Privacy Policy

1.   Introduction
Affinity Dance School  ( Henceforth ADS) is committed to protecting your (including any dependants’) personal information. We are dedicated to providing a safe environment for all our customers, employees, casual and freelance workers and everybody who comes into contact with us, both physically and virtually (online). This Privacy Statement relates to the use of any personal information provided to us online or via application 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, including the General Data Protection Regulations (GDPR) and UK Data Protection Act 2018. 
The ADS website may contain 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. 
2.    What information does Affinity Dance School have about me?
When you participate in or sign up to any of ADS classes, activities, workshops we may collect and store personal information about you. Depending on how you are engaging with us this can consist of information such as:
-      your name
-      email address
-      postal address
-      telephone or mobile number
-      date of birth
-      medical conditions (within reason)
-      contact preferences
-      still and moving pictures
By submitting your details, you enable us to provide you with the information regarding the services that you have selected and provide a safe teaching environment. 
3.    What are cookies and how do you use them?
Cookies are text files that websites place on your own computer to store information specific to you. Our website does NOT use cookies.4.    How will you use my personal information?
We will use your information for a number of purposes including:
-      to provide you with information about our products, services and activities and to deal with your requests and enquiries, including complaints
 
-      for "service administration purposes", which means that we may contact you for reasons related to the service or activity you signed up for (eg, invoices, or change of details regarding a class you are enrolled in, etc) 
 
-     to contact you about an application you have made 
-     to process your application for employment and where applicable your employment once appointed
 
-     to post any relevant examination documents or dance festival entries.
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. 
ADS does NOTshare your personal information with any third parties for marketing purposes. We do NOT sell your data, and neither do we buy data from third parties.
5.    Affinity Dance School may contact you: 
-     in relation to any service or activity you have signed up for in order to ensure that we can deliver the services to you
-     to remind you of important deadlines and/or renewal notifications
-     in relation to any correspondence we receive from you or any comment or complaint you make about our services
-     to occasionally market products or services that we think may be of interest to you 
We will not hold more information than required and will ensure all personal data is kept up to date and used only for its specific purpose(s) as outlined above.
6.    What if I do not want data stored or contact regarding products services or events?
You have the right to ask us not to hold or use personal data however this would mean we may not be able to provide you with the full range of services available.
You may opt-out of any personal data being stored and must give consent to any correspondence you wish to receive from Affinity Dance School. Should you decide to opt-out of any data storage you must:
-     stay on the premises during all classes in case of an emergency.
-     your child will not be able to be entered for any examination, or participate in any productions as we will not be able to process the appropriate candidate information
Please note consent is not required for us to email regarding the class you are enrolled in (invoices, updates, cancellations etc) or regarding any enquires you may have contacted the school about as these fall under legitimate interest (please see next point).
7.    Legitimate Interest
We may hold or use personal data on the grounds of ‘legitimate interest’. In simple terms this means we can process personal information if we have a genuine and legitimate reason and we are not harming any of your rights and interests. This includes information we are legally required to store even after a request to be forgotten:
-     Names and postal address related to invoices (MUST be kept as it is required for HMRC legal tax purposes)
 
Medical information is sensitive data and held on the grounds of legitimate interest. This data will only be processed and stored by ADS when completely relevant to ensure yours or your child’s safety whilst participating in our services or activities. This data will be erased after request to be forgotten, or at any time if it becomes irrelevant
8.    Young users 
If you are under 18 and you provide us with information on an application form (online or printed), your parent(s)/guardian(s) permission will be required. 
9.    Taking, storing and using images of students
Certain uses of images are necessary for publicising and updating other parents of ADS services and activities. When agreeing to our terms and conditions you are accepting that we may take occasional images of classes with students present these may be stored or used on the following platforms
-     Our website
 
-     Facebook page
 
-     Instagram
 
-     Flyers and posters
 
-     Or Internally for progress tracking
To opt out of images being used please email [email protected] and we will update your profile and data to confirm this. 
Images held by us in our class settings with your child can be used for any of the external marketing purposes, please be informed that these are public domains and can be viewed by anyone.
Should an image be used in any marketing publication, website or social media site there will be no use of names alongside images other than in special circumstances (such as getting into a dance school, or other achievements). In these very special cases parental consent will be asked, and Affinity Dance School will only ever use a first name to protect privacy.
Any images are only taken on devices belonging to the school and stored by ADS are stored electronically on a secure computer system. Any folder containing stored images has restricted access and held in password protected folders.
At any time consent can be withdrawn to the taking, storing or use of images by contacting [email protected]
10.How long will Affinity Dance School 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. After leaving the school we will keep any necessary data stored securely for one year after current use before deletion in correct manner.
After 6 months we will delete all you personal information from our Class Manager portal.
If you child has completed any IDTA examinations whilst at the school we will store all exam results. This will include your  child’s name, IDTA ID number (as appointed by the IDTA examinations board), date of any exam(s) and your child's result. This data will also be stored offline in a password protected, and encrypted file.
11.Where is the information stored? And how is It protected?
ADS 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 to us on a secure, password protected, database only accessed on our secure computer system, and by app on secured mobile devices all of which have controlled access.
Data is occasionally stored on services provided by trusted third party service providers with which we have entered into data processing agreements with. Services such as event ticketing, database services, and website hosting. In these circumstances your data cannot be used unless instructed to do so by ADS, Your information will not be shared with any other service providers or organisations apart from us. All data will only be used for the agreed purpose relating to the service that they are providing. Our main data processors are:

- Class Manager (administration system)
- International Dance Teacher Association (examinations body)
- Due Diligence Checking LTD
- Facebook
- Instagram
- Twitter
All of these data processors must comply with current GDPR regulations and legislation.
We do not transfer any personal data to countries outside of the European Economic Area (EEA). 
The security measures described above ensure that all reasonable steps are taken to protect your personal information.

12. Your Rights
The accuracy of your personal data is important to us and you hold the right to update any information held by us. Our Class Manager system allows you to keep control of your own personal data and enaure it is correct and ammend as needed.
If you ask for data to be removed, please note we may have a lawful reason to hold or use personal data which does not require consent, such as on the grounds of legitimate interest. In this case we will keep the minimum amount of information required to ensure we adhere to your request.
13. This Notice
This notice may be updated from time to time. If updated any substantial changes that affect your rights will be communicated directly to you as far as reasonably practicable.