We are committed to protecting and respecting your privacy. This policy sets out the personal data we will collect from you, or that you provide to us, why and how it will be processed by us. This policy also sets out options for use of personal data where it exists in respect of the club.
The lawful basis exists as a legitimate interest for the running of the club and in the best interests of our members, some of whom are children.
We enter into a contact with you to supply services and the terms and conditions of which are set out in a separate document so as to not confuse with data privacy. Some data is relevant to the contract as is essential to the validity of the contract.
As part of the membership registration process you have opted into receive communication via email from us. We transfer your personal data to a third party email marketing tool, Mailchimp for operational efficiency. You may opt-out of some communications at any time via our email tool and list preferences presented. However we will continue to communicate bare minimum and essential information with you via this method as a legitimate interest.
Anonymised data sets
Occasionally we may review data as anonymised data sets when looking at trends or identifying areas for improvement at the club.
If our club is sold
We may transfer your personal data to a third party depending on the terms of the sale. In the event of this happening, the legal basis on which we process your personal data is our legitimate interest to ensure the club may continue to operate by a purchaser. If you object to our use of your personal data in this way, the relevant buyer may not be able to supply services to you.
What personal information we collect
- Information you give us via the Membership Registration Form – name, address, date of birth, emergency contact information medical information, dance experience and levels. Please see the current form on our website for a comprehensive list.
- Information you give us via phone, face to face contact, text messaging, social media contact, or otherwise, relevant to your experience at the dance club
- We do not collect any sensitive personal data
Why we collect personal infomation
- In all instances we only collect personal data as a legitimate interest for the smooth running operations of the club, to keep our members safe, and to enhance your customer experience.
- We make decisions based on past and present data for the best interest of all members.
Who we share personal data with
- Accountancy, tax and financial advisers and professionals.
- Insurance companies in respect of public liability and employers liability insurance.
- Third party suppliers employed to act on our behalf ie; teachers, consultants, business partners.
- We share information with Cambridgeshire County Council’s children’s services where relevant to Children in Entertainment, Chaperone requirements, Body of Persons Approval and upon their request.
- We submit enquiries and registrations via event and competition organisers, some of whom require information on name, and date of birth.
- We book suppliers and host events relevant to age categories.
Period of Storage
The period of storage is only whilst a person is a member or a prospective member of the dance club. Upon leaving, or after lapse of one year, data becomes irrelevant to current operations and is only referred to in an anonymous form. Marketing communications are optional for prospective or ex/lapsed members.
Methods of Storage
The personal information you provide from Membership Registration along with other relevant personal information is held via a secure website with two factor (login) authentication. From time to time local working copies of documents and information are held in a dropbox folder with restricted access. These local folders along with desktop computer files and emails on local servers are erased periodically.
Emergency contact names and phone numbers are stored in licensed chaperones mobile phones and it is important to note that a) no other personal data is stored alongside the name and phone number ; ie date of birth and b) phones are protected via personal passcodes. This is to limit the extent of damage to people if there is a breach.
If you believe there has been a data breach please inform us at email@example.com
Right to Object
Where we are processing information based on our legitimate interests, we may be unable to supply services where there are compelling grounds as to why processing should continue in accordance with data protection laws and in the essential nature of our operations and child safety and safeguarding. For example, public liability insurance may become compromised, which in turn means that we will make you aware if we are unable to offer services on an insured basis.
Right of access & Right to rectification
You have the right to receive confirmation on whether we are processing your personal data, and you have the right to access your personal data which we are processing. You have the right to require us to rectify any inaccurate personal data we hold about you. You have the right to provide supplementary data to complete any incomplete personal information we hold about you.
Right to restriction
You have the right to restrict our processing of your personal data where accuracy or personal information is being contested by you, where personal data being processes by us is unlawful (but you don’t want the relevant data erased), we no longer need to process your personal data but you want to preserve the data in relation to legal claims.
Alternatively we may be processing your data on the basis of our legitimate interests and you object to our processing on this basis or would like restriction until it can be determined whether our legitimate interest overrides your legitimate interest.
Right to erasure
You have the right to require erasure of your personal data processed by us in any of the following scenarios
- consent has been withdrawn and the data processing was consent based
- it is no longer necessary and there are compelling grounds for it to non be reduced to anonymous data.
- The personal data was unlawfully processed and we are subject to a law which requires it’s erasure.
Right to data portability
You have the right to receive your personal data in a structured, standard machine readable format and the right to transmit such personal data to a controller of your choice.
Right to Complain
You may complain to the Information Commissioner’s Office, who are the relevant authority for data protection in England and Wales.