Privacy policy

Rachael Reynolds School of Dance Ltd respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains how we collect, use, store and protect personal information when you visit our website, contact us, make an enquiry, book a class, attend one of our classes or take part in our activities.

For the purposes of this policy, “we”, “us” and “our” means Rachael Reynolds School of Dance Ltd.

1. The information we collect

We may collect and use the following types of personal information.

Enquiry and contact information

When you contact us through our website, by email, phone, social media or another method, we may collect:

• your name;
• your email address;
• your phone number;
• your message or enquiry;
• your child’s name and age, where relevant to a class enquiry;
• any other information you choose to provide.

Student and parent or guardian information

When a student joins a class or activity, we may collect information needed to manage their place safely and effectively, including:

• student name;
• date of birth or age;
• parent or guardian name;
• parent or guardian contact details;
• emergency contact details;
• relevant medical, allergy, access, SEND or safeguarding information;
• class attendance information;
• payment and billing information;
• notes relating to class participation, progress, welfare or safety where needed.

Website and technical information

When you visit our website, we may automatically collect limited technical information, such as:

• IP address;
• browser type and version;
• device type;
• pages visited;
• time and date of visit;
• website usage information;
• cookie preferences.

This information helps us keep the website working, understand how people use it and improve the visitor experience.

Photos, videos and media

We may take or use photographs and videos from classes, shows, events or performances. We will only use identifiable images of children for marketing, website or social media purposes where appropriate consent has been obtained.

Where images are used for safeguarding, administration, teaching, evidence of performance, event documentation or legal reasons, we will handle them carefully and only share them where appropriate.

2. How we collect personal information

We may collect personal information when you:

• visit our website;
• submit an enquiry form;
• email, call or message us;
• book or attend a class, workshop, trial, event or performance;
• complete a registration, consent, medical or emergency contact form;
• make a payment;
• interact with us on social media;
• subscribe to updates or marketing;
• provide information in person.

We may also receive information from a parent, guardian or carer on behalf of a child.

3. Why we use personal information

We use personal information for the following purposes:

• to respond to enquiries;
• to manage class bookings, trials, waiting lists and attendance;
• to provide dance, performing arts and related services;
• to communicate with parents, guardians, students and customers;
• to manage payments, invoices and accounts;
• to keep students safe during classes, events and performances;
• to record medical, allergy, access or emergency information where needed;
• to manage shows, performances, exams, workshops and events;
• to send important updates about classes, venues, timetables, term dates or policy changes;
• to manage safeguarding, welfare, complaints or incidents;
• to improve our website, services and communications;
• to send marketing updates where we have permission or another lawful basis to do so;
• to meet our legal, insurance, tax and accounting obligations.

4. Our lawful basis for using personal information

Under UK data protection law, we must have a lawful basis for using personal information. Depending on the situation, we may rely on one or more of the following lawful bases.

Contract

We may use personal information where it is needed to provide classes, workshops, performances, events or other services that you have requested.

Legal obligation

We may use or keep information where we are required to do so by law, including for accounting, tax, safeguarding, health and safety or legal record-keeping purposes.

Legitimate interests

We may use information where it is necessary for our legitimate business interests, provided those interests do not override your rights and freedoms. This may include managing enquiries, running our classes, improving our services, keeping records, dealing with complaints, maintaining website security and communicating with families about relevant class matters.

Consent

We may rely on consent for certain activities, such as optional marketing communications, the use of identifiable images for promotional purposes, or specific uses of sensitive information where consent is appropriate.

You can withdraw consent at any time by contacting us.

Vital interests

In an emergency, we may use or share information where it is necessary to protect someone’s life or wellbeing.

5. Special category information

Some information needs extra protection under data protection law. This may include health, medical, allergy, disability, access or SEND information.

We only collect this type of information where it is relevant and necessary, for example to keep a student safe in class, support their participation, respond to an emergency, make reasonable adjustments or meet safeguarding responsibilities.

We will handle this information carefully and only share it with those who need it for a relevant and appropriate reason.

6. Children’s information

Many of our students are children. We collect children’s personal information mainly from parents, guardians or carers.

We use children’s information to:

• manage their class place;
• support their learning and participation;
• keep them safe;
• contact parents or guardians when needed;
• manage attendance, events, performances and emergency situations;
• meet safeguarding, legal and insurance responsibilities.

We do not knowingly collect more children’s information than we need. We ask parents and guardians to keep us updated if a child’s details, medical needs, access needs or emergency contacts change.

7. Marketing communications

We may use your contact details to send updates about classes, workshops, events, performances, offers or other relevant news from Rachael Reynolds School of Dance.

We will only send marketing communications where we have a lawful basis to do so. You can opt out at any time by contacting us or using any unsubscribe option provided.

We will still send essential service messages where needed, such as class updates, timetable changes, payment reminders, venue information or safety notices.

8. Cookies and website tracking

Our website may use cookies and similar technologies to make the website work, remember preferences, understand website traffic and improve the user experience.

Some cookies are necessary for the website to function. Others may be optional, such as analytics or marketing cookies.

You can usually control cookies through your browser settings and, where available, through the cookie preference tools on our website.

For more information, please see our Cookie Policy.

9. Who we share information with

We do not sell personal information.

We may share personal information with trusted third parties where necessary, including:

• website, email, booking, payment or administration service providers;
• teachers, assistants, chaperones or team members who need the information to support classes or events;
• venues, exam boards, event organisers or performance partners where relevant;
• professional advisers, such as accountants, insurers or legal advisers;
• safeguarding, emergency, medical, regulatory or law enforcement bodies where required or appropriate;
• IT, hosting, security or data storage providers.

We only share information where there is a valid reason and we aim to share the minimum necessary.

10. Payments

If you make a payment, your payment may be processed by a third-party payment provider or banking service. We do not usually receive or store full card details ourselves.

Payment providers process your information according to their own privacy and security arrangements.

11. International transfers

Some of the services we use may process or store information outside the UK. Where this happens, we will take reasonable steps to ensure appropriate safeguards are in place to protect your personal information.

12. How long we keep information

We only keep personal information for as long as necessary for the reason it was collected, including to meet legal, accounting, safeguarding, insurance or reporting requirements.

As a guide:

• enquiry information may be kept for as long as needed to respond and follow up;
• student and parent or guardian records may be kept while the student attends classes and for a reasonable period afterwards;
• payment, invoice and accounting records may be kept for up to 6 years where required for tax or accounting purposes;
• accident, incident, safeguarding or welfare records may be kept for longer where necessary;
• marketing information is kept until you unsubscribe or ask us to remove it;
• website analytics information is usually kept for a limited period depending on the tools used.

When information is no longer needed, we will securely delete, anonymise or dispose of it.

13. How we protect personal information

We take reasonable steps to protect personal information from loss, misuse, unauthorised access, disclosure, alteration or destruction.

These steps may include secure systems, limited access, password protection, careful record keeping and only sharing information with people who need it.

No method of internet transmission or electronic storage is completely secure, so we cannot guarantee absolute security, but we work to keep information as safe as reasonably possible.

14. Your rights

Under data protection law, you may have rights over your personal information, including the right to:

• ask for a copy of the personal information we hold about you;
• ask us to correct inaccurate or incomplete information;
• ask us to delete information in certain circumstances;
• ask us to restrict how we use information in certain circumstances;
• object to certain uses of your information;
• withdraw consent where we rely on consent;
• ask for certain information to be transferred to another provider;
• complain to the Information Commissioner’s Office.

These rights do not always apply in every situation. For example, we may need to keep certain information for legal, safeguarding, insurance or accounting reasons.

To make a request, please contact us using the details below.

15. Links to other websites

Our website may include links to other websites, such as social media platforms, booking systems, payment providers or third-party resources.

We are not responsible for the privacy practices, content or security of other websites. You should read their privacy policies before providing personal information to them.

16. Changes to this Privacy Policy

We may update this Privacy Policy from time to time.

When we make changes, we will update the “Last updated” date at the top of this page. Significant changes may also be communicated by email or by a notice on our website where appropriate.

17. Contact us