Pleasing Dance School of Ballet is committed to protecting the privacy and personal information of our pupils, parents, guardians, staff and visitors. We take the protection of personal data seriously and aim to be clear and transparent about how we collect, use, store and protect information.

This Privacy Policy explains what personal information we collect, why we collect it, how we use it, who we may share it with and the rights individuals have in relation to their personal information.

We process personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, together with any other applicable data protection legislation.

 

Information we collect

We only collect information that is reasonably necessary to administer and operate the School and provide classes and activities safely.

Depending on the circumstances, we may collect the following information:

 

Information about parents and guardians

• Full name

• Address

• Telephone number

• Email address

• Emergency contact details

• Billing and payment information

• Information relating to enrolment, attendance and communications

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Information about pupils

• Full name

• Date of birth and age

• Address

• School or educational information where relevant to School activities

• Emergency contact details

• Attendance records

• Class and timetable information

• Performance and participation information

• Photographs and video recordings where appropriate consent has been provided

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Health, medical and safeguarding information

To ensure the safety and wellbeing of pupils, we may need to collect relevant information about:

• Allergies

• Medical conditions

• Injuries or physical limitations

• Medication requirements

• Additional needs or accessibility requirements

• Relevant emergency medical information

• Other information parents/guardians consider necessary for us to know in order to keep their child safe

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Some of this information may constitute special category personal data under the UK GDPR. We will only collect and use such information where there is a lawful basis for doing so and where appropriate safeguards are in place.

Parents and guardians should ensure that the School is informed of any relevant changes to a pupil’s medical or emergency information.

 

How we use personal information

We may use personal information for the following purposes:

• Processing pupil registrations and enrolments

• Managing classes, timetables and attendance

• Communicating with parents, guardians and pupils where appropriate

• Processing payments and issuing invoices

• Contacting parents or guardians regarding classes, performances, rehearsals, cancellations or changes to arrangements

• Responding to enquiries

• Managing waiting lists and trial lessons

• Ensuring the health, safety and wellbeing of pupils

• Managing emergencies

• Meeting safeguarding responsibilities

• Organising performances, showcases, examinations, competitions and other School activities

• Maintaining appropriate records

• Meeting legal, regulatory and insurance requirements

• Managing complaints or incidents

• Improving the services and activities provided by the School

We will not use personal information for purposes that are incompatible with those explained in this Privacy Policy unless we are legally permitted or required to do so.

 

Legal basis for processing

Under the UK GDPR, we must have a lawful basis for processing personal information.

Depending on the circumstances, we may process information because:

• It is necessary to provide the classes or services requested and administer the pupil’s enrolment.

• We have a legal obligation to process certain information.

• It is necessary to protect the vital interests of a pupil or another person, particularly in an emergency.

• We have a legitimate interest in operating and managing the School, provided those interests do not override an individual’s rights and interests.

• We have obtained consent, where consent is the appropriate legal basis.

Where we rely on consent, consent can normally be withdrawn at any time. Withdrawal of consent will not affect processing that took place before consent was withdrawn.

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Children’s personal information

As a dance school, we regularly process information relating to children.

We recognise that children require particular protection in relation to their personal information and privacy. We will take appropriate steps to ensure that children’s information is handled responsibly and only accessed by individuals who need it for legitimate School purposes.

Parents or legal guardians will normally provide information and consent on behalf of children where appropriate. As children become older and more able to understand how their information is used, we will take their views and understanding into account where appropriate.

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Photography and video

The School may photograph or record pupils during classes, rehearsals, performances, showcases, workshops, competitions or other School activities.

Photographs and recordings may be used for purposes such as:

• School websites

• School social media accounts

• Flyers and brochures

• Posters and other promotional materials

• School newsletters

• Displays relating to School activities

• Promotional material for future productions or events

Where consent is required, we will seek the appropriate consent before using identifiable images or recordings for promotional purposes.

Parents or guardians may inform the School if they do not wish their child to be photographed or recorded for promotional purposes. We will take reasonable steps to respect these wishes.

Photography and recording by parents, guardians or other visitors may be restricted at certain events or activities for safeguarding, privacy and child-protection reasons.

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Safeguarding

The safety and wellbeing of our pupils is a priority.

There may be circumstances where we are required to collect, record or share personal information in order to fulfil our safeguarding responsibilities.

Where we have a safeguarding concern, information may be shared with appropriate organisations or professionals, including parents/guardians, safeguarding professionals, local authorities, emergency services, healthcare professionals or the police, where this is necessary and lawful.

We will not normally seek consent before sharing information where doing so could place a child or another person at increased risk or where we have another legal basis for sharing the information.

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Who we share information with

We will only share personal information where there is a legitimate reason and an appropriate lawful basis.

Depending on the circumstances, information may be shared with:

• Teachers and School staff who need the information to perform their role

• Appropriate contractors or service providers who support the operation of the School

• Payment providers

• Accountants or professional advisers

• Examination or dance organisations where necessary for registration or participation

• Performance or production organisers where required for a particular activity

• Venues where necessary for the safe operation of an activity

• Insurance providers where required

• Emergency services or healthcare professionals in an emergency

• Safeguarding organisations, local authorities or the police where appropriate or legally required

We will not sell pupils’ or parents’ personal information to third parties.

Where we use external organisations to process personal information on our behalf, we will take reasonable steps to ensure that appropriate data protection and confidentiality arrangements are in place.

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Payments

Where fees are paid electronically or through a third-party payment provider, payment information may be processed by that provider.

The School will only retain payment information for as long as necessary for legitimate administrative, accounting, legal or regulatory purposes.

We will not normally store full payment card details unless there is a specific lawful and secure reason for doing so.

 

How we protect personal information

We take reasonable technical and organisational measures to protect personal information from:

• Unauthorised access

• Accidental loss

• Destruction

• Misuse

• Alteration

• Unauthorised disclosure

Access to personal information will be restricted to those who have a legitimate reason to access it.

However, no electronic storage system or method of transmission over the internet can be guaranteed to be completely secure.

 

How long we keep information

We will retain personal information only for as long as it is reasonably necessary for the purposes for which it was collected.

Some records may need to be retained for longer periods because of legal, accounting, insurance, safeguarding or regulatory requirements.

When information is no longer required, we will take reasonable steps to securely delete or dispose of it.

 

Emails, messages and communications

We may contact parents or guardians using the contact details provided during registration.

Communications may relate to:

• Classes

• Timetables

• Payments

• Performances

• Rehearsals

• Cancellations

• Changes to arrangements

• School announcements

• Safeguarding or welfare matters

• Other matters relating directly to the pupil’s participation in the School

Parents should notify the School promptly if their contact details change.

 

Marketing communications

Where appropriate, the School may send information about future classes, workshops, performances, events or other School activities.

Where consent is required for marketing communications, we will obtain that consent and provide an appropriate way to withdraw it.

Parents and guardians may opt out of marketing communications at any time.

Opting out of marketing will not prevent the School from sending essential administrative or safeguarding communications relating to the pupil.

 

Cookies and the School website

If our website uses cookies or similar technologies, these may collect information about how visitors use the website.

Cookies may be used to:

• Ensure the website operates correctly

• Improve website functionality

• Understand website usage

• Remember user preferences

• Support website security

Where required by law, we will obtain appropriate consent before placing non-essential cookies on a user’s device.

 

Data breaches

If we become aware of a personal data breach, we will assess the nature and severity of the breach and take appropriate steps to contain and investigate it.

Where required by law, we will notify the Information Commissioner’s Office (ICO) and/or affected individuals within the relevant timeframe.

 

Your rights

Under UK data protection law, individuals may have rights including:

• The right to be informed about how their information is used

• The right to access personal information we hold about them

• The right to request correction of inaccurate or incomplete information

• The right to request deletion of information in certain circumstances

• The right to request restriction of processing in certain circumstances

• The right to object to certain types of processing

• The right to data portability in certain circumstances

• The right to withdraw consent where processing is based on consent

These rights are subject to certain legal exceptions and may not apply in every circumstance.

Requests should be made using the contact details provided in this Privacy Policy.

 

Keeping information accurate

We rely on parents and guardians to provide accurate and up-to-date information.

Please notify the School promptly if there is a change to:

• Address

• Telephone number

• Email address

• Emergency contact

• Medical information

• Allergies

• Any other information relevant to the pupil’s safety or participation

 

Complaints

If you have concerns about how we have handled your personal information, please contact the School in the first instance so that we can investigate and attempt to resolve the matter.

You also have the right to complain to the Information Commissioner’s Office (ICO) if you believe your personal information has not been handled in accordance with data protection law.

Information about the ICO and how to make a complaint is available from the ICO’s website.

 

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in legislation, School procedures, technology or the way we process personal information.

The most recent version will be made available to parents and guardians and, where appropriate, published on the School’s website.

Last updated: September 2026

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