Privacy Policy

At CAP Dance & Fitness we are committed to protecting and respecting your privacy in compliance with the General Data Protection Regulation (GDPR). GDPR gives individuals the right to know what information is held about them. It provides a framework to ensure that personal information is handled properly, and customers or individuals have the right to withdraw consent whereby details must be permanently erased. 1.HOW DO WE COLLECT INFORMATION ABOUT YOU? We obtain information about you when you use our website contact form, send us an email, call us on the telephone or send us any information through the post. 2. WHAT TYPE OF INFORMATION IS COLLECTED? Personal information we might collect include your name, address, email address, telephone number and other information you consent to provide on our contact forms. 3. WHAT INFORMATION DO WE HOLD AND WHY? CAP Dance & Fitness request personal details from the student and / or parent/guardian at the time of enrolment. Dates of birth are taken to identify the correct class for the student, for examination regulations and for dance festival entries. Contact details for the parent / guardian such as address, email address and phone numbers are taken for necessary correspondence and marketing purposes. We ask to be notified of any medical conditions to ensure there is nothing in our general class practice that would physically or mental put your child at risk. For dance shows we may also collect your address, post code and your child’s school, in order for the relevant councils to certify we are following the correct rules with regards to The Children and Young Persons Acts 1933 & 1963 and The Children (Performance and Activities) (England) Regulations 2014. In addition, student names are used in programs which are only handed out to attendees (friends and family of students) and on DVD credits which are only accessible to the parents of the school. 4. WHO CAN ACCESS THIS DATA We will not sell or rent your information to third parties. We will not share your information with third parties for marketing purposes. The information is kept and stored by CAP Dance & Fitness data protection officer and Dance School Principal, Miss Charlotte Price, in a secure software database accessible only by authorised personnel. Any paper forms in use are stored securely inside a locked building. Pupils name and date of birth are forwarded onto the RAD (Royal Academy of Dance) and ISTD (The Imperial Society of Teachers of Dancing) and other affiliated dance examination boards for use when entering candidates for examinations. If individuals opt to join a group messaging service in order to benefit from extra dance resources, such as videos for exam practice, others within that group may also receive your details. 5. IF I LEAVE CAP DANCE AND FITNESS, WHAT HAPPENS TO MY DATA? When a pupil leaves the dance school, or a member ceases to attend to fitness classes, The Data Protection officer will delete the student/carer’s/members details from the database and shred any relevant hard copy paperwork. In order for CAP Dance and Fitness to operate,   a copy of the parent contact details will be kept for 3 years for correspondence and marketing purposes. In line with the GDPR giving all students, parents and carers ‘The Right to be Forgotten’, if you require your information to be erased from the RAD, ISTD or Council Files, please inform the Dance School and the data protection officer will ensure that this is processed within the allotted timeframe. For individuals attending pay as you go classes, information will be destroyed after 1 year of absence. After this time CAP Dance & Fitness will no longer be able to contact you. Legally required data will be held for 7 years. 6. SECURITY PERCAUTIONS IN PLACE TO PROTECT THE LOSS, MISUSE OR ALTERATION OF YOUR INFORMATION When you give us personal information, we take steps to ensure that it is treated securely. Non-sensitive details (your email address etc.) are transmitted normally over the Internet, and his can never be guaranteed to be 100% secure. As a result, while we take great care to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk. Once we receive your information, we make our best effort to ensure its security within our system. 7. ANY QUESTIONS? If you have a questions about the CAP Dance & Fitness website or Privacy Policy, please email charlotte@capdanceandfitness.co.uk 8. HOW TO CONTACT CAP DANCE & FITNESS Email: charlotte@capdanceandfitness.co.uk Telephone: 07746 479 345 Policy written: May 2018 Reviews of these policies: CAP Dance & Fitness keep this policy under regular review, annually as a minimum. This policy was last updated May 2018. A detailed list of what information is held and how it is used can be found here – GDPR – How is my information used and held? During the annual review The following criteria will be used to make a decision about what data to keep and what to delete.