Privacy Policy for New Groove Creative Dance School

Effective Date: March 9, 2025

1. Introduction

New Groove Creative Dance School ("we," "our," "us") is committed to safeguarding the privacy of our students, parents, and website visitors. This Privacy Policy outlines how we collect, use, disclose, and protect your personal data in compliance with the General Data Protection Regulation (GDPR) and subsequent updates.

2. Data We Collect

We collect and process personal data necessary for the operation of our dance school and the provision of our services. This includes:

  • Personal Identification Information: Name, date of birth, and contact details (e.g., email address, phone number).

  • Health Information: Relevant medical conditions or allergies to ensure student safety during classes.

  • Payment Information: Billing address and payment details for processing tuition fees.

  • Photographs and Videos: Images or recordings of students participating in classes or events, used for promotional purposes with explicit consent.

  • Emergency Contact Information: Contact details of parents/guardians for minors and emergency contacts for vulnerable adults.

3. How We Use Your Data

We use the collected data for the following purposes:

  • Service Delivery: To register students for classes, manage attendance, and communicate schedules.

  • Health and Safety: To be aware of any medical conditions that may require attention during classes.

  • Financial Transactions: To process payments and maintain financial records.

  • Marketing and Promotion: To showcase class activities and events on our website and social media platforms, only with prior consent.

  • Emergency Situations: To contact designated emergency contacts in case of accidents or health-related incidents.

4. Legal Basis for Processing

Our processing of personal data is based on the following legal grounds:

  • Consent: For marketing communications and the use of photographs/videos.

  • Contractual Necessity: To fulfill our obligations in providing dance instruction and related services.

  • Legal Obligations: To comply with legal and regulatory requirements.

  • Legitimate Interests: For the general administration and smooth operation of our services.

5. Data Collection for Minors (Under 16) & Parental Consent

  • We collect and process personal data of children under 16 only with verified parental or guardian consent.

  • Parents or guardians have the right to review, correct, or delete their child's data at any time.

  • We do not knowingly collect more information than necessary for class registration, safety, and communication.

  • Personal data of children is securely stored and only accessible to authorized staff and instructors.

6. Safeguarding & Child Protection Measures

  • Limited Access: Only authorized staff and instructors have access to children’s personal data.

  • Strict Media Usage: Photos/videos of minors will only be used with explicit parental consent.

  • Third-Party Services: Any service providers (e.g., booking platforms) must also comply with GDPR and child protection laws.

7. Data Sharing and Transfers

We may share personal data with third parties in the following circumstances:

  • Service Providers: Third-party companies that assist in delivering our services (e.g., payment processors).

  • Regulatory Bodies: When required to comply with legal obligations.

All third parties are required to process personal data in accordance with GDPR standards.

8. Data Retention

We retain personal data only for as long as necessary to fulfill the purposes outlined in this policy or as required by law. For instance, health and safety records may be kept for a specified period to comply with legal obligations.

9. Data Subject Rights

Under the GDPR, you have the following rights regarding your personal data:

  • Right to Access: Obtain a copy of your personal data.

  • Right to Rectification: Request correction of inaccurate or incomplete data.

  • Right to Erasure: Request deletion of your data under certain conditions.

  • Right to Restrict Processing: Request limitation on how we process your data.

  • Right to Data Portability: Receive your data in a structured, commonly used format.

  • Right to Object: Object to the processing of your data based on legitimate interests or for direct marketing purposes.

To exercise these rights, please contact us using the information provided below.

10. Age-Appropriate Communication & Marketing

  • We do not engage in direct marketing to children under 16.

  • If marketing messages are directed towards parents/guardians, this will be clearly stated.

  • Parents/guardians can opt out of marketing communications at any time.

11. Data Security

We implement appropriate technical and organizational measures to protect personal data against unauthorized access, alteration, disclosure, or destruction. This includes secure storage solutions and regular data protection training for our staff.

12. Updates to This Policy

We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. We encourage you to review this policy regularly.

13. Contact Us

For questions or concerns regarding this Privacy Policy or our data practices, please contact:

New Groove Creative Dance School

Email: ellie@newgroovecreative.com

Phone: 07456 400307