Privacy Policy

Momentum Dance - Privacy Policy

 

1. Introduction

Momentum Dance is committed to protecting the privacy and personal data of all adults and children who participate in our classes, workshops, and activities. This Privacy Policy explains how we collect, use, store, and safeguard personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

 

Momentum Dance is the Data Controller for all personal data processed.

 

Data Protection Officer (DPO): Lorna Blacker

 

2. Who This Policy Applies To

This policy applies to:

• Adult members
• Children attending Dance Fit Mama sessions
• Children attending occasional workshops
• Parents/guardians of child participants
• Website visitors
• Enquirers
• Freelance teachers and staff (in relation to data access)

 

3. The Data We Collect

We collect only the information necessary to deliver safe, effective dance activities.

Participant Personal Data (Adults & Children)

• Full name
• Date of birth
• Home address
• Email address
• Phone number
• Emergency contact details
• Gender (optional)

 

Special Category Data (Adults & Children)

Collected only with explicit consent:

• Medical information
• Injury history
• Disability or accessibility needs
• This information ensures safe participation in physical activity.

 

Customer Data (Adults & Parents/Guardians)

• Name
• Address
• Email address
• Mobile number
• Emergency contact number

 

Payment Information

• Payment records
• Bank details (only when required for refunds; deleted immediately after use)

 

Media & Marketing Preferences

• Photo/video consent
• Marketing communication consent (email newsletters, promotions, event updates)

 

Website Data

• Cookies
• IP addresses
• Analytics data

 

4. How We Collect Data

Data is collected through:

• ClassManager registration forms
• Website enquiries
• Email communication
• Workshop sign‑up forms
• In‑person registration
• Media consent forms
• Health/medical disclosure forms

 

5. Why We Collect Personal Data (Lawful Bases)

Momentum Dance processes personal data under the following lawful bases:

Contract – to provide classes, workshops, and services

Legal obligation – insurance, incident reporting, accounting

Legitimate interests – safe class management, communication, service improvement

Consent – media usage, marketing, special category data

 

6. How We Use Personal Data

We use personal data to:

• Manage bookings and attendance
• Communicate class updates, cancellations, and information
• Ensure safe participation for adults and children
• Provide age‑appropriate or ability‑appropriate classes
• Process payments
• Maintain accurate records
• Send marketing communications (only with consent)
• Share media content (only with consent)

 

7. How We Store and Protect Data

Momentum Dance uses secure systems and procedures to protect personal data:

• ClassManager (encrypted, password‑protected, GDPR‑compliant)
• Restricted access for authorised staff only
• Secure digital storage
• Locked storage for paper registers
• Secure destruction of outdated paper records
• Encrypted cloud‑based waiting lists

 

8. Sharing Personal Data

We do not sell or share personal data for marketing purposes. Data may be shared with:

 

Freelance Teachers

Teachers receive only:

• Participant names
• Relevant medical/disability information (with consent)

Service Providers

• ClassManager
• Payment processors
• Email marketing platforms
• All third‑party providers are GDPR‑compliant.
• Legal or Insurance Bodies
• Only when required.

 

9. Media, Photography & Video

Momentum Dance may capture photos or videos during classes or events. We will always:

• Request explicit consent for adults and children
• Provide opt‑out options
• Avoid capturing anyone without consent
• Never share identifying details (age, address, etc.)
• Remove media upon request

 

10. Data Retention

• Participant records: 3 years after final attendance
• Financial records: 6 years (legal obligation)
• First Aid records: 21 years (legal obligation)
• Photo/video consent: kept until withdrawn
• Safeguarding records: minimum 6 years, longer if required
• Bank details: deleted immediately after refund processing
• Enquiries not resulting in bookings: deleted once resolved

 

11. Your Rights

Under UK GDPR, individuals have the right to:

• Access their data
• Rectify inaccurate data
• Erase data (unless legal obligations apply)
• Restrict processing
• Object to processing
• Data portability
• Rights related to automated decision‑making (not used by Momentum Dance)
• Requests will be responded to within one month.

 

12. Safeguarding (Adults & Children)

While Momentum Dance is primarily an adult dance business, we also welcome children in specific sessions. For this reason:

• We follow best practice for safeguarding children and vulnerable adults
• We collect essential data to ensure safety
• We may restrict participation if safety information is withheld
• Profiling is used only to ensure safe class placement (never automated)

 

13. Data Breaches

Momentum Dance is registered with the ICO. In the event of a data breach:

• The ICO will be notified within 72 hours
• Affected individuals will be informed if there is any risk to their rights
• All breaches will be recorded and reviewed

 

14. Complaints

If you have concerns about how your data is handled, contact:

 

Data Protection Officer: Lorna Blacker

Email: [email protected]

Phone: 07873161259

Address:

Momentum Dance, 6 Dickens Close, Hartley, Longfield, Kent

If unresolved, you may contact the ICO: ICO Telephone: 0303 123 1113

 

15. Updates to This Policy

This Privacy Policy may be updated periodically. The most recent version will always be available on our website.