Privacy Policy

Theative Performing Arts Privacy Policy

Last Updated: August 2026

1. About this Privacy Policy

Theative Performing Arts is committed to protecting the privacy and personal information of our students, families, prospective customers, staff, contractors, applicants and website visitors.

This Privacy Policy explains what personal information we collect, why we collect it, how we use and protect it, who we may share it with, and your rights under UK data protection law.

For the purposes of UK data protection law, Theative Performing Arts is the data controller for the personal information described in this policy.

For questions about this policy or to exercise your data protection rights, please contact:

Theative Performing Arts

Email: [email protected]

2. Information We Collect

Depending on your relationship with us, we may collect and process information including:

Students and families

• Student names and dates of birth

• Parent or guardian names and contact details

• Addresses

• Emergency contact information

• Class enrolments, attendance and participation records

• Billing, invoice and payment records

• Information about examinations, performances, camps and other activities

• Correspondence and communications with us

• Photography and video permissions

• Photographs and video footage

• Information required to provide appropriate and safe teaching

Health and additional needs information

We may collect relevant information about medical conditions, allergies, injuries, disabilities, additional needs or other circumstances where this is necessary to help us provide our services safely and appropriately.

Health information is classed as special category personal data and receives additional protection under data protection law.

Prospective customers and website visitors

We may collect:

• Names and contact information

• Children's names, ages and dates of birth where provided

• Class interests and enquiries

• Information submitted through website forms

• Marketing preferences

• Website usage and analytics information

• Information collected through cookies, pixels and similar technologies

Staff, contractors and applicants

We may collect information necessary to recruit, engage, manage and pay people working with us, including:

• Contact information

• Qualifications and professional experience

• References

• Right to work information

• DBS and safeguarding information where applicable

• Contracts and payment information

• Correspondence and work records

• Emergency contact information

3. How We Collect Information

We may receive personal information:

• Directly from you

• Through Class Manager and the Customer Portal

• Through our website and contact forms

• When you book classes, trials, camps, examinations, shows or events

• Through email, telephone or WhatsApp Business

• Through surveys, forms or competitions

• Through our social media accounts

• From staff and authorised contractors

• From examination boards and other organisations we work with

• Automatically when you use our website, where applicable

4. How and Why We Use Personal Information

We use personal information where necessary to:

• Respond to enquiries and arrange trial classes

• Enrol students and administer memberships

• Provide dance and performing arts classes safely

• Maintain registers and attendance records

• Communicate with students, parents and guardians

• Contact emergency contacts where necessary

• Administer payments, invoices and customer accounts

• Organise examinations, shows, performances, camps and events

• Enter students for examinations and communicate with examination boards

• Manage uniforms and other purchases

• Understand and improve our services

• Maintain appropriate business and financial records

• Manage complaints, disputes and legal claims

• Recruit and manage staff and contractors

• Comply with legal, regulatory, insurance and safeguarding obligations

• Promote Theative Performing Arts where we have an appropriate lawful basis or permission to do so

5. Our Lawful Bases

Depending on the circumstances, we process personal information on one or more of the following bases:

Contract: Where processing is necessary to provide services you have requested or to take steps before entering into an agreement with you.

Legal obligation: Where we need to process information to comply with the law.

Legitimate interests: Where processing is reasonably necessary for the operation, administration, safety, development or promotion of Theative Performing Arts and those interests are not overridden by the rights and interests of the individuals concerned.

Consent: Where you have made a genuine choice about a particular use of your information, such as certain marketing communications or the public promotional use of identifiable student photographs and video.

Vital interests: In limited circumstances where processing is necessary to protect someone's life or physical safety.

Where we process special category information, such as health information, we also identify an appropriate additional condition for doing so as required by UK data protection law.

6. Children's Information

As a performing arts school, much of the information we process relates to children.

We take particular care when handling children's personal information and aim to collect only information reasonably necessary to provide our services safely and effectively.

Parents or guardians generally provide information on behalf of younger students. As students become older and more able to understand how their information is used, their own privacy rights and wishes may also need to be taken into account.

7. Photographs and Video

Photographs and video may be captured during classes, rehearsals, performances, examinations, camps and other school activities for legitimate school purposes, including teaching, training, record-keeping and creating content relating to the school's activities.

We separately record permissions concerning the public use of identifiable photographs and video for marketing, publicity and social media.

Where permission for public promotional use has not been given, we will not knowingly publish identifiable photographs or video of that student for promotional purposes. Where appropriate, footage may be cropped or edited, or identifying features obscured, so that the student is not identifiable.

Students are not excluded from normal class activities, group exercises or the capture of photographs or video during a session solely because permission for public promotional use has not been provided.

Authorised staff and contractors may capture photographs or video on their devices for authorised school purposes. They are required to transfer relevant material appropriately and delete it from their own devices when it is no longer required there.

Where the appropriate permissions have been provided, photographs and video may be stored, edited, scheduled or published using the digital platforms and services we use and may appear on our website, social media accounts, digital advertising and printed promotional materials.

Public-use permissions can be updated or withdrawn by contacting us. Withdrawal will apply to future use. We may not always be able to remove material that has already been printed, distributed or otherwise placed outside our reasonable control.

8. Marketing Communications

We may use contact information to communicate with existing customers about Theative Performing Arts services, classes, events and opportunities where permitted by law.

Prospective customers and other subscribers may receive marketing communications where they have consented or where another lawful basis permits us to contact them.

We use email marketing and customer relationship management services to help us manage these communications.

You can unsubscribe from marketing emails at any time using the unsubscribe link contained within the email or by contacting us at [email protected].

Administrative messages relating to an active enrolment, booking, payment, safeguarding matter or service are not marketing communications and may still be sent where necessary.

9. Who We Share Information With

We do not sell personal information.

Where necessary, personal information may be shared with trusted organisations and service providers that help us operate the school, including providers of:

• Class management and customer administration systems

• Payment processing services

• Email, cloud storage and productivity services

• Customer relationship management systems

• Email marketing platforms

• Website hosting and website services

• Automation and data-transfer services

• Accounting, financial and business administration services

• Content creation, design and social media scheduling services

• File-transfer and storage services

• Artificial intelligence and digital-assistance services

We may also share relevant information with:

• Authorised teachers, staff and contractors

• Examination boards

• Performance, event and venue providers where necessary

• Insurers and professional advisers

• Accountants or other professional service providers

• Safeguarding organisations, emergency services, regulators, government bodies or law enforcement where required or appropriate

• Other parties where required by law or where necessary to establish, exercise or defend legal claims

We only share information that is reasonably necessary for the relevant purpose.

10. Payments

Payments may be processed through third-party payment providers, including Stripe and our class management systems.

Theative Performing Arts does not normally have access to customers' full debit or credit card details. Payment providers process card information according to their own security and data protection requirements.

11. Examination Entries

Where a student participates in an examination, we may need to share information with the relevant examination board, including information necessary to register and administer the student's entry, examination and results.

The examination board may process this information as a separate data controller in accordance with its own privacy policy.

12. Artificial Intelligence and Digital Assistance

We may use artificial intelligence and other digital tools to assist with administrative, organisational, analytical and communication tasks. This may include helping us draft communications, organise information, work with spreadsheets and documents, analyse business information and support other administrative processes.

Personal information may therefore sometimes be processed using approved AI or digital-assistance services where this is reasonably necessary for the task.

We aim to minimise the amount of personal information shared with these services and take additional care with sensitive information.

AI tools are used to assist human decision-making and administration. We do not rely on AI to make solely automated decisions about students, families, staff, contractors or applicants that have legal or similarly significant effects.

13. How We Store and Protect Information

Personal information may be stored electronically or, where appropriate, in physical form.

We use a range of systems and storage services, which may include Class Manager, Google Workspace, cloud storage, Apple iCloud, marketing and design platforms, external storage devices and secure business systems.

We take reasonable organisational and technical measures to protect personal information from unauthorised access, loss, misuse, alteration or disclosure.

Staff and authorised contractors are expected to keep personal information confidential, use it only for authorised Theative Performing Arts purposes and take reasonable steps to secure devices and accounts used to access it.

14. International Data Transfers

Some of the service providers we use operate internationally or may store or process personal information outside the UK.

Where this involves a restricted international transfer of personal information, we take steps to ensure that the transfer is permitted under UK data protection law. Depending on the circumstances, this may include transferring information to a country covered by UK adequacy regulations or relying on appropriate safeguards such as approved contractual protections.

You can contact us at [email protected] if you would like further information about the safeguards applicable to the international transfer of your personal information.

15. How Long We Keep Information

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, including to meet legal, accounting, safeguarding, insurance and dispute-resolution requirements.

Retention periods vary depending on the type of information and why we hold it.

For example:

• Active customer and student records are generally retained while the student is enrolled

• Financial and transaction records may be retained for the period required by tax and accounting law

• Enquiry and marketing information may be retained while it remains relevant or until consent is withdrawn or the individual unsubscribes, where applicable

• Staff, contractor and recruitment records are retained for appropriate legal and operational periods

• Safeguarding records may need to be retained for significantly longer periods

• Photographs and video may be retained while they remain useful for the purpose for which they were captured, subject to applicable permissions and legal requirements

We periodically review information we hold and securely delete or anonymise it when it is no longer reasonably required.

16. Cookies, Analytics and Marketing Technologies

Our website may use cookies, pixels and similar technologies to operate correctly, provide website functionality, understand how visitors use the website and measure or improve our marketing.

Some technologies may be used without consent where permitted by law. Where consent is required, including for certain advertising, marketing and tracking technologies, these technologies will not be used until the appropriate consent has been obtained.

You can manage your choices through the cookie controls provided on our website.

Further information about the technologies used on our website and your choices can be found in our Cookie Policy or cookie settings.

17. Your Data Protection Rights

Depending on the circumstances, UK data protection law gives you rights including the right to:

• Ask for access to personal information we hold about you

• Ask us to correct inaccurate or incomplete information

• Ask us to delete personal information in certain circumstances

• Ask us to restrict how information is used in certain circumstances

• Object to certain processing

• Withdraw consent where processing is based on consent

• Receive certain information in a portable format

• Raise concerns about how your information is being used

These rights are not absolute and may depend on the circumstances and the lawful basis on which information is being processed.

To exercise your rights, please contact us at [email protected].

18. Complaints

If you have concerns about how Theative Performing Arts handles personal information, please contact us at [email protected] first so that we can investigate and try to resolve the matter.

You also have the right to make a complaint to the Information Commissioner's Office (ICO), the UK's data protection regulator.

Information Commissioner's Office complaints service

19. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, systems, legal obligations or the way we process personal information.

The latest version will be published on our website with the date it was last updated.