You must agree to our Terms & Conditions before registering your child.

Plymouth Dance Academy
Privacy Policy
INTRODUCTION
Plymouth Dance Academy is committed to protecting your (including any dependants’) personal
information. We are dedicated to providing a safe environment for all our customers, employees,
casual and freelance workers and everybody who comes into contact with us, both physically and
virtually (online).
This Privacy Statement relates to the use of any personal information provided to us online or via
application forms, telephone, email exchange, letters or correspondence. Whenever you provide
such information, we are legally obliged to use your information in line with current legislation
concerning the protection of personal information, including the General Data Protection
Regulations (GDPR) and UK Data Protection Act 2018.
WHAT INFORMATION DOES THE PLYMOUTH DANCE ACADEMY HAVE ABOUT ME?
When you participate in or sign up to any of Plymouth Dance Academy’s, activities, workshops etc.,
we may collect and store personal information about you. Depending on how you are engaging with
us this can consist of information such as: - your name - email address - postal address - telephone
or mobile number - date of birth - medical conditions (within reason) - contact preferences - still and
moving pictures (photos and videos).
By submitting your details, you enable us to provide you with the information regarding the services
that you have selected and provide a safe teaching environment.
WHAT ARE COOKIES AND HOW DO YOU USE THEM?
Cookies are text files that websites place on your own computer to store information specific to you.
Our website does NOT use cookies.
HOW WILL YOU USE MY PERSONAL INFORMATION?
We will use your information for a number of purposes including: - to provide you with information
about our products, services and activities and to deal with your requests and enquiries, including
complaints - for "service administration purposes", which means that we may contact you for
reasons related to the service or activity you signed up for (e.g. invoices, or change of details
regarding a class you are enrolled in, etc) - to contact you about an application you have made - to
post any relevant examination documents.
As and when we need to use your personal information for reasons other than the ones specified
above, we will ensure that we notify you first. You will be given the opportunity to withhold or
withdraw your consent for the use of your personal information for purposes other than those listed
above. Plymouth Dance Academy does NOT share your personal information with any third parties
for marketing purposes. We do NOT sell your data, and neither do we buy data from third parties.
PLYMOUTH DANCE ACADEMY MAY CONTACT YOU:
- in relation to any service or activity you have signed up for in order to ensure that we can
deliver the services to you
- to remind you of important deadlines and/or renewal notifications
- in relation to any correspondence we receive from you or any comment or complaint you
make about our services
- to occasionally market products or services that we think may be of interest to you
We will not hold more information than required and will ensure all personal data is kept up to date
and used only for its specific purpose(s) as outlined above.
WHAT IF I DO NOT WANT DATA STORED OR CONTACT REGARDING PRODUCTS SERVICES OR EVENTS?
You have the right to ask us not to hold or use personal data however this would mean we may not
be able to provide you with the full range of services available. You may opt-out of any personal data
being stored and must give consent to any correspondence you wish to receive from Plymouth
Dance Academy. Should you decide to opt-out of any data storage you must:
- stay on the premises during all classes in case of an emergency.
- your child will not be able to be entered for any examination, or participate in any
productions as we will not be able to process the appropriate candidate information
Please note consent is not required for us to email regarding the class you are enrolled in (invoices,
updates, cancellations etc) or regarding any enquires you may have contacted the academy about as
these fall under legitimate interest (please see next point).
LEGITIMATE INTEREST
We may hold or use personal data on the grounds of ‘legitimate interest’. In simple terms this means
we can process personal information if we have a genuine and legitimate reason and we are not
harming any of your rights and interests. This includes information we are legally required to store
even after a request to be forgotten:
- Names and postal address related to invoices (MUST be kept as it is required for HMRC
legal tax purposes)
- Medical information is sensitive data and held on the grounds of legitimate interest. This
data will only be processed and stored by the Plymouth Dance Academy when completely
relevant to ensure yours or your child’s safety whilst participating in our services or
activities. This data will be erased after request to be forgotten, or at any time if it becomes
irrelevant
YOUNG USERS
If you are under 18 and you provide us with information on an application form (online or printed),
your parent(s)/guardian(s) permission will be required.
TAKING, STORING AND USING IMAGES OF STUDENTS
Certain uses of images are necessary for publicising and updating other parents of the Plymouth
Dance Academy’s services and activities. Parental consent is taken upon registration before any
photograph can be taken, stored or used and all are given the option to give consent for the
academy to take still or moving images and to use them in terms of marketing the academy on:
- Our website
- Facebook page
- Instagram
- Flyers and posters
- Or Internally for progress tracking
If consent is given for a still or moving image of your child to be used for any of the external
marketing purposes, please be informed that these are public domains and can be viewed by
anyone. Should an image be used in any marketing publication, website or social media site there
will be no use of names alongside images. Any images are only taken on devices belonging to the
school and stored by Plymouth Dance Academy are stored electronically on a secure computer
system. Any folder containing stored images has restricted access and held in password protected
folders. At any time consent can be withdrawn to the taking, storing or use of images by contacting
the principal
HOW LONG WILL PLYMOUTH DANCE ACADEMY KEEP MY PERSONAL INFORMATION FOR?
We keep the information we hold about our customers and students for as long as is necessary to
deliver the services we are providing you with. After leaving the academy we will keep any necessary
data stored securely for one year after current use before deletion in correct manner. We will store
your GDPR consent form, which contains your name, child’s name and email address as the only
form of personal data. This data will be stored offline in a password protected, and encrypted file. If
you child has completed any Imperial Society of Teachers of Dance (ISTD) or Royal Academy of
Dance (RAD) examinations whilst at the school we will store all exam results. This will include your
child’s name, RAD ID number (as appointed by the RAD examinations board), IISTD ID pin (as given
by the ISTD exam board), date of any exam(s) and your child's result. This data will also be stored
offline in a password protected, and encrypted file.
WHERE IS THE INFORMATION STORED? AND HOW IS IT PROTECTED?
Plymouth Dance Academy use a variety of procedures and secure technologies to help protect your
personal information from unauthorised access, use or disclosure. We store personal information
you provide to us on a secure, password protected, database only accessed on our secure computer
system, and by app on secured mobile devices all of which have controlled access. Data is
occasionally stored on services provided by trusted third party service providers with which we have
entered into data processing agreements with, namely:
- Dance Studio Pre (administration & booking system)
- Royal Academy of Dance (examinations body)
- International Dance Teachers Association (examinations body)
- Facebook
- Instagram


All of these data processors must comply with current GDPR regulations and legislation. We do not
transfer any personal data to countries outside of the European Economic Area (EEA). The security
measures described above ensure that all reasonable steps are taken to protect your personal
information.
YOUR RIGHTS
When asked to submit personal data for enrolment purposes there will be an option for you to
select which types of communications you consent to receiving from the Plymouth Dance Academy,
and in some cases how you wish to be contacted. You have the right to change your preferences or
opt-out of consent at any time by contacting the Principal.
The accuracy of your personal data is important to us and you hold the right to update any
information held by us. Please help us keep our data records up to date by notifying us of any
changes.
Under the General Data Protection Regulation you have the right to request full access to any
personal information held about you, if you wish to make a Data Access Request or if you would like
to request the right for the Plymouth Dance Academy to delete any personal data stored about you,
please contact us. You must provide description of what information you wish to see alongside proof
of identity. If you ask for data to be removed, please note we may have a lawful reason to hold or
use personal data which does not require consent, such as on the grounds of legitimate interest. In
this case we will keep the minimum amount of information required to ensure we adhere to your
request.
THIS NOTICE
This notice may be updated from time to time. If updated any substantial changes that affect your
rights will be communicated directly to you as far as reasonably practicable. If you any questions or
comments about this Privacy Statement please contact Mrs Carmen Hawkins, Principal, Plymouth
Dance Academy
IF YOU HAVE ANY QUESTIONS OR QUERIES REGARDING THE ABOVE TERMS AND POLICIES PLEASE DO
NOT HESITATE TO CONTACT THE PRINCIPAl

Please take time to read these terms and conditions carefully before enrolment forms are signed and submitted. It contains important information designed to safeguard the well-being of our pupils and to ensure that the good name of our Dance Academy continues to be associated with high quality teaching and the enjoyment of dance.

Attendance and uniform
Pupils are expected to adhere to the school uniform within classes at all times.

Pupils must attend classes with their hair fastened in a secure bun for ballet classes – this is to be ready before entering the studio and not during lesson time.

Pupils attending all other genres of dance must attend with hair securely tied back off the face to enable the correction of head alignment and spotting within class, long hair must be tied so as not to cause any distraction or contact with others in the class during turning and travelling sequences.

Pupils will not be allowed to wear jewellery for their own safety. Stud earrings which cannot be removed must be covered with plasters.

Pupils may bring their phones into the studio for their safety however these must be switched OFF and placed on the table/unit at the front of the class.

Pupils who book private lessons with one to one teaching must provide 24 hours notice to cancel a lesson and will be refunded only if that lesson is filled by another student

Fees and Cancellation
Fees are payable termly in advance by direct debit. Seven weeks notice period is in place at the academy and is set up on registration.

A failed direct debit payment will result in a £10 charge.

Fees are based on 40 weeks per year.

As our costs are fixed, fees remain payable in cases of absence. There is no reduction for sickness or holidays.

Half term written notice is required if you wish to withdraw your child from any of their classes. This will be taken from the 1st of the following term.

Fees are non-refundable.

Any increase in fees with be notified one term ahead of the increase.

Methods of Payment
Bank Transfer – prefered method for class fees

Card ( parents will pay a charge with this method to card provider though Class4Kids registration System)

Cash (in person only)


Written confirmation from the Principal confirming that a student has been allocated a place establishes a contract for the provision of teaching services offered at the academy.

Timetable
Plymouth Dance Academy reserves the right to alter the timetables and its teaching staff as appropriate at any time without prior notice. However, we will endeavour to inform parents and carers of any changes as soon as possible.

Photographs and Filming
The Academy will, from time to time, take photographs and video film footage of students during class time for use in marketing and publicity material. Please sign the appropriate section of the permission slip included on the Enrolment Form. If you have any objection, please clearly indicate this on the form.

Code of Conduct
Children should arrive promptly, correctly dressed and attend classes regularly.

Students participate at their own risk and are obliged to inform the staff of any existing injuries or medical conditions.

During class, children are expected to listen and we discourage any unnecessary talking. If a child is causing disruption they will be asked to leave the lesson.

From time to time it is necessary for the teachers to use physical contact when helping to improve pupils’ posture or assist movements. This includes physical contact between students i.e. holding hands.

The staff at Plymouth Dance Academy reserve the right to exclude students at any time from lessons at its discretion.

Students are obliged to take care of their own belongings. Plymouth Dance Academy cannot accept liability for lost or damaged belongings. Anything we find will be placed in lost property.

Parents are responsible for their child’s safety before and after class times.

Children and students who go outside between classes do so at their own risk and the academy cannot be held responsible for the safety of the students outside of the studios.

Whilst we actively encourage our pupils to take part in related activities, pupils who attend our studios are not permitted to take consistent dance classes elsewhere in subjects offered at Plymouth Dance Academy. This is to avoid a conflict of interest in the training we offer, and to protect the development of each student. In special cases, permission will be granted for any external related performances. This will be approached on a case by case basis.

Our policy for rearranging private lessons is only done so if the Teacher or the academy are unable to fulfil the commitment of the lesson i.e. due to a teacher’s illness or on the rare occasion where rehearsals that may arise clash with a private lesson. Lessons cannot be rearranged due to pupil illness or for a pupil to fulfil another commitment whatever that involves. All private lessons are booked and paid for at time of booking.

Examinations
Our policy for entering students for their IDTA & RAD professional examinations is done so with much consideration and care for each individual. Decisions are based on students reaching the required standard and beyond for each grade and not always on previous results or length of time within that grade. Please be advised of this policy during the examination selection procedure.