IMPACT Dance | NLA

Privacy Policy

Data Protection and GDPR Privacy Policy  

GDPR stands for General Data Protection Regulation and replaces the previous Data Protection. It was approved by the EU Parliament in 2016 and came into effect on 25th May 2018. GDPR states that personal data should be ‘processed fairly & lawfully’ and ‘collected for specified, explicit and legitimate purposes’ and that individuals data is not processed without their knowledge and are only processed with their ‘explicit’ consent. GDPR covers personal data relating to individuals. IMPACT Dance | NLA is committed to protecting the rights and freedoms of individuals with respect to the processing of children's, parents, visitors and staff personal data. The Data Protection Act gives individuals the right to know what information is held about them. It provides a framework to ensure that personal information is handled properly.


IMPACT Dance | NLA Data Protection Officer is Principal Teacher Noriko Philbin.

What we do at IMPACT Dance | NLA:

•We do not disclose or sell personal data to third parties. 

•We do not disclose personal data to other members of the Dance Academy and their families.

•We use contact numbers and emails for newsletters, updates, whole academy and individual communication, invoices, class fees and general information.

•Emergency contact numbers are given to IMPACT Dance | NLA for the sole use of emergency contact only.

•We collect personal data and contact information in the form of enrolment forms and consent forms via a GDPR compliant online administration service - Class Manager - which requires a log in to access.

•All computer files that include personal data are password protected or locked.

•Paper enrolment forms are stored in a safe and locked filing box.

•Hard copy information is destroyed via secure information shredding and is disposed of correctly. Electronic data is purged when retention period is finished. 



IMPACT Dance | NLA uses the online administration service - Class Manager - to enrol dancers, collect and store personal and contact information and class registers online. This stores all contact and personal data on an online portal which is entered into the system by individuals enrolling in the academy. Class Manager is GDPR compliant and their policy can be requested from Class Manager directly. Class Manager or IMPACT Dance | NLA will never share your records with any other Class Manager users. Other dancers/parents/guardians using Class Manager cannot view your records.

Paper enrolment records are shredded if the person does not attend IMPACT Dance | NLA classes or added to the person’s file and stored appropriately in a locked cabinet.

Safeguarding records are protected by GDPR allowing relevant data to be shared to authorities if concern of abuse. No data is on display and will be disposed off correctly if not needed.

IMPACT Dance  | NLA shares dancers’ name and DOB with Scottish Dance Teachers’ Alliance (SDTA) solely for examination certificate and data purposes. Their GDPR policy can be requested directly from SDTA.

IMPACT Dance | NLA uses an accident book to record any injuries or accidents that occur during class. Personal and contact data and details regarding the nature of the injury are stored in a written book. This book is GDPR compliant and is stored in a locked cabinet when not at classes. These records are shredded after the relevant retention period.

Information about individual children is used in certain documents, such as, a weekly register and examination documentations. These documents include data such as children's names and date of birth. These records are shredded after the relevant retention period.

IMPACT Dance | NLA stores personal data such as customer names and payment dates in an account book for HMRC tax purposes. These records are shredded after the relevant retention period.


IMPACT Dance | NLA stores personal data held visually in photographs or video recordings or as sound recordings. No names are stored alongside this type of data in photo albums and only taken if consent given.

Access to IMPACT Dance | NLA email account, personal data, social media accounts and examination details is password protected and is not available to members of the public, members of the dance academy and or staff. The Principal teacher (Noriko Philbin) has sole access to all this data.

Any portable data storage used to store personal data e.g. USB memory stick, are password protected and/or stored in a locked filing cabinet.


GDPR includes 7 rights for individuals

1. The right to be informed

IMPACT Dance | NLA is registered with Scottish Dance Teachers’ Alliance and The Guild for Professional Teachers’ of Dance and as so, is required to collect and manage certain data. We collect parent’s/guardian’s names, addresses, emergency contact numbers and email addresses. We also collect children’s’ full names, addresses, date of birth along with any special requirements and paper enrolment forms are stored in a safe and locked filing box.


2. The right of access

At any point an individual can make a request relating to their personal data and IMPACT Dance | NLA will need to provide a response (within 1 month). IMPACT Dance | NLA can refuse a request, if we have a lawful obligation to retain data but we will inform the individual of the reasons for the rejection. 


3. The right to erasure

You have the right to request the deletion of your data where there is no important reason for its continued use. IMPACT Dance | NLA has a legal duty to keep student and parents details for the length of time they attend the Dance Academy. We retain any records relating to accident and injury records and records relating to Child Protection for 7 years after last contact with child and family for Child Protection records. All hard copy information is destroyed via secure information shredding service.


4. The right to restrict processing

Parents, visitors and staff can object to IMPACT Dance | NLA processing their data. This means that records can be stored but must not be used in any way, for example Newsletters and General Emails about Academy news and updates. In this situation, IMPACT Dance | NLA 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 event's happening at IMPACT Dance | NLA.


5. The right to data portability

IMPACT Dance | NLA requires data, for example enrolment forms to be transferred from student, to teacher, to Principal Teacher. We also require to provide data such as dancer DOB and name to be able to enter students in SDTA exams. In this case recipients use secure file transfer systems and have their own policies and procedures in place in relation to GDPR. 

6. The right to object

Parents, visitors and dancers 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. IMPACT Dance | NLA does not use personal data for such purposes.