GDPR privacy policy

Who we are

Dance in Motion Academy is fully committed to safeguarding and promoting the wellbeing of all students, staff and volunteers associated with us. Our registered address is Dance in Motion Academy, Byre Court, Sandys Road, Malvern, WR14 1JJ.

For the purpose of this policy, Dance in Motion Academy is the data controller and, where applicable, the data processor of your information. The legal basis on which we process the information we collect is so that we can provide the service set out in our terms and conditions, and our legitimate interests as described below.

What information we collect

For students and their parents or guardians we hold information collected through our online registration form, including parent name, email address, contact telephone number, student name, student date of birth and important medical details.

We may also hold occasional class photographs or videos where applicable and in line with our photography and filming consent, observational notes on a student's performance and progress, and records of any safeguarding concerns.

If you contact us through this website, we ask for details such as your name and contact details so we can respond. You are under no obligation to provide this information, but if you choose to withhold it we may not be able to contact you.

How we use the information

We use the information for the day to day running of the academy: to track and acknowledge students enrolled in classes through a password protected register, to carry out our obligations during the class timetable, to carry out essential administration, and to allow your child to take part in extras such as exams, performances, competitions and demonstrations.

We also use it to communicate with you: to provide support to students and families when it is requested or required, to investigate any issues that arise from taking part in our classes, to notify you of changes to the timetable, and to send information you have asked for or that we feel may be of genuine interest, such as updates about our services and promotions.

Under no circumstances will we share your information with third parties unless you have asked us to, or we have agreed it with you first. We may disclose personal information if we are required to do so by law, or where we believe it is necessary to protect the rights, property or personal safety of Dance in Motion Academy, this website or its visitors.

How we store your data

Personal data recorded on paper is stored securely in a locked drawer or filing cabinet behind at least one locked door. Paper and printouts are never left where unauthorised people could see them, and printouts are shredded and disposed of securely once they are no longer needed.

Personal data held electronically is protected from unauthorised access, accidental deletion and malicious hacking attempts, using at least two passwords and encryption wherever possible. Personal or sensitive data stored on USB or other removable media is encrypted and locked away when not in use, and data is never saved directly to laptops, tablets or phones unless the device is encrypted. All servers and computers containing data are protected by security software and a firewall.

Staff lock their screens whenever a computer is left unattended and do not keep their own copies of personal data. Records are always accessed and updated in our central system, Love Admin.

How long we keep it

To comply with GDPR, personal data is not kept for longer than is necessary. We consider the purpose for which we hold each piece of information and decide whether, and for how long, it needs to be retained.

Information that is no longer required is securely deleted, or shredded in the case of hard copies, and we update, archive or securely delete information every two years.

Keeping your data accurate

The law requires us to take reasonable steps to keep data accurate and up to date, and we take every opportunity to do so. We hold data in as few places as necessary and do not create unnecessary additional copies, we make it easy for you to update the information we hold about you, and we correct inaccuracies as they are discovered.

Your rights and subject access requests

Everyone whose personal data we hold is entitled to ask what information we hold about them and why, to ask how to gain access to it, to be told how to keep it up to date, and to be told how we are meeting our data protection obligations.

A request for the information we hold about you is called a subject access request. Requests should be made by email to the data controller at info@danceinmotion.co.uk. A standard request form is available if you would like one, although you do not have to use it, and we will always verify the identity of anyone making a request before handing over any information.

You can also ask us to correct any errors in your information, and you may ask us to stop sending you direct marketing material at any time, even if you previously agreed to receive it.

Cookies and this website

This website may use cookies or similar tools to collect limited information about visitors, restricted to the IP address of the computer used to access the site. This information is used solely for administrative purposes to monitor site usage.

Information submitted through this website is sent to and stored on a computer located in the United Kingdom, as necessary to process your request. This website may also contain links to other websites, and Dance in Motion Academy is not responsible for the privacy policies or content of those sites.

Changes to this policy

Any changes we make to our privacy policy in future will be made on this page and in the policy document below and, where appropriate, notified to you by email.