Privacy Policy
KS DANCE ACADEMYPrivacy Policy 2026/27
Last updated: July 2026
KS Dance Academy ("KSDA", "we", "us" or "our") takes the privacy and security of our students and families seriously.
To run the dance school safely and effectively, we need to collect and use some personal information about students and their parents/guardians.
This Privacy Policy explains what information we collect, why we need it, how we use and protect it, who we may share it with and your rights regarding your information.
We aim to keep this information clear and easy to understand.
Who is responsible for your information?
Data Controller: Kelly Salmond, trading as KS Dance Academy
Email: [email protected]
Telephone: 07872 113 723
As Data Controller, KS Dance Academy is responsible for deciding how and why personal information covered by this policy is used.
1. WHAT INFORMATION DO WE COLLECT?
The information we collect depends on your relationship with KSDA and the classes, events or services you use.
Information about students
We may collect:
Name and date of birth
Home address
Class enrolment and attendance information
Dance experience, grades and progression information
Examination, competition and performance information
Medical conditions, allergies, injuries and other health information relevant to safe participation
Additional support or accessibility information where relevant
Emergency contact information
Photography and video preferences
Information relevant to safeguarding or student welfare
Information about parents/guardians
We may collect:
Name
Home address
Email address
Telephone number
Emergency contact details
Relationship to the student
Invoice and payment records
Communications with KSDA
We may also collect relevant information when you make an enquiry, book a trial, class or event, purchase dancewear, enter an examination or competition, complete a form, contact us or use one of our online systems.
We will only collect information that is reasonably necessary for the purpose for which it is being used.
2. WHY DO WE USE YOUR INFORMATION?
We use personal information to operate KS Dance Academy and provide our services.
This may include:
Responding to enquiries
Registering and enrolling students
Managing class places and timetables
Communicating with parents/guardians
Managing attendance
Issuing invoices and managing payments
Organising examinations, competitions, shows, rehearsals and events
Processing dancewear or other purchases
Managing student progression
Providing appropriate teaching and support
Supporting the health, safety and welfare of students
Managing emergencies
Meeting safeguarding responsibilities
Responding to questions, concerns, complaints or disputes
Maintaining appropriate financial and business records
Meeting legal, regulatory and insurance requirements
Managing and improving the operation of KSDA
We will not use personal information for an unrelated purpose unless we have an appropriate lawful reason to do so.
3. OUR LAWFUL REASONS FOR USING INFORMATION
UK data protection law requires us to have a lawful reason for using personal information. The basis we rely upon depends on what we are using the information for.
Contract
We may use information where it is necessary to provide a service you have asked us to provide or to take steps at your request before providing that service.
For example, we need student and parent/guardian information to manage enrolment, classes, bookings and payments.
Legal obligation
We may use or retain information where necessary to comply with a legal obligation, including certain financial, safeguarding or regulatory responsibilities.
Legitimate interests
We may use information where it is reasonably necessary for the legitimate operation of KSDA and where those interests do not unfairly override your rights and interests.
This may include maintaining appropriate records, managing the school, protecting KSDA, maintaining security, responding to enquiries and dealing with complaints or disputes.
Consent
For some activities, we may ask for your consent.
Where we rely on consent, you can withdraw it at any time. Withdrawing consent does not affect processing that took place lawfully before consent was withdrawn.
Vital interests
In an emergency, personal information may be used or shared where necessary to protect someone's life or safety.
4. CHILDREN'S INFORMATION
Most KSDA students are children or young people, so protecting children's information is particularly important to us.
We only collect information that we reasonably need to:
Provide classes and activities
Keep students safe
Support their participation and development
Communicate with parents/guardians
Meet our safeguarding and legal responsibilities
For children, registration and administration will normally be managed through a parent or guardian.
We will take particular care when collecting, using or sharing children's information and will not use it for unrelated purposes without an appropriate lawful basis.
5. MEDICAL, HEALTH & ADDITIONAL SUPPORT INFORMATION
Information about health is given additional protection under data protection law and is known as special category data.
We may need relevant information about a student's:
Medical conditions
Allergies
Injuries
Medication relevant to participation
Disabilities
Additional support requirements
Other health information relevant to their safety or participation
We collect this information so that we can provide classes and activities safely, make appropriate adjustments where required and respond appropriately if a student becomes ill or injured.
We will only collect health information that is relevant and necessary.
KSDA will only process health and other special category information where we have both an appropriate lawful basis and an applicable condition under UK data protection law.
Access will be limited to people who reasonably need the information for the student's safety, welfare or participation.
Where consent is the appropriate basis for a particular use, we will ask for it clearly.
In an emergency, relevant information may be shared with medical professionals, emergency services or others where necessary to protect the student.
6. ESSENTIAL KSDA COMMUNICATIONS
When a student is enrolled with KSDA, we need to communicate with parents/guardians to provide and administer the service.
This may include:
Class and timetable information
Class changes or cancellations
Term dates
Fees, invoices and payment information
Examination information
Rehearsal arrangements
Competition and performance information
Shows or events in which the student is participating
Changes to services or policies
Important safety, welfare or safeguarding information
These are service communications where they are necessary to administer your child's enrolment, booking or participation.
Opting out of marketing does not prevent KSDA from sending essential communications relating to services you currently use.
7. MARKETING
We may occasionally contact families about other KSDA opportunities, such as new classes, workshops, camps, events, enrolment opportunities and special offers.
Electronic marketing will only be sent where permitted under applicable data protection and electronic marketing law.
Where consent is required, we will ask for it separately and clearly.
Where the law allows us to contact an existing customer about our own similar services without separate marketing consent, we will provide the appropriate opportunity to opt out.
You can ask us to stop sending marketing communications at any time.
Choosing not to receive marketing will not affect your child's place at KSDA or the service they receive.
We do not sell personal information to third parties for marketing purposes.
8. PHOTOGRAPHS & VIDEOS
Photographs and videos may be taken during KSDA classes, rehearsals, shows, competitions, workshops, trips and events.
They may be used for purposes including:
Celebrating student achievements
KSDA social media
The KSDA website
School communications
Advertising and promotional material
School displays
Where required, appropriate permission will be obtained for the ways photographs and videos are used.
Photography and video preferences will be recorded separately from acceptance of these Terms and can be updated by contacting KSDA.
Where we rely on consent, consent can be withdrawn for future use.
Withdrawal cannot always remove material that has already been lawfully printed, distributed or published, but KSDA will take reasonable steps regarding future use.
We will take particular care when publishing images of children and avoid unnecessarily identifying children alongside publicly available images.
Parents/guardians should also respect the privacy of other students when taking or sharing photographs or videos.
9. WHO CAN ACCESS YOUR INFORMATION?
Access to personal information is limited to people who reasonably need it for their role.
This may include:
The Principal
KSDA teachers
Authorised administrative staff
Staff should only have access to information relevant to their responsibilities.
For example, a teacher may need relevant emergency or medical information for a student they teach but would not normally need access to the family's payment records.
10. WHEN DO WE SHARE INFORMATION?
Sometimes we need to share relevant information with another organisation to provide a service or meet our responsibilities.
Depending on the activity, this may include:
Examination bodies
Competition and festival organisers
Performance and event organisers
Trip providers
Venues
Payment or Direct Debit providers
Class management and registration systems
Email and communication providers
Website, IT and cloud service providers
Accountants, insurers and professional advisers
Safeguarding organisations
Emergency services
Government, regulatory or law-enforcement authorities where appropriate or legally required
We will only share information that is reasonably necessary for the relevant purpose.
Where another organisation processes information on behalf of KSDA, we will take reasonable steps to ensure appropriate data protection arrangements are in place.
Some organisations, such as examination bodies or competition organisers, may be independent data controllers for information provided to them. Their own privacy policies may therefore apply.
KSDA does not sell personal information to third parties.
11. SAFEGUARDING, EMERGENCIES & LEGAL DISCLOSURES
There are circumstances where KSDA may need to use or share information without asking for consent first.
This may include where reasonably necessary:
To protect a child or another person
To deal with a safeguarding concern
To respond to a medical or other emergency
To comply with a legal obligation
To respond to a lawful request from an appropriate authority
To establish, exercise or defend a legal claim
To protect the rights and legitimate interests of KSDA where lawful
Where possible, we will only share the minimum information necessary.
Safeguarding and legal responsibilities may mean that we cannot always inform a parent/guardian or obtain consent before information is shared.
12. THIRD-PARTY SYSTEMS
KSDA may use trusted third-party systems and services to help operate the school.
These may include systems for:
Student registration and class management
Payments and Direct Debits
Email and communications
Website services
File and cloud storage
Accounting
Examinations
Competitions
Events and bookings
We will take reasonable steps to use providers with appropriate privacy and security arrangements where they process personal information on behalf of KSDA.
Where you provide information directly to an independent organisation, that organisation's own Privacy Policy may apply.
13. INFORMATION PROCESSED OUTSIDE THE UK
Some technology and service providers may process or store personal information outside the UK.
Where KSDA transfers personal information internationally, we will ensure the transfer is handled in accordance with applicable UK data protection requirements and that appropriate safeguards are used where required.
14. HOW DO WE KEEP INFORMATION SECURE?
KSDA takes appropriate technical and organisational measures to protect the personal information we hold against accidental loss, misuse, unauthorised access, alteration or disclosure.
Measures may include:
Password-protected accounts and systems
Restricting access to authorised people
Appropriate secure online services
Secure storage of paper records where used
Limiting staff access according to their role
Keeping information up to date where appropriate
Securely deleting or destroying information when it is no longer required
No system can guarantee absolute security, but we take reasonable steps appropriate to the type of information we hold.
If a personal data breach occurs, KSDA will assess the incident and take appropriate action. Where legally required, this may include notifying the Information Commissioner's Office (ICO) and affected individuals.
15. HOW LONG DO WE KEEP INFORMATION?
We do not keep personal information indefinitely.
Information will only be retained for as long as reasonably necessary for the purpose for which it was collected and to meet relevant legal, accounting, insurance, safeguarding or business requirements.
Different types of information may therefore be retained for different periods.
For example:
Current student records will generally be retained while the student attends KSDA and for an appropriate period afterwards.
Financial and transaction records will be retained for the period required for accounting and tax purposes.
Safeguarding information may need to be retained for longer in accordance with applicable safeguarding requirements.
Information relating to accidents, incidents or insurance matters may need to be retained for an appropriate period.
Marketing preferences may be retained while we have an appropriate basis to contact you.
We may retain a minimal record that someone has opted out of marketing so that we can respect that choice in the future.
When information is no longer required, it will be securely deleted, destroyed or anonymised as appropriate.
16. INFORMATION WE NEED FROM YOU
Some information is necessary for us to provide classes and services safely and effectively.
For example, we normally need appropriate student, parent/guardian and contact information to enrol a student.
Relevant emergency, medical or additional support information may also be necessary for safe participation.
If information that is necessary to provide a service safely or fulfil our responsibilities is not provided, we may be unable to enrol a student or allow participation in a particular activity.
Optional information and permissions, such as marketing preferences, are not a condition of joining KSDA.
17. YOUR DATA PROTECTION RIGHTS
Depending on the circumstances and the lawful basis being used, you may have the right to:
Ask what personal information we hold about you
Request a copy of your personal information
Ask us to correct inaccurate or incomplete information
Ask us to delete information in certain circumstances
Ask us to restrict the use of information in certain circumstances
Object to certain uses of information
Withdraw consent where processing is based on consent
Request transfer of certain information where applicable
These rights do not apply in exactly the same way in every situation.
For example, KSDA may be required to retain some information for legal, safeguarding, financial, insurance or other legitimate purposes even after a student leaves.
We will respond to requests in accordance with applicable data protection law.
18. AUTOMATED DECISION-MAKING
KSDA does not normally use solely automated decision-making to make decisions that have legal or similarly significant effects on students or families.
Class placement, progression, examination readiness, competition selection and similar teaching decisions are made by KSDA staff using professional judgement.
If this changes, we will update our privacy information and provide any additional information required by law.
19. IF THE BUSINESS CHANGES
If KS Dance Academy is reorganised, transferred or sold in the future, relevant records and personal information may need to be transferred as part of that process.
Any transfer will remain subject to applicable data protection law.
A change in ownership does not allow personal information to be used freely for unrelated purposes.
20. KEEPING YOUR INFORMATION UP TO DATE
Parents/guardians are responsible for telling KSDA when relevant information changes.
This is particularly important for:
Telephone numbers
Email addresses
Home address
Emergency contacts
Medical conditions
Allergies
Injuries
Additional support requirements
Relevant safeguarding information
Photography and video preferences
Accurate emergency and health information is particularly important for student safety.
21. QUESTIONS, REQUESTS OR CONCERNS
If you have a question about how your information is handled, would like to exercise a data protection right, or believe information we hold is incorrect, please contact:
Kelly Salmond
KS Dance Academy
Email: [email protected]
Telephone: 07872 113 723
We will aim to deal with privacy questions, requests and concerns promptly and in accordance with applicable data protection law.
If you are unhappy with how your personal information has been handled, you also have the right to complain to the Information Commissioner's Office (ICO), the UK's independent data protection regulator.
22. CHANGES TO THIS PRIVACY POLICY
We may update this Privacy Policy from time to time to reflect changes to our services, systems or legal responsibilities.
Where significant changes affect our students or families, we will take reasonable steps to communicate them.
Last updated: July 2026