Southside Dance is not responsible for the content of external websites:
If you choose to disable cookies use, then you may restrict your user experience on not only our Site, but also the websites of the third-party companies we use to support our business activities.
Cookies (the electronic ones!)
- Firefox: http://support.mozilla.org/en-US/kb/
- Internet Explorer: https://support.microsoft.com/en-us/help/17442/windows-internetexplorer- delete-manage-cookies
- Safari: https://support.apple.com/kb/PH19214
- Chrome: http://support.google.com/chrome/bin/answer.py?hl=en&answer=95647
We really hope this policy has been clear and helpful in allowing you to understand the way we handle your data, including your rights over it.
- Email: firstname.lastname@example.org
- Post: Southside School of Dance, 8a Hopefield Place Bonnyrigg EH19 2NP To find out more information regarding the GDPR and to make any complaints, please visit the governing body website at: www.ico.org.uk
Relevant contact information
Southside School of Dance
8a Hopefield Place Bonnyrigg EH19 2NP
Principal : Louise Squires
Tel: 07890 990 687