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GDPR and Hot Steppers School of Dance.


This is a notice is addressed to members, both past and current.
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GDPR stands for General Data Protection Regulation and will apply in the UK from 25 May 2018. This new regulation will replace the Data Protection Act 1998. The government has confirmed that the UK’s decision to leave the EU will not affect the GDPR.

GDPR states that personal data should be processed fairly and lawfully and collected for specified and legitimate purposes. Individual data will not be processed without their knowledge or consent. GDPR covers personal data relating to individuals. Hot Steppers School of Dance is committed to protecting the rights and freedoms of individuals with respect to processing children’s, parent’s, visitor’s and staff’s data.

The 2018 GDPR gives individuals the right to know what information Hot Steppers School of Dance holds about them. It provides a framework to ensure that personal information is handled properly.

This policy has been produced as we take your privacy seriously and we know how important it is to you. Hot Steppers School of Dance wants to be transparent on how we obtain, handle, use and store your data.

1. The right to be informed

Hot Steppers School of Dance is required to collect and manage certain data. We are required to know:
Parent’s / Guardian names
Address/ es
Telephone Numbers
Email address
Children’s full names
Children’s date of birth
Any SEN requirements
Health information
School attending (where relevant)

The above information may need to be passed onto Surrey, Berkshire and Hampshire County Council’s in the event of a dance show. This data will be sent to them by secure file and will then be covered by their on GDPR policy.

Hot Steppers School of Dance is also required to collect certain data from visitors to the dance school. This would include (and is not restricted to) visitor’s names, telephone number, child name and company name if applicable. This is in order for Hot Steppers School of Dance to comply with out health and safety and safeguarding polices.

As an employer, Hot Steppers School of Dance is required to appropriately store data on its teaching staff. This would include:
Full names (including any previous names)
Telephone numbers
Addresses
Email addresses
Date of birth
National Insurance Number (NIC)
Photo Identification
Bank details
DBS details

Some of this information may be shared in order to obtain Disclosure and Barring Service checks (DBS). This information is shared via Mayflower Online DBS checks and will be submitted via a secure website.

Hot Steppers School of Dance does places Cookies on its website in order to collect for Google Analytics. All of this data is anonymous.

2. The right of access

Individual’s have the right to make a request regarding to their data and Hot Steppers School of Dance will need to make a response within 30 days. Hot Steppers School of Dance have the right to refuse a request if we have the lawful obligation to retain data. We would inform the individual the reasons behind any refusal. The individual does have the right to then complain to the ICO if they are not happy with the decision.

3. The right to erasure

You have the right to request the deletion of your data where there is no compelling reason for its continued use. However, Hot Steppers School, of Dance has a legal duty to keep children’s and parent’s data for a reasonable time:
3 years after leaving the dance school
Children’s accident reports will be held for 19 years or until a child turns 21 years
22 years (or until the child reaches 24 years) for child protection records
Staff records for 6 years after they have left Hot Steppers School of Dance employment.
Media and photo consent data will be kept indefinitely.

This data will be kept securely and then shredded after the legal retention period.

4. The right to restrict processing

Parent’s, visitor’s and staff can object to Hot Steppers School of Dance processing their data. This means that their data may be securely stored but not used in any way, for example communication.

5. The right to data portability

On occasions Hot Steppers School of Dance will be required to transfer data from one IT system to another. Such as Hot Steppers School of Dance to Surrey or Hampshire County Council to obtain BOPA licenses for dance shows. The data would be passed via secure files and the other companies involved will also have their own procedures in place to ensure they are GPDR compliant.

6. The right to object

Parent’s, visitor’s and staff can object to their data being used for certain activities such as research or marketing.

7. The right not to be subject to automated decision-making, including profiling

Automated decisions and profiling are used for marketing based organisations. Hot Steppers School of Dance does not use personal data for these purposes. Nor will your data be sold to any other bodies for such purposes.


Storage and use of personal information by Hot Steppers School of Dance

All hard paper copies of children’s and staff records are kept in a locked folder until all student’s have been registered (by their parent) online at Dance Studio Pro (DSP). At this time all paper files will be shredded. Access to DSP is only granted with a secure password or fingerprint. All children’s data will be stored online from January 2020.
These records (particularly children’s records) may be accessed by authorised members of staff for emergency reasons only and will be treated as highly confidential.

For any data relating to a waiting lists; such as names and telephone numbers, this data will be stored in a password protected file. If the individual did not join Hot Stepper’s School of Dance this data will be deleted.

Access to computers and iPads belonging to Hot Steppers School of Dance are locked with a password and/or fingerprint and passcode. When a member of staff leaves Hot Steppers School of Dance these codes will be changed immediately.

Any data stored on a UBS stick will be kept in a locked file or will be password protected.

Hot Steppers School of Dance stores visual personal data in the form of photographs, video footage or sound recordings. No names are stored or tagged with images in photo albums, displays, Hot Steppers School of Dance website or Hot Steppers School of Dance social media sites. You have the right to opt out of any photography/ filming being taken.

Mobile phones belonging to Hot Steppers School of Dance will be locked by a passcode and fingerprint. It will be wiped immediately if lost or stolen. Should the iPhone be replaced by an android phone it will be encrypted by form of an app.

How is my data used?
Your contact details will be used to keep you informed on class changes, fees, term dates, registration to classes, invoicing, special announcements, and primarily to make contact should your child be taken ill during a class/ show.
If you choose to ‘add’ or ‘follow’ Hot Steppers School of Dance on social media then you may also be contacted via these platforms for announcements but not for emergency purposes.

Who can access data?
Only members of staff from Hot Stepper’s School of Dance can access your information. As stated above the information is locked or password protected.

Opt Out Options
If after reading Hot Steppers School of Dance’s GDPR policy and wish not wish for any of your data to be used (communication) then please contact Catherine Fanning (Dance School Principal). Your preferred settings will be changed and you will no longer be contacted by any member of Hot Steppers School of Dance. Please be advised that in the event of an emergency it would mean that we would not be able to make contact.

For further information please do not hesitate to contact us.

Catherine Fanning
Principal Teacher
Hot Steppers School of Dance.

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Privacy Policy at Hot Steppers School of Dance



Hot Steppers School of Dance prides itself in respecting your privacy and we will always commit to maintaining your trust. This Privacy Policy applies to the Hot Steppers School of Dance website regardless of using a PC, mobile phone or tablet to access our website.

What information do we collect?

We will keep and store the information you give us (see GDPR Policy) and we will collect information on how you use our website via Google Analytics to enable us to improve our website.

Sharing your personal information

We may use the information we collect from you to:
-Provide you with the services you request
-Provide you with customized content
-Improve our services to ultimately improve your experience.

We may share your information with:
-Business partners who have signed non-disclosure agreements. Examples may be website builders, security advisors.
-Service partners that provide services on our behalf. Examples would include Stripe to take your payments, Dance Studio Pro to send you emails and Twilio to send texts via Dance Studio Pro.
-Law enforcement – when requited to protect Hot Steppers School of Dance and its users.

We are 100% committed to keeping your email address and telephone numbers confidential. We will not see, rent or lease your data to third parties unless we are required to by law. We do not store or save any credit card or banking information in our system. All financial information is stored by the merchant processor in PCI compliant facilities.


Data Retention

We will retain your information as long as needed. Please see our Terms and Conditions for more specific time frames.

Data Security
The security of all your data is a high priority at Hot Steppers School of Dance. We ensure that all information is stored in accordance with the laws of GDPR regardless of if it is paper or online. We also ensure the safe destruction of all data to ensure there is no misuse or improper disclosure. We also work with outside bodies who ensure their own privacy policies are tight. These include councils, Stripe and Dance Studio Pro. Unfortunately, no data security system can be guaranteed 100% secure.

Collection of Data

Hot Steppers School of Dance uses Google Analytics to track and record information that your browser sends. This data may include; pages viewed and time spent on the Hot Steppers’ School of Dance website. Data collected in anonymous.

Cookies

Cookies are used on our site to collect information for Google Analytics and is anonymous. We cannot identify individuals. If you choose not to accept cookies you may experience a loss of site functionality.

Use of Service By Minors
The Hot Steppers website is not targeted to under 18’s and we request tey fo not provide personal information via our website.

International Data Transfer
Hot Steppers School of Dance is a UK based company and there is no reason that your data will be shared with any other country.

Sensitive Information

We ask that you do not send us any sensitive information (e.g. information related to racial or ethnic origin, political opinions, religion etc).

Changes to our Privacy Policy

If we decide to make any changes to our privacy policy we will post those on this page.

Contact us

If you have any questions regarding this Privacy Policy please email us at Hotsteppersdance@hotmail.co.uk.

Terms and Conditions

BY TICKING THE BOX I AM AGREEING TO ALL TERMS AND CONDITIONS LAID OUT BELOW AND I CONFIRM THESE HAVE BEEN READ.

By enrolling your child/ yourself (if over 18) into Hot Steppers School of Dance you are accepting to all of the terms and conditions below. This is an ongoing agreement (contract) between Hot Steppers School of Dance and yourself. This agreement is valid until such time as written notice is given in accordance to these terms and conditions.

1. Introduction

1.1 These Terms and Conditions apply to all Hot Steppers dance classes, workshops or holiday camps.

1.2 Before a child becomes a member of Hot Steppers all parents or carers are required to agree to these terms and conditions. From time to time these Terms and Conditions may be updated and all current members will be informed.

1.3 Terms refers to an academic school term during which classes are held. This can range from 10 to 14 weeks.

1.4 Workshops and Holiday Camps refers to additional classes during school holiday time. They can range from one day.

2. Enrollment into Hot Steppers School of Dance

2.1 A student is officially enrolled into Hot Steppers as soon as these Terms and Conditions have been agreed to and the enrollment has been completed online.

2.2 Places in classes are distributed on a first come first served basis. If fee deadline has not been met (see 3.2) your place may be given to another child.

2.3 Deposits of £10 may be taken every July to secure your place for the new academic year. If the deposit is not paid by 31st July your place may be given to another child/student.

2.4 If Hot Steppers School of Dance is unable to occupy a child due to full capacity, with the parents/ carers agreement your details will be kept and you will be offered a place when one becomes available. The place will be held open for two classes and if the place is not taken it will be offered to someone else.

2.5 All new members (new members means you have never before danced with Hot Steppers) are entitled to one free class. Fees will then be due in the following class (payment will be due for the rest of the term). If you are not happy, you have a further class to ask to leave Hot Steppers and apply for the refund. This must be done in writing to hotsteppers@hotmail.co.uk (free trials are unfortunately not applicable to after school clubs).

Example:
1st of month- First free trial class (not applicable to after school dance clubs)
7th of month- Fees for the rest of the term are due in
21st of month- deadline to apply for cancellation refund

2.6 Dance fees may vary from class to class or venue to venue due to hall hire charges etc

3. Balance of Payments (fees)

3.1 All dance workshops and holiday camps will be paid for, in full, in advance otherwise your place will not be guaranteed.

3.2 The full balance of the full terms fees (sums available online or via letter through your class teacher) will be due before on the day of the first class. Fees can be paid in cash or online with a debit/ credit card.

Example:
1st of the Month (week 1)- Full term fees are due
7th of the Month (week 2)- last opportunity to pay fees before 10% is added to the fees.

3.3 Failure to meet the deadline for fees due may result in the student not being allowed to stay at the lesson until fees are paid in full. Your place may also be given to another student on a waiting list.

3.4 A 10% (of terms fees) charge will be added to all fees not paid within the correct timescale (by lesson two of the term).

Example:
If fees are £71.50 and the 10% late fee is added you will be paying £78.65

4. Refunds

4.1 No refunds will be given should a child, parent/carer, adult dancer change their mind about attending class or workshop for any reason. All fees are paid in advance and are non-refundable.

4.2 If a student has a broken bone or long term illness (Doctors note required) then a refund can be given as soon as a written request has been made. This cannot be backdated. Please advise your teacher in writing as soon as possible. Refunds will not be given in cash.

4.3 If Hot Steppers cancels a class due to heavy snow you will be entitled to a refund for the class. This will be subtracted from the following terms fees. Should a venue (such as a school) be closed due to weather conditions a refund will not be given. Refunds will not be given due to school trips clashing with the dance/ Zumba club or if the school is closed for any reason like not having heating, or a staff strike.

4.4 Fees are not transferable to another child.

4.5 Should hired venues (church halls, working men clubs, gym studios etc) close and we are unable to continue classes refunds will not be given but we will aim to make missed time up as much as possible. An example may be the heating being down.

5. Leaving Hot Steppers School of Dance

5.1 Should you wish to cease dancing with Hot Steppers a notice period of one half term is required. This must be put in writing to hotsteppers@hotmail.co.uk . For example, if you know you will no longer want your place after the Christmas holidays, you must email before the October half term break. Or if you know you will not be returning in September then you must advise (in writing) Hot Steppers School of Dance during the summer term (before we break for summer). This is not applicable to after/ before school dance club. No notice is required should you decide not to return.

5.2 If you do not provide a half-terms notice that you are leaving you will be invoiced for a further half-terms fees. Failure to pay the fees will result in debt recovery instruction. This is not applicable to after/before school clubs.

5.3 You may leave Hot Steppers School of Dance without notice but the termâ€s fees must be paid. For example if you wish to leave mid January then you may but the January-
Easter fees must have been paid in full. This is not applicable to after/before school clubs.

5.4 Any child who leaves Hot Steppers for over one term and wishes to re-join will have to be added to the bottom of a waiting list (if appropriate) and will incur a £5 administrative charge. This is not applicable to after/before school clubs.


6. Use of Personal Information

6.1 Hot Steppers School of Dance has a separate document for its handling of your personal information. Please refer to our Privacy policy and our GDPR policy.

7. Health and Wellbeing

7.1 Children and adults should have consulted a GP before undertaking physical activities.

7.2 All existing health conditions must be declared to Hot Steppers School of Dance on the medical section of the online booking. This is an ongoing form and if changes occur in health it is the parent/ carers responsibility to advise Hot Steppers by altering yourself in the parent portal.

7.3 Children must be able to administer all medication themselves including Asthma Inhalers. If they are unable to do so we would ask that a parent/ carer remains onsite (with the exception of Epi-Pens)

7.4 Students must wear the appropriate footwear at all times. If an injury occurs due to wrong footwear being worn, Hot Steppers School of Dance cannot accept liability. (See 9.1-9.3)

7.5 Should a child/ young adult become ill during a class then the parent/ carer will be contacted using the telephone number/s provided on the Enrollment Form. It is the responsibility of the parent or carer to advise and update these numbers should they change. This can be done in the parent portal via the Hot Steppers School of Dance website.

7.6 A drink of water should be brought to every class.

7.7 Hair below the shoulders must be tied up for every class.

8. Personal Items

8.1 Any items which come to dance class or dance shows/ rehearsals are not the responsibility of Hot Steppers School of Dance. Should items be lost, broken or stolen Hot Steppers cannot be held liable. Items are brought to class at your own risk.




9. Clothing

9.1 Hot Steppers School of Dance does have a uniform. New students are given six weeks to purchase the correct uniform. Until then sports wear must be worn, dresses and skirts are discouraged. Trousers which are long will be rolled up by a member of Hot Steppers Staff if they are deemed a trip hazard. Trainers may be worn until the purchase of the correct footwear has been purchased. For dance clubs at school sports wear should be worn with trainers. Bare feet are strongly discouraged.

9.2 All existing members must wear the correct uniform and footwear to each class. Failure to do so may result in members not being able to dance for safety reasons.

9.3 Correct footwear must be worn to every class. Nude slip on jazz shoes for all classes at St Martins. Trainers for dance clubs at school and boys only street.

9.4 Parents/ carers must name all belongings.

9.5 All purchases of uniform and shoes must be paid for before they are ordered.

10. Collection and Drop Off

10.1 Children (or yourself) should arrive a few minutes before the class commences. The warm-up happens at the start of each class and it is vital this is not missed to minimize the risk of injuries.

10.2 Collection needs to be prompt after class. If your child is collected late (exceeding 10 mins) more than twice in one term you may be asked to leave the club. No refunds will be issued in this instance. St. Augustine's Pupils: if you are over 10 mins late your child will be taken to the office. If collection is more than twenty mins late (4:40pm) the office staff will drop your child to Star Club and you will be invoiced for the session.


10.3 At the time of registering online you will have to complete a ‘permitted collectors section. This allows you to give permission for your dance teacher to hand over your child to (for example) Grandad Allan. If someone attempts to collect your child and is not on your permitted collectors list, there will be a delay in handing your child over whilst we call you. The permitted collectors can be edited at any time in the parent portal but we would appreciated being told if this happens mid-term.


11. Miscellaneous

11.1 Teachers and staff hold the right to exclude students for unacceptable behavior which is effecting the learning of others.

11.2 Classes may be cancelled or merged if numbers are too low.

11.3 Classes may be split if the size of the class is too large. Splitting will be with similar year groups and Hot Steppers will aim to create minimal impact to the class day and time as much as possible.

11.4 Parents/ carers are not permitted to watch classes. This is by invitation only.

11.5 The venue of a class may be changed if we are unable to use the current premises. In this event Hot Steppers will endeavor to find a hall as close to the original premises and to provide as much notice as possible.

11.6 If temperatures outside or inside exceeds 29 degrees, for health reasons the dance class may take a more theory approach rather than physical dance. Classes will go ahead.

11.7 Teaching staff will hold £5 million public liability insurance.

11.8 Teaching staff will hold an enhanced DBS (registered with the update service) or an adult with an enhanced DBS must be present at all times until one is obtained.

11.9 A Safeguarding Children course, must be completed by the Principal of Hot Steppers School of Dance and information passed to other staff members.

12. Coronavirus (Covid-19)

12.1 If your child has shown symptoms of Covid-19 please follow all current government guidance.

12.2 If your child or anyone in your household has proven positive for Covid-19 please follow current government guidance.

By ticking the box I am agreeing to all of the terms and conditions set out