Your Data & Your Rights

Privacy Policy & GDPR

Body Rock Dance Academy · Last updated May 2018

Our Commitment

Security and safety is very important to us at Body Rock Dance Academy (BRDA). In line with the General Data Protection Regulation (GDPR), we have updated how we use and process your data. GDPR was approved by the EU Parliament in 2016 and came into effect on 25th May 2018, replacing the previous Data Protection Directives.

Your personal data is handled and processed sensitively by the school Principals Natasha Cross and Tara Leigh, in memory of our co-founder James Joseph Agar-Leigh. Personal details are kept only for the purposes of running the school efficiently and will be kept secure at all times.

We will only submit your information to a relevant third party in the event we have a safeguarding concern and/or are required by government bodies or law enforcement agencies to do so. The only other place your data is shared is on our fully GDPR-compliant online software.

How We Collect Your Data

Your information will be obtained directly via email communication, our encrypted online submission form, Facebook messaging (if you choose to contact us that way) or phone call — never through a third party.

All data is stored on DanceBiz, a fully GDPR-compliant online platform. We use this data for weekly registers, attendance tracking, class schedules and invoicing. Staff have access to class registers only via the DanceBiz app on their password-protected mobiles, and all staff are compliant with GDPR regulations.

How We Use Your Data

Information about individual children is used in documents such as weekly registers, medication forms, referrals to external agencies and disclosure forms. These include data such as children's names, date of birth and sometimes address. These records are shredded after the relevant retention period and kept in a lockable storage case when not in use.

In the event we need to pass your information to relevant third parties — such as the Imperial Society of Teachers of Dancing (ISTD) to register your child for dance exams, or your local authority to process licensing for school productions — we will seek your permission separately and will only do so with your explicit consent.

Photography & Video

BRDA stores personal data held visually in photographs or video clips or as sound recordings only where written consent has been obtained. No full names are stored with images in photo albums, displays, on the website or on BRDA's social media sites.

Leaving BRDA

If you and your child decide to leave BRDA, we will delete any past email communication and your information from our database. If we submit an enquiry form and do not hear from you within 6 weeks, we will assume you no longer wish to join and your information will be deleted from our system.

Data Security

Access to all office computers is password protected.
When a member of staff leaves, passwords are changed in line with this policy and our Safeguarding policy.
Any portable data storage used to store personal data (e.g. USB memory sticks) are password protected and/or stored in a locked filing cabinet.
Staff mobiles used to access registers are all password protected.

Your 7 Rights Under GDPR

The Right to be Informed

We are transparent about what data we collect and why — including parent contact details, children's information, and staff records required by law.

The Right of Access

You can request access to your personal data at any time. We will respond within one month. You have the right to complain to the ICO if unhappy with our response.

The Right to Erasure

You can request deletion of your data. However, BRDA has legal duties to retain certain records — children's records for 3 years after leaving, accident records until age 21, Child Protection records until age 24, and staff records for 6 years after leaving.

The Right to Restrict Processing

You can object to BRDA processing your data. Records can be stored but must not be used in any way — for example in reports or communications.

The Right to Data Portability

Where data needs to be transferred — such as to the local authority for performance licences or dance associations for examinations — secure file transfer systems are used.

The Right to Object

Parents, visitors and staff can object to their data being used for certain activities such as marketing or research.

The Right Not to be Subject to Automated Decision-Making

BRDA does not use personal data for automated decisions or profiling. We are not a marketing-based organisation.

This policy was adopted at a meeting at BRDA in May 2018 and is signed on behalf of Body Rock Dance Academy.

Natasha Cross

Co-Principal & Co-Founder

Tara Leigh

Co-Principal & Co-Founder