Wendy Bates School of Dancing

GDPR Policy (General Data Protection Regulations)

What we do and do not do at Wendy Bates School of Dance:

  • We do not disclose or sell personal data to third parties.
  • We do not disclose personal data to other members of the school and their families.
  • The school uses contact numbers and emails for newsletters, updates, whole school and individual communication, invoices and general information.
  • Emergency parent contact numbers are given to teachers purely for the use of emergency contact only.
  • Personal data is stored in a password encrypted database. Email addresses are stored on our school computer, which is password protected.
  • We collect the personal data of people making enquiries about our school, and those on the waiting list to join. These records too are stored digitally, on the school computer. Digitally stored data is deleted three years after a pupil leaves our school.
  • With parents’ agreement, Wendy Bates School of Dance stores images of pupils as photographs or video clips. No names are stored with images on our computer, on social media or on the website.

 

GDPR includes 7 rights for individuals

1) The right to be informed

Wendy Bates School of Dance is registered with the National Association of Teachers of Dancing (NATD) and as so, is required to collect and manage certain data. The school collects parent’s and or guardian’s names, addresses, emergency telephone numbers and email addresses. We also collect children’s’ full names, addresses, date of birth along with any SEN requirements and are stored on the school computer.

 

2) The right of access

At any point an individual can make a request relating to their data and Wendy Bates School of Dance will need to provide a response (within 1 month).

 

3) The right to erasure

You have the right to request the deletion of your data where there is no compelling reason for its continued use. However Wendy Bates School of Dance has a legal duty to keep student and parents details for 12 months. Self Employed Teaching records will be erased when the member leaves their position.

 

4) The right to restrict processing

Parents, visitors and staff can object to Wendy Bates School of Dance processing their data. This means that records can be stored but must not be used in any way, for example School Newsletters, General Emails about School news and updates. In this situation, The School has no obligation to refund any classes missed or cancelled due to ‘lack of communication’. It will be the parents responsibility to ensure they are informed

about the termly event’s happening at the School, cancelled classes, etc.

 

5) Data portability

Wendy Bates School of Dance will transfer data such as student dates of birth and exam pin number’s to the NATD to be able to enter students in NATD Exams. In this case, the NATD uses secure file transfer systems and have their own policies and procedures in place in relation to GDPR. In addition, student data will be transferred to chaperoning staff when they are working with us at a performance in a theatre or similar. In these circumstances, we may hold children’s names and emergency contact details on paper. This paper will be stored securely by trained and registered chaperoning staff, for the duration of a rehearsal / performance period only, and then Wendy Bates School of Dance will ensure all paper copies are shredded.

 

6) The right to object

Parents, visitors and staff can object to their data being used for certain activities like marketing or research.

 

7) The right not to be subject to automated decision-making including profiling.

Automated decisions and profiling are used for marketing based organisations. Wendy Bates School of Dancing does not use personal data for such purposes.

 

Wendy Bates School of Dancing Privacy policy – June 2025

This privacy policy tells you what to expect when Wendy Bates School of Dancing collects your personal information.

 

Wendy Bates School of Dancing is committed to protecting your personal information in accordance with the original Data Protection Act 1998 and the General Data Protection Regulations (GDPR) effective from May 2018. We are committed to providing a safe environment for all our students, parents, casual and freelance workers and everybody who comes into contact with us, both physically and virtually (online).

 

This Privacy Statement refers to the use of any personal information provided to us online or via registration forms, telephone, email exchange, letters or correspondence. Whenever you provide such information, we are legally obliged to use your information in line with current legislation concerning the protection of personal information.

 

Wendy Bates School of Dancing website occasionally contains hyperlinks to websites owned and operated by third parties. These third party websites have their own privacy policies, and are also likely to use cookies, and we therefore urge you to review them. We do not accept any responsibility or liability for the privacy practices of such third party websites and your use of such websites is at your own risk.

 

Students

We collect contact details and personal information in order to provide membership services. That includes, but not limited to, the administration of joining and renewals, distribution of any Wendy Bates School of Dancing Newsletters, information regarding classes, workshops and lectures, training courses, access to local area shows and competitions, access to the examinations service.

 

What information does Wendy Bates School of Dancing have about me?

When you participate in or sign up to any of Wendy Bates School of Dancing classes, activities, workshops, (including newsletters, purchases from the online shop etc.) we may collect and store personal information about you. This can consist of information such as your name, email address, postal address, telephone or mobile number, date of birth, and payment details. By submitting your details, we assume consent to use it for administrative purposes to enable us to provide you with the products or services that you have selected.

 

Data Retention

Once a student/member lapses, we retain sufficient information to identify the previous member. This allows the previous student information to be used again if the student re-joins. Wendy Bates School of Dancing relies on legitimate interest as the legal basis for retaining this information.

 

How will you use my personal information?

We will use your personal information for a number of purposes:

  • To provide you with information about our products, services and activities and to deal with your requests and enquiries.
  • For "service administration purposes", which means that we may contact you for reasons
  • related to the service or activity you signed up for (eg. change of details regarding a class you are attending etc.)
  • To contact you about an order you have made.
  • To process your registration.
  • To send to the NATD (National Associate of Teachers of Dancing) for examination purposes.

As and when we need to use your personal information for reasons other than the ones specified above, we will ensure that we notify you first. You will be given the opportunity to withhold or withdraw your consent for the use of your personal information for purposes other than those listed above.

By submitting your details, we assume consent to use it for administrative purposes to enable us to provide you with the products or services that you have selected.

Wendy Bates School of Dancing does NOT share your personal information with third parties, unless clearly stated. We do NOT sell your data, and neither do we buy data from third parties.

 

Wendy Bates School of Dancing may contact you

  • To send you relevant communications as part of your association with Wendy Bates School of Dancing
  • To remind you of important deadlines and/or renewal notifications.
  • In relation to any service or activity you have signed up for in order to ensure that we can deliver the services to you.
  • In relation to any correspondence, we receive from you or any comment or complaint you make about our products or services.

 

Young users

If you are aged 18 or under and you provide us with information on an application/registration

form (online or printed), your parent(s)/guardian(s) permission will be required.

 

NATD (National Association of Teachers of Dancing)

As an organisation providing qualifications through physical examinations, we must provide sufficient, required information to the NATD to make this possible. By taking and completing exams you are consenting to the NATD keeping the information about you that appears on the report form. This is for the purposes of examination result processing and will only be used by NATD approved third parties to enable that process. Inactive data will be destroyed after 20 years.

 

How long will Wendy Bates School of Dancing keep my personal information for?

We keep the information we hold about our customers and students for as long as is necessary to deliver the services we are providing you with. Wendy Bates School of Dancing relies on legitimate interest as the legal basis for retaining this information.

 

Where is the information stored?

We use a variety of procedures and secure technologies to help protect your personal information from unauthorised access, use or disclosure. We store personal information you provide on computer systems which have carefully controlled access and which are located in secure facilities.

The security measures described above ensure that all reasonable steps are taken to protect your personal information. However, the nature of the Internet means that an absolute guarantee of security cannot be offered, and, as with all Internet transactions, you should be aware that there may be a small security risk when disclosing information online.

 

Can I find out what personal information Wendy Bates School of Dancing holds about me?

You have the right to access certain personal information held about you.

If you wish to make a Data Subject Access Request, please contact [email protected]

You have the right at any time to withdraw any information held by Wendy Bates School of Dancing, to do so please contact [email protected]

 

Contacting us about this Privacy Statement

If you any questions or comments about this Privacy Statement please e-mail [email protected]