IMPACT Dance | NLA

Terms and Conditions

IMPACT Dance | Noriko Louise Academy (NLA) Policies


Enrolment 

All trial and/or student enrolment on the Class Manager portal must be completed before taking part in a dance class. Please do not bring a friend or new dancers to watch if they are not fully enrolled. We do not allow parents to stay in the dance class hall (except our Creative Movement classes). The responsibility lies with the dancer or parent/guardian to keep enrolment information up to date and correct.


IMPACT Dance | NLA Class Spaces

You are required to enrol yourself or your dancer for each class. Only dancers enrolled fully in the class can attend. Class numbers are limited and waiting lists are held. If dancers are absent from class, Noriko should be made aware. If not, Noriko will contact dancers/parents/guardians for details. If dancers are absent from class for 2 weeks without explanation, dancers will be removed from the class register and this may result in your space being taken by a waiting list member. If class fees are not paid after dancer/parent/guardian is made aware, dancers will be automatically be removed from class and this may results in your space being taken by a waiting list member. IMPACT Dance | NLA holds the right to remove dancers from class registers and give waiting list members a space. IMPACT Dance | NLA holds the right to move dancers up or down a level class depending on age/ability.


Injuries/Illness

If a dancer is injured and would still want to attend or take part in their dance class then Noriko should be made aware of the nature of the injury and the medical advice surrounding the injury. Dancers will only then be able to take part in their dance class if they have permission from a parent/guardian and/or a medical official. If a dancer is unwell, please do not bring them to their dance class (this includes if they are displaying COVID-19 symptoms). 


Attendance 

If a dancer is unwell or unable to attend their dance class, Noriko must be told/contacted through email, phone or by a message on any of IMPACT Dance | NLA’s social media pages. Attendance is vital if the dancer is going to be taking part in examinations, shows, events or competitions. 


Dance Class Fees 

All class fees are sent out via monthly invoice. Trial class fees are sent out via invoice at the time of booking a trial. Trials are only valid if fee is paid at time of booking and trials are only valid for the date of booked trial. Trial fees are non-refundable. All fees can be paid through bank transfer or via Stripe on invoices. Late fees will not be tolerated, fees must be paid 7 days after receipt of invoice. A late fee of 10% will be added to your payment. 

Fees are not to be paid in any other form e.g. 2 week blocks. We must be made aware of chosen payment method. If fees are not paid then unfortunately a dancer cannot attend a class. Dance class fees are not refunded if the dancer is unable to make class only if IMPACT Dance | NLA cancels a class.


Cancellations

If the dance class is set to be cancelled due to personal, weather, environment or health circumstances, parents/guardians will be notified via email, phone or text and all information will be posted on our private and public social media pages. Please make sure contact details are up to date and check our social media pages regularly. Dance class fees will only be refunded if the class is cancelled by IMPACT Dance | NLA directly, due circumstances such as weather, environment, personal or health. Classes will only continue if there are minimum numbers met or until the class is reviewed and alterations are made to the specific class. 


Behaviour & Bullying

Bad, disrespectful or rude behaviour will not be tolerated. If any dancer is being disrespectful or misbehaving in any way, shape or form during, prior to or after any class to anyone, parents/guardians will be informed immediately via person and in writing. If the behaviour does not improve then IMPACT Dance | NLA has the right to refuse admission to the dance class and dance academy. All areas of the facility, including cafe area and toilets must be kept clean and tidy at all times. Please use the bins provided to clear away any rubbish.

IMPACT Dance | NLA does not tolerate bullying behaviour of any kind. All reports of bullying will be taken seriously and failure to comply will result in dismissal from the academy. We ensure our classes promote team work and kindness and regularly remind all dancers/staff/parents/guardians and teachers to think about others. IMPACT Dance | NLA is only responsible for the behaviour of anyone in the premises and during classes and any concerns must be directed to the class teacher or Noriko.

 


Dropping off/Collecting Children

Child safety is important to us. We will provide a safe environment for all dancers at all times during their dance class. 

Children should be dropped off at the hall door before a dance class begins. Parents/guardians should stay with their child until the class teacher has allowed dancers to enter the hall. It is unacceptable to walk into a class before your child’s class begins. Parents/guardians are not allowed to stay in the hall during the class unless taking part in our Creative Movement class. 

After a dance class, children must be collected from directly outside the hall door unless a parent/guardian has given permission for a child to meet parents/guardians at the car park or walk home by themselves (this permission must be communicated to the class teacher prior to the class beginning). If a parent/guardian is not there to collect the child and no permission has been given for them to leave by themselves then the child will stay in the hall. If a child is leaving with another dancer or someone new is picking them up from class then please let the class teacher know about this before the dance class starts. It is unacceptable to walk into a class before your child’s class has ended. Before or after a dance class, the responsibility of the child and their safety lies with the parent/guardian. 



Use of Photographic/Filming (Videography) Equipment 

No photography or filming by a parent / guardian is allowed during classes. We operate a policy that protects families or persons that do not wish their child or themselves to be photographed or filmed. If this policy is found to be breached we will ask you to remove all evidence of the photography/filming. IMPACT Dance | NLA hold the right to refuse you to use photography / filming at all times during classes or events. Failure to comply could result in dismissal from the academy and reported to the Police  as we operate a strict safeguarding policy to protect all dancers at all times. We will be filming our annual show, if the parent/guardian or persons does not want their child or themselves to be filmed then they will be unable to participate in the annual show.


Photography and Videography 

It is important that your child also grants IMPACT Dance | NLA permission to take a photograph or video recording of them, understands why they are getting photographed and video recorded and understands how the photograph or video recording will be used. Please discuss this with them.


The students’ safety and security is important to IMPACT Dance | NLA.

IMPACT Dance | NLA would like to update it’s social media accounts and pages (Instagram and Facebook) with photographs and short videos from the dance classes allowing students’ successes, developments and achievements throughout their time here at IMPACT Dance | NLA to be shared.

IMPACT Dance | NLA needs your permission to photograph and video record your child.


Please note that all social media accounts are treated as private so photography and video recordings will only be viewed by people that either: 


Photography and video recording is taken in connection with: 

  1. Enrolment
  2. Teaching & Learning
  3. Assessment & Development 
  4. Publicity & Promotion
  5. Successes & Achievements


Visual Media 

Visual media is an image taken and or stored by camera, web camera, video camera or other similar device or equipment. The image may be stored on paper, electronically or other means.


While IMPACT Dance | NLA recognises that publicity and pictures of young people enjoying dancing is essential to promote the sport and a healthy lifestyle, the following rules should be observed:

1. Ensure parents/guardians/young people have granted their consent for the taking and publication of visual images. The parent or guardian must consent, or otherwise.

2. All young people must be appropriately dressed for the activity taking place.

3. Photography or recording should focus on the activity rather than a particular young person and personal details which might make a young person vulnerable, such as their exact address, should never be revealed.

4. Where an individual has achieved success (e.g. when becoming ‘Dancer of the Term’), permission must be gained from a parent/guardian and the young person to use photographs and/or video recordings.

5. Where possible visual media/recordings should represent the diverse range of young people participating in IMPACT Dance | NLA.

6. Anyone taking photographs or recording at any IMPACT Dance | NLA class or event must have a valid reason for doing so and seek the permission of the dance teacher in charge. Parents/guardians must never film or picture another dancer at any time. Failure to comply could lead to dismissal from the academy, reported to the Police and/or legal action. 

7. All concerns regarding inappropriate or intrusive image recording should be reported in confidence to the Child Protection Officer.

8. Where IMPACT Dance | NLA is arranging for images to be taken for a particular event we will endeavour to inform parents or guardians in advance.

9. If professional photographers, or other media representatives, are commissioned or the press is invited to a dance activity or event, IMPACT Dance | NLA will endeavour to ensure they are clear about expectations of them in relation to the welfare of young people.

10. IMPACT Dance | NLA will not use an image of a child where permission has not been granted.

11. IMPACT Dance | NLA will endeavour not to include images of children where consent has not been given. It is possible a dancer will be included in an image where consent has not be given, for example while a class is in motion or where a dancer is in the background.

12. If group photographs are taken and individual children cannot be easily identified, coaches must find out whether any parents do NOT want their child to be in the photograph.

13. Please note that websites can be viewed throughout the world, not just in the United Kingdom where UK law applies. All IMPACT Dance | NLA social media pages are treated as private and can be controlled easily



Uniform 

Uniform is important for a dance class. Long hair must be tied back at all times and no jewellery must be worn during a dance class. We have uniform requirements for each dance class (see uniform requirements), not following these requirements may limit dancers’ progress as uniform is important for dance examinations and allows dance teacher to see all elements of the dancers technique more clearly. Correct uniform and shoes must be worn for each class and must be worn within 1 month of enrolling.


Health and Safety

Some physical contact is necessary by the teacher to demonstrate or correct exercises or technique or to prevent injuries within the dance class. IMPACT Dance | NLA takes no responsibility for any injury that occurs during, before or after classes although great care is taken to avoid such incidents. The responsibility lies with the parent/guardian to ensure all information given on their enrolment is up to date and correct and IMPACT Dance | NLA is made aware of anything that may affect the dancer during the dance class. All accidents and injuries which occur during dance class time will be recorded. In the case of any incident, first aid needs to be administered, the parent/guardian will be contacted immediately.*

*Due to COVID-19, social distancing limits teachers supporting dancers and administering First Aid. If within 2M, full PPE will be worn and hands should be sanitised by both parties afterwards.


Examinations and Annual Show

The Scottish Dance Teachers’ Alliance works towards the highest standard of dance training. Examinations will only be taken when and only when the dancer has reached the required standard. Exams require a lot of dedication, hard work and extra classes. These classes are scheduled in addition to routine classes and will be charged separately. Exam letter and fees should be returned to IMPACT Dance | NLA prior to exams and only then will the dancer follow through with taking the dance exam. Our annual show requires a lot of dedication, hard work and extra classes. Extra show classes are scheduled in addition to routine classes and will be charged separately.


Child Protection and Safeguarding 

A ‘child’ is anyone who has not yet reached their 18th birthday. If a child has reached 16 years of age, is living independently, in further education or working, this does not change their entitlement to services or protection as a child.

IMPACT Dance | NLA has a duty of care to safeguard all children, we ensure that all children are protected and it is our aim to provide children and young people with appropriate safety and protection.

IMPACT Dance | NLA will always give children and young people the opportunity to confide in us.

All allegations will be taken seriously and treated with the utmost confidentiality. Concerns should be reported to Principal teacher and Child Protection Officer (Noriko) who will then further report it appropriately. Safeguarding records are protected by GDPR allowing relevant data to be shared to authorities if concern of abuse.


Child Protection issues fall into two main categories;

● Those which allegedly involve a member of IMPACT Dance | NLA


The following is a Policy agreed by IMPACT Dance | NLA and must be followed implicitly:

1. Child Protection Officer (CPO) is Noriko Philbin, Principal Teacher.

2. All persons of IMPACT Dance | NLA have a duty of care from when a child arrives, takes part and leaves an event organised or ran by us. This includes dance classes, dance shows and organised events.

3. Concerns should be reported to CPO who will then further report it appropriately. 

4. Members of IMPACT Dance | NLA must not

  1. Make any promise to a child to not tell anyone 
  2. Make judgement on any claims made

c.   Discuss with anyone other than the CPO

5. Allegations made against a member of IMPACT Dance | NLA:

a. Ensure another adult is present, (preferably the dance teacher)

b. Make a note of what is said

c. Record any facts

d. Ensure no-one is placed in a position, which could cause further compromise.

e. Inform the CPO immediately; Do not investigate.

f. Inform all parents of allegation, what steps you have taken and refer CPO

7. If a child confides in IMPACT Dance | NLA:

a. Allow the child to speak, without interrupting, assuring the child that you believe

and that they are not to blame.

b. Do not make judgements or comments.

c. Advise that you will support them but you must pass the information on

d. Record any facts as you know them

e. Inform CPO immediately

f. Do not investigate

g. CPO will report appropriately and advise the next step to be taken

It is recommended that you record and report all allegations/incidents no matter how insignificant they seem at the time and such reports witnessed by all adults present.



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.



Behaviour of Parent/Guardian/Adult 

IMPACT Dance | NLA will not tolerate any abuse of any type or form. Behaviour such like abusive, disrespectful, aggressive or rude communication whether it be in person or via phone, text, email or via any social media pages/accounts aimed at anyone including IMPACT Dance | NLA staff and dancers will strictly not be tolerated. IMPACT Dance | NLA has the right to refuse dancer as well as parent/guardian/adult from returning to IMPACT Dance | NLA if policy is not complied with.


Social Media 

Social Media refers to websites and applications that enable users to create and share content or to participate in social networking. There are risks involved when using social media and be mindful that once something is posted on social media, it is near impossible for it to be truly deleted or taken back. It is important to exercise caution when posts, images, or videos identify children in your care on social media. Consideration should be given to posts by you or posts by others that are linked to you. IMPACT Dance | NLA promotes safe use of social media while identifying the risks and protects the safety and wellbeing of all associated with IMPACT Dance | NLA. 

All IMPACT Dance | NLA social media business pages or accounts are treated as private and are easily controlled solely by Principal teacher Noriko. 

Private Facebook groups are publicly hidden and are limited to persons associated with IMPACT Dance | NLA. Noriko must accept your request to join the groups. 

Any comments or posts perceived to be obscene, defamatory, threatening, harassing, discriminatory or hateful towards IMPACT Dance | NLA staff, dancers or families may subject the owner to dismissal from the academy and/or legal action. 

While engaging on social media while identifying as an IMPACT Dance | NLA dancer/parent/guardian/adult/volunteer/employee, you may only do so with integrity, respect. Any content revealing or referring to sensitive information is not permitted to be shared on social media.

Intellectual property laws i.e. costume design and choreography must be observed by all associated with IMPACT Dance | NLA when posting on social media. This includes but not limited to forms, policies, syllabus, etc.
IMPACT Dance | NLA will not tolerate any posts on social media that are racially, sexually, physically or religiously offensive. 

All concerns regarding fees, classes, events or performance opportunities etc may not be communicated via public social media. We encourage all communication, complaints and feedback to be communicated to the principal teacher Noriko directly in person or via email or phone.

We discourage dancers/adults/parents/guardians and teachers/staff from becoming ‘friends’ or ‘followers’ on social media (this does not include the IMPACT Dance | NLA business social media pages and accounts) unless there is an existing relationship. We are obliged to respect and monitor personal boundaries.
We discourage forming private ‘groups’ ‘messages’ or ‘pages’ between IMPACT Dance | NLA adults/dancers/parents/guardians which are solely created to discuss IMPACT Dance | NLA matters. 

Photography or videography taken at performances or rehearsals are not permitted to be posted on social media. You may not post photographs / videography that features other dancers other than your own online without the proven consent of their parent/guardian. Failure to comply could lead to dismissal from the academy, reported to the Police and/or legal action. Refer to Visual Media policy for further information. 



Equal Opportunities 

[The Equality Act 2010]

IMPACT Dance | NLA ensures that equal opportunity is promoted in all services provided and unlawful or unfair discrimination, direct or indirect is not permitted. We ensure that we do not discriminate against anyone directly or indirectly, on the basis of visible and non visible differences such as age, disability, gender reassignment, pregnancy and maternity, dependants or not, marriage and civil partnership, race, religion or belief, sex or sexual orientation, physical or mental ability.

We identify the following barriers;


IMPACT Dance | NLA will ensure to operate a fair and open academy and follows the SDTA Equal Opportunities policy. 

All allegations of discrimination will be taken seriously and should be directed to principal teacher Noriko immediately. Anyone found to be failing to comply with this policy will be dismissed from the academy and/or could face legal action. 


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If you have any questions/concerns regarding any of our policies, please contact Noriko directly.


Child Protection Officer and Data Protection Officer is Principal Teacher, Noriko Philbin. 

Phone: 07828036920, Email: [email protected]. 


IMPACT Dance | NLA reviews and amends its policies on a regular basis and advises parents/guardians and dancers to read this document thoroughly to ensure a clear understanding is gained. You may request a copy of any policy at any time and updated policies will be made known to members of IMPACT Dance | NLA and can be emailed out if and when arranged. 


Please make sure to tick the T&Cs box when enrolling ensuring you have read and have a complete understanding of IMPACT Dance | NLA Policies.

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This policy was issued by Principal Teacher of IMPACT Dance | NLA - Noriko Philbin in August 2018. 

Reviewed date: GDPR policy updated to highlight Test and Protect procedures. - August 2020.

Class Manager and accident book details added to GDRP policy - September 2020.

COVID-19 policy created as a separate document but highlighted to refer to throughout the policies where relevant - September 2020.

Cash payments removed from Dance Class Fee policy due to not accepting cash. Dance Class Fee policy updated to reflect new online portal - September 2020. 

Updated Behaviour and Bullying policy - September 2020. 

Added Social Media policy - September 2020.

Added Equal Opportunities policy - September 2020

Added Photography and Videography policy due to change in forms - September 2020.

Added IMPACT Dance | NLA space policy - September 2020.

Updated Dance Class Fee policy to reflect £10 late fee payment - July 2021.

Taken out additional COVID-19 points. Updated drop off and collection policy - July 2022.


Next Review Date: December 2022