Privacy Policy

Dance Out Loud Ltd. is committed to the responsible collection, storage and disposal of personal information of clients and members of the community.

This privacy policy notice is served by Dance Out Loud Ltd. (8 Parker House, Centenary Quay Southampton UK) and governs the privacy of those who engage with this business. The purpose of this policy is to explain to you how we control, process, handle and protect your personal information while, including your rights under current laws and regulations. If you do not agree to the following policy you may wish to cease viewing / using this website and the services of Dance Out Loud Ltd.

Policy key definitions:

  • “I”, “our”, “us”, or “we” refer to the business, Dance Out Loud Ltd.

  • “you”, “the user” refer to the person(s) using this website.

  • GDPR means General Data Protection Act.

  • PECR means Privacy & Electronic Communications Regulation.

  • ICO means Information Commissioner’s Office.

  • Cookies mean small files stored on a users computer or device.

 

Processing of your personal data

Under the GDPR (General Data Protection Regulation) we control and / or process any personal information about you electronically using the following lawful bases.

Any data compromise will be reported to the ICO within 48 hours.

 

Lawful basis: Consent

The reason we use this basis: We use consent as the basis to contact you via email and telephone if you have enquired about our classes, but have not signed a contract/enrolled with us. For example, If you wish to book an introductory class with us, you must consent for us to send you important information about where and when the class will take place. If you do not attend the class you have booked, we will contact you to give you the opportunity to book a different class/day.

We process your information in the following ways: You enter your name, telephone number, email address and the name and date of birth of the dancer you are contacting us on behalf of via an online form. This information is stored on a secure, password protected database and is used to send you a confirmation email, reminder text message, and other communications related to your enquiry. We use EMS to contact you via email.

Data retention period: We will continue to process your information under you withdraw consent or it is determined your consent no longer exists.

Sharing your information: We do not share your information with third parties.


Lawful basis: Contract

The reason we use this basis: We use a contract as the basis to contact you via email and telephone if you are enrolled with us. Enrolled families need to receive information that is relevant to dancing and dance classes in order for us to provide the services that have been paid for. An example of this includes newsletters, reminder messages and notification of upcoming events.

We process your information in the following ways: We collect your name, telephone number, email address, physical address, name and date of birth of the dancer you are engaging our services on behalf of on a paper contract which is filled in by you. We then scan this form to our secure server and enter your details to our password protected database. The paper form is then destroyed to avoid duplication of any information. We use EMS to contact you via email.

Data retention period: We shall continue to process the above information until the contract between us ends or is terminated under any contract terms and you withdraw your consent for us to use your information.

Sharing your information: We do not share your information with third parties.


Lawful basis: Legal obligation

The reason we use this basis: To comply with legal requirements imposed by the UK government including, but not limited to employee details for company accounts.

We process your information in the following ways: Personal information on employees and contractors including name, telephone number, address, email address and CV-related information is stored on a secure password protected server and used to contact employees regarding past, current, or future engagement with Dance Out Loud Ltd.

Data retention period: 6 years

Sharing your information: We may share your personal information with third parties and they include; UK government agencies such as HMRC, Companies House; our accounting firm.


Lawful basis: Legitimate interests

The reason we use this basis: We use legitimate interests for situations where contacting you is in your legitimate interest, such as direct marketing within reasonable expectations, fraud prevention and child protection.

We process your information in the following ways: You enter your name, telephone number, email address and the name and date of birth of the dancer you are contacting us on behalf of on an online form. This information is stored on a secure, password protected database and may be used for the above purposes.

Data retention period: We will continue to process your information under you withdraw consent or it is determined your consent no longer exists.

Sharing your information: There may be situations where we share information with third parties through this basis, for example debt collection agencies.


We shall stop processing your personal information if the lawful basis used is no longer relevant.

Your individual rights

Under the GDPR your rights are as follows. You can read more about your rights in details here;

  • the right to be informed;

  • the right of access;

  • the right to rectification;

  • the right to erasure;

  • the right to restrict processing;

  • the right to data portability;

  • the right to object; and

  • the right not to be subject to automated decision-making including profiling.

You also have the right to complain to the ICO [www.ico.org.uk]

We handle subject access requests in accordance with the GDPR.

Internet cookies

We use cookies on this website to provide you with a better user experience. We do this by placing a small text file on your device / computer hard drive to track how you use the website, to record or log whether you have seen particular messages that we display, to keep you logged into the website where applicable, to display relevant adverts or content, referred you to a third party website.

Some cookies are required to enjoy and use the full functionality of this website.

We use a cookie control system which allows you to accept the use of cookies, and control which cookies are saved to your device / computer. Some cookies will be saved for specific time periods, where others may last indefinitely. Your web browser should provide you with the controls to manage and delete cookies from your device, please see your web browser options.

Data security and protection

We ensure the security of any personal information we hold by using secure data storage technologies and precise procedures in how we store, access and manage that information. Our methods meet the GDPR compliance requirement.

Transparent Privacy Explanations

We have provided some further explanations about user privacy and the way we use this website to help promote a transparent and honest user privacy methodology.

Email marketing messages & subscription

Under the GDPR we use the consent lawful basis for anyone subscribing to our newsletter or marketing mailing list. We only collect certain data about you, as detailed in the “Processing of your personal data” above. Any email marketing messages we send are done so through an EMS, email marketing service provider. An EMS is a third party service provider of software / applications that allows marketers to send out email marketing campaigns to a list of users.

Email marketing messages that we send may contain tracking beacons / tracked clickable links or similar server technologies in order to track subscriber activity within email marketing messages. Where used, such marketing messages may record a range of data such as; times, dates, I.P addresses, opens, clicks, forwards, geographic and demographic data. Such data, within its limitations will show the activity each subscriber made for that email campaign.

Any email marketing messages we send are in accordance with the GDPR and the PECR. We provide you with an easy method to withdraw your consent (unsubscribe) or manage your preferences / the information we hold about you at any time. See any marketing messages for instructions on how to unsubscribe or manage your preferences, you can also unsubscribe from all MailChimp lists, by following this link, otherwise contact the EMS provider.

Our EMS provider is; Mailchimp. We hold only the following information about you within our EMS system;

  • Email address

  • I.P address

  • Subscription time & date

  • First and last name of parent

 

Use of images of children

The Dance Out Loud Ltd. data protection policy complies with the recommendations made by the National Society for the Protection of Cruelty to Children (NSPCC) photography and images guidance.

https://www.nspcc.org.uk/preventing-abuse/safeguarding/photography-sharing-images-guidance

  • Written consent will be obtained from the parent or guardian for children under 18 years of age.

  • Images will not feature any other identifying information such as names, location of class, home or school.

  • The child’s permission will be sought.

  • Only images of children in suitable clothing will be taken.

  • A Parent/Guardian and a DBS checked Dance Out Loud Dance Instructor will be present with the photographer throughout any interactions.   

  • Images will be stored electronically in a secure folder with restricted access.

  • Where possible, personal equipment (mobile phones, personal cameras) will NOT be used to take photographs of children.

 

In class, and at events that are open to the public, such as Recital, no filming is to take place by members of the public.

 

Resource & further information

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