Privacy Policy - Emma Pilling Dance Academy

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Our privacy policy


EMMA PILLING DANCE ACADEMY LTD
PRIVACY AND DATA PROTECTION POLICY
 
 
1.       We at Emma Pilling Dance Academy Ltd are the data controller. Our contact details are:
 
Emma Pilling Dance Academy Ltd
Swinton Bridge Industrial Estate
Whitelee Road
Swinton, Mexborough
S64 8BH
 
Telephone 07894741466
 
Email: epda@emmapilling.com

This Privacy Policy explains how we will use any personal data we collect and store for you.

 
What data we collect about you  
2.       We collect your personal data when you register yourself or your child/children and enrol into our classes.  We may also collect data when you voluntarily complete surveys, provide feedback, interact on our social media sites and participate in any discount offers. Website usage data is collected using cookies.

3.       We collect the following personal data in order to provide parents, guardians, students, clients and customers with the service(s) they require:
 
o    Full name, gender, date of birth and contact details (home address; home and mobile telephone numbers; email address).  Personal data about persons connected to you such as legal guardians, legitimate carers and referees (you must have their authority to provide their data to us).
 
o    Emergency contact details (full name, address, telephone numbers, email addresses).
 
o    Medical conditions / allergy data.
 
o    Details of any learning / special needs.
 
o    Education details and previous dance/performing arts experience.
 
o    Professional qualifications / memberships.
 
o    Work history and references.
 
o    Disclosure and Barring Service (DBS) certificates.
 
o    Chaperone licences.
 
o    Records of products and services purchased.
 
o    Photographs, videos and audio recordings during events, classes and productions.
 
 
The purpose of collecting your data
We only process your personal data as is necessary:
 
4.       For legitimate interests including:
 
o    Communications, such as newsletters, notices and updates.  This includes email and telephone communication such as text messaging and also the use of social media (Facebook, Twitter and Instagram) to keep you up to date with data on our products and services.
 
o    For record keeping such as ordering of products or services (e.g. dancewear) or taking class registers.
 
o    For surveys, market research and developing statistical data that allow us to improve our services.
 
o    You have the ‘right to object’ to all legitimate interests relating to you.
 
5.       To comply with a legal obligation including:
 
o    Compliance with legal and regulatory requirements and related disclosures e.g. work with children and vulnerable groups, HMRC.
 
o    Exercising your rights under data protection law and making rights’ requests.
 
o    Verifying your identity under data protection law, other legal and regulatory requirements and related disclosures.
 
o    The establishment and defence of legal claims and rights.
 
6.       Based on your consent (please note that withdrawal of consent from one activity does not mean withdrawal from other activities you’ve given consent to. Withdrawal of consent may also affect what we can do for you) including:
 
o    Sending you marketing, advocacy and other communications about EPDA Ltd.
 
o    Photographs, video and audio recordings for use in EPDA Ltd publications, publicity materials and online platforms including websites and social media (Facebook, Twitter and Instagram).  This media is used for promotional purposes, to assist teachers with their lessons and to help students with their learning.  All rights to any photographs, videos and audio recordings remain the property of EPDA Ltd.

 
Who we share your data with
7.       We do not share any personal data with third parties unless we are required to do so by law or for any of the following reasons:
 
o    You have opted to take examinations (data shared with bbodance or Acrobatic Arts).  The required data will be shared with the named bodies, please see the data protection policy for the relevant body for more data.
 
o    You are to take part in a production/show which requires a Body of Persons license (data shared with Barnsley, Rotherham, Doncaster and Wakefield councils).
 
o    You take in part in a third party production/show (data shared with show organisers), external training (e.g. data shared with bbodance during dance days, Professional Dance Experience Ltd) or workshop (e.g. data shared with master class organisers).
 
o    Other parties connected to you where you have given consent to contact them as referees, legal guardians or legitimate carers.
 
o    Government bodies and agencies in the UK: Disclosure and Barring Service for DBS checks and the Data Commissioner’s Office.
 
o    Emergency services to protect your vital interests.
 
o    Anyone else where we have your consent or as required by law.
 
 
How long we hold your data for
8.       We will hold your personal data for as long as is necessary to meet the purpose for which it was originally collected.

9.       Where you have given your consent for collecting your personal data, we may hold it for as long as your consent is not withdrawn. We aim to refresh your consent after a reasonable period.
 
10.   Where you have given consent for direct marketing, we will stop processing your data once we receive a withdrawal of your consent or you have unenrolled from classes. Your data will then be destroyed within 12 months of class withdrawal.

11.   Where we may have collected your personal data to meet a legal obligation (e.g. DBS checks, HMRC, Safeguarding children) we will hold your data in accordance with the retention periods given by legal and regulatory bodies and subject to the exceptions below.

12.   Exceptions: We may hold your personal data for longer than originally collected for archiving, keeping statistical data, to defend or make a legal claim or for as long as a claim may be brought against us or made by us and/or in accordance with legal and regulatory requirements.
 
 
Your rights
13.   Right to be informed: You have the right to be informed about the collection and use of your personal data. This Privacy Policy notice meets this.
 
14.   Right to access your personal data and rectify it: You have the right to confirm that your data is being processed and to access the data we hold about you. You have the right to have inaccurate data rectified or completed if it is incomplete. You can make these requests verbally or in writing.  We will aim to provide these requests separately within one month following the date of your access or rectification request or three months if it is complex to provide it.
 
15.   Right to erasure (the “right to be forgotten”): You have the right to have your data deleted by us:
 
o    Your personal data is no longer necessary for the purposes we originally collected it for.
 
o    You have informed us that you’ve withdrawn your consent and we do not have any legal grounds to continue to hold your data.
 
o    You object to direct marketing from us.
 
o    You object to any of the legitimate interests for collecting personal data.
 
o    We did not collect your data lawfully.
 
o    Where we must comply with legal and regulatory requirements.
 
o    We give emphasis to personal data collected from children where they may have joined social media groups and/or may no longer be a child as they may not have been aware of the risks at the time they may have given consent to us.
 
o    You right to erasure may not apply where we hold your data for one of the following reasons:
 
o    To exercise the right of freedom of expression and data as follows:
 
o    To comply with a legal obligation.
 
o    For the performance of a task carried out in the public’s interest or in the exercise of official authority.
 
o    For archiving purposes in the public interest, scientific or historical research or statistical purposes where erasure is likely to render impossible or seriously impair the achievement of these purposes
 
o    For the establishment, exercise or defence of legal claims.
 
o    Where your right to erasure applies we will aim to provide this request within one month following the date of your request or three months if it is complex to provide it.
 
16.   Right to restrict processing: You have the right to request that we only store your personal data but not use it.  You can make this request verbally or in writing.  Where an erasure request is manifestly unfounded or excessive we may charge a fee or refuse to respond.  Where we refuse to respond we will explain why and you have the right to complain to the Data Commissioner’s Office.  This right only applies where:
 
o    You contest the accuracy of your personal data and we are working to verify the accuracy of your data.
 
o    We did not collect your data lawfully.
 
o    We no longer need your personal data, but you need us to keep it to establish, exercise or defend a legal claim.
 
o    You have objected (see “right to object”) to us using your personal data and we are considering whether our legitimate grounds override the nature of the objection.
 
o    We will not process your restricted data in any way except to store it, unless:
 
o    You give your consent to continue processing it.
 
o    It is for the establishment, exercise or defence of a legal claim.
 
o    It is for the protection of the rights of another person (natural or legal).
 
o    It is for reasons of important public interest.
 
17.   Right to object: You have the right to object to:
 
o    Processing based on legitimate interests or the performance of a task in the public interest/exercise of official authority (including profiling); direct marketing (including profiling); and holding data for purposes of scientific/historical research and statistics.
 
o    You must have “grounds relating to your particular situation” in order to exercise your right to object to processing for research purposes. If we are conducting research where the processing of personal data is necessary for the performance of a public interest task, we are not required to comply with an objection to the processing.
 
o    Right to object to processing our legitimate interests and the performance of a legal task: You have the right to object to:
 
o    Processing based on legitimate interests or the performance of a task in the public interest/exercise of official authority (including profiling).
 
o    You must have an objection on “grounds relating to your particular situation”. We will stop processing your personal data unless:
 
o    We can demonstrate compelling legitimate grounds for holding your data after considering your rights and expectations;
 
o    It is for the establishment, exercise or defence of a legal claim.
 
o    You have the right object to direct marketing. We will stop processing your personal data purposes as soon as we receive an objection.
 
18.   Right to data portability: You have the right to move, copy or transfer personal data easily from one IT environment to another in a safe and secure way, without hindrance to usability.  The right to data portability only applies:
 
o    To personal data an individual has provided to us;
 
o    Where the processing is based on the individual’s consent or for the performance of a contract; and when processing is carried out by automated means.
 
o    We are only able to provide some personal data in Microsoft Excel / CSV format and are unable to provide data portability for data outside this.
 
o    We will aim to provide this request within one month following the date of your request or three months if it is complex to provide it. If we are unable to meet your request we will explain why and you have the right to complain to the Data Commissioner’s Office.
 
 
Security
19.   We are committed to ensuring that your data is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the data we collect.
 
20.   We try where possible to only hold data digitally that is password protected, however we do at times use paper copies of information (for example class registers) and these are stored securely in locked cabinets when not in use.
 
 
How we use cookies
21.   A cookie is a small file which asks permission to be placed on your computer's hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular website.  Cookies allow web applications to respond to you as an individual.  The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering data about your preferences.
 
22.   We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs.  We only use this data for statistical analysis purposes and then the data is removed from the system.
 
23.   Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any data about you, other than the data you choose to share with us.
 
24.   You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.
 

Links to other websites
25.   Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any data which you provide whilst visiting such sites and such sites are not governed by this privacy policy.  You should exercise caution and look at the privacy policy applicable to the website in question.
 
 
How to contact us
26.   For data protection matters, you can contact us:
 
Emma Ellam
Emma Pilling Dance Academy Ltd
Swinton Bridge Industrial Estate
Whitelee Road
Swinton, Mexborough
S64 8BH
 
Mobile: 07894741466
 
Email: epda@emmapilling.com
 
How to complain
27.   You can complain to us using our “How to contact us” details above. You also have the right to complain to the Data Commissioner’s Office. It has enforcement powers and can investigate compliance with data protection law: ico.org.uk
 
 
This privacy policy was last updated on 25th May 2018
 
 

 
Copyright 2018 Emma Pilling Dance Academy Ltd . All Rights Reserved. Company No. 1120088. Registered in England and Wales.
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