The Body Workshop Dance Privacy Policy

Introduction:

1. At The Body Workshop Dance we value our customers and take your privacy very seriously.
2. This policy lists how we use (process) and protect the information that is given to us by you via email,
enrolment form or enquiry form.
3. The Body Workshop Dance may change this policy periodically, please check occasionally to familiarise
yourself with changes to the policy. If applicable, members will be notified by email of any changes.
4. The Body Workshop Dance is an inclusive dance school which offers dance classes and workshops for all
ages and abilities.
5. The Data Controller for The Body Workshop Dance is Katharine Dudley and the business address is The
Body Workshop Dance, Sycamores, Bishops Walk, Whiteshill, Stroud GL6 6BW but our classes run from
The Bingham Hall, King Street, Cirencester GL7 1JT. Contact details are as follows: admin@tbwdance.co.uk
or 07825126808, alternatively you can contact us via our ‘Contact Us’ form on the website
(www.tbwdance.co.uk).
6. Our legal basis for processing personal data is ‘legitimate interest’ as our processing of personal
information is necessary for the services we provide and ‘consent’ for using your personal information for a
specific purpose (photographs in marketing).
7. The Body Workshop Dance do not sell information to third parties.


Section 1: What personal information do we collect?

For health and safety reasons, there is specific information that we require when you sign up for our classes. Some
of this information will be sensitive (Children’s Personal Information, Date of Birth and Medical Information) and we
ensure utmost confidentiality which will be listed in section 2.


When you sign up for children’s classes, we collect the following information:

  • Child’s Name, School Year, Date of Birth and any Medical Information
  • Parent(s)’s Name, Email Address, Address and Telephone Number
  • Permission for photographs to be taken and used on our online sites (Website, Facebook, Instagram)
    o If your child is over 13, we need this consent to come from the child

When you sign up for adult classes, we collect the following information:

  • Your Name, your age range, email address, telephone number, address, medical information
  • Permission for photographs to be taken and used on our online sites (Website, Facebook, Instagram)

If you attend a trial class, workshop or a Cheeky Feet special event, we collect the following information:

  • Child’s Name, Age and any Medical Information
  • Parent’s Name, Email Address and Telephone Number
  • Permission for photographs to be taken and used on our online sites (Website, Facebook, Instagram)
  • Consent to receive marketing emails from us in the future

If you enquire about our classes, we collect the following information:

  •  Your Name, Email Address and Telephone Number
  • Consent to receive marketing emails from us in the future

Section 2: How we use this information and protect it:

1. This information is used to administer your registration with us and is necessary to ensure the safety of
your child/you in our classes. For example, to contact you in case of an emergency.
2. If you are signed up for our classes, your data is stored securely on Google Drive (enrolment forms), a
password protected laptop (enrolment forms and registers), Membermeister (enrolment forms) and
Mailchimp (Email address & Name). This is necessary for us to complete our services for you.
3. Photographs and videos may be uploaded (if permission has been granted to do so) to:
a. our website (www.tbwdance.co.uk)
b. Facebook (www.facebook.com/TBWDanceCirencester or
www.facebook.com/CheekyFeetCirencester)
c. Instagram (www.instagram.com/thebodyworkshopdanceciren)
d. Canva
e. Vimeo
4. This means information may be shared with companies who are outside of the European Economic Area
(EEA) to enable us to fulfil our services such as newsletters.
5. If you or your child attended a trial, workshop or Cheeky Feet special or you have enquired about our
classes, your data will be stored on Google Drive and Mailchimp only.
6. Registers will be created using names of dancers on a password protected laptop but to minimise risk, our
teachers will have copies of registers with only the child’s first name on and the first letter of their last
name if there are children with the same name in one class. It will not be identifiable that the registers are
part of The Body Workshop Dance.
7. Any data recorded on paper (e.g. accident forms, paper enrolment forms, printed invoices) will be stored in
a locked bag or cabinet.
8. We will send essential information including invoices, show information and class updates to the email
address provided.
9. We will send marketing emails including newsletters about the past term to the email address provided
(current pupils, past pupils and enquiries). You can ‘opt-out’ of these marketing emails at any time by
unsubscribing if the email is sent by Mailchimp or contacting us at admin@tbwdance.co.uk .
10. We may send information to the address provided if we deem it necessary and of interest to you.


Section 3: Your rights

1. The Data Protection Act gives you the right to access the information we have about you.
2. You have a right to rectify any incorrect data we have for you (so please keep us updated with any changes
to your personal information!).
3. You have a right to request the erasure of your personal data although there are some exclusions which
include: if you owe us fees, if you are a current customer. There will be a small amount of data (names) we
need to keep due to our legal obligations.
4. You have a right to object to consent to marketing emails and can unsubscribe from these via clicking
unsubscribe at the bottom of emails or emailing us at admin@tbwdance.co.uk
5. If you feel The Body Workshop Dance have violated data protection laws, you have the right to complain to
the Information Commissioner's Office (ICO) at Wycliffe House, Water Lane, Wilmslow, Cheshire
SK9 5AF or by phone 0303 123 1113 or via their website: https://ico.org.uk


Section 4: How long will we keep your data?

1. We will retain your information for as long as we have a legal or business reason to do so. This means:
a. We will keep all of your personal information as long as you or your child dances with us at The
Body Workshop Dance.
b. We will keep names only for 7 years after you leave us for accounting purposes.
c. Personal information including child’s name, DOB, medical information, address and telephone
number will be destroyed within 60 days of you leaving us.
d. We will retain photograph permission as long as The Body Workshop Dance (as this name or any
new name) is in business.
e. If you have enquired about our classes, we will keep your name and email address for as long as
you are happy to receive emails (as soon as you want to stop, please unsubscribe). We will make
sure you only receive emails relevant to your enquiry and we will check annually if you’d like to
stay on our marketing list.
f. If you are a parent of a past pupil, we will keep your name and email address for marketing
purposes for 12 months after you leave to send you information about classes under our legitimate
interests. However, if you request for us not to contact you for marketing purposes we will adhere
to this or if you sign up for marketing emails, we will keep your name and email address for as
long as you are happy to receive emails (as soon as you want to stop, please unsubscribe). We will
also check annually if you’d like to stay on our marketing list.
g. If you have attended a trial, workshop or Cheeky Feet special, we will keep your name and email
address for marketing purposes for Cheeky Feet specials. You can unsubscribe from these at any
time.
h. Your data may be turned into anonymous, statistical data to enable us to create reports about our
classes.
i. Accident forms will be retained for 3 years after the accident occurs.
j. Registers will be destroyed on a termly basis.
Section 5: Cookies
Cookies on our website (www.tbwdance.co.uk) do not store any personal information and are only used to make our
website easier to use. For a more detailed policy please refer to our cookies policy:
http://thebodyworkshopdance.net/cookies/


If you have any queries about our privacy policy please contact us:
By post:
Katharine Dudley - The Body Workshop Dance,
Sycamores
Bishops Walk
Whiteshill
Stroud
Gloucestershire
GL6 6BW
By email: admin@tbwdance.co.uk By phone: 07825126808