Privacy Policy

Privacy Notice

Last updated: [publication date]

1. Who is responsible

On Pointe Dance Academy (“OPDA”) is the organisation responsible for the personal information described in this notice. We are a charitable company registered in England and Wales, company number 11077278 and charity number 1179697, at PAD Studios, Units 5–6 Grove Park, Court Drive, Dunstable, LU5 4GP. Contact us about privacy at hello@opda.co.uk, or call 01582 283147. [Confirm OPDA, rather than Amazing Activity Limited or another entity, is the controller for each service and system.]

This notice covers visitors, enquirers, students, parents and guardians using our website, forms, classes and events. We ask a parent or guardian to manage bookings for a child. We will explain our use of information to children in language suitable for their age where appropriate.

2. Information we collect and where it comes from

We may collect a parent’s or guardian’s name, contact details, address, payment and booking records, communications and preferences; a student’s name, date of birth, classes, attendance, progress and performance arrangements; authorised collection and emergency contact details; and information relevant to safety or access, such as allergies, disabilities, injuries or medical needs. We may hold incident and safeguarding records and photographs or videos where appropriate. Our site may collect technical and cookie information as described below. Payment providers may process card data; [confirm whether OPDA receives or stores any card details].

We usually receive information from you or, for a child, from their parent or guardian. We may also receive booking and class information from Studio Pro, enquiries from our website and HighLevel, automation information through Zapier, and relevant information from a school, professional, referee or safeguarding agency where appropriate. [Verify this list and add any actual exam bodies, payment providers, messaging providers, photography providers and web analytics/advertising services.]

Some details, such as contact and emergency information, are needed to book and safely deliver classes. If you do not provide them, we may be unable to accept or continue a booking. Optional marketing and publicity choices are separate.

3. Why we use information and our legal grounds

PurposeMain legal ground under UK GDPRRespond to enquiries, arrange trials, manage enrolment, fees, classes and communications needed to deliver themContract or steps requested before a contract; legitimate interests where the student is a child and the contract is with the parentManage attendance, emergency contacts, safe collection, access arrangements and ordinary service administrationContract and legitimate interests in safe, effective teachingKeep financial and other records required by law, respond to lawful requestsLegal obligationAddress safeguarding concerns, incidents, complaints and legal claimsLegal obligation where a specific duty applies; otherwise legitimate interests in protecting children, managing concerns and establishing or defending claimsSend optional marketing about OPDA classes or eventsConsent where required for electronic messages; where a lawful existing-customer/charity exception applies, legitimate interests with a clear opt-out, subject to the separate electronic marketing rulesPublish an identifiable child’s image for promotionSeparate, recorded opt-in permission and consent for the specified publicity useRun non-essential website cookies or similar trackingConsent where required under electronic communications rules; associated personal-data use is based on consent

Health and disability information is more sensitive “special category” data. We collect only what is needed for safety, support and reasonable adjustments. [Before publishing, document the actual Article 9 UK GDPR condition for each use of health information, for example explicit consent where genuinely valid, or another applicable condition for emergency, legal claims or safeguarding. Confirm the matching Article 6 basis and any required safeguards.] We do not treat agreement to these terms as consent to unrelated processing.

4. Who receives information

We give access only to staff and teachers who need it. Depending on the service, we may use class-management and booking services (including Studio Pro), our website/forms and CRM (including HighLevel), integration services (including Zapier), payment processors, email/SMS providers, IT hosting and support, insurers and professional advisers. We may share relevant details with exam bodies, event venues or photographers [only if applicable and confirmed]. Safeguarding information may be shared with children’s social care, the police, the Local Authority Designated Officer or other appropriate authorities where necessary. We do not sell student or parent details.

Our providers must handle information appropriately. [Confirm whether OPDA and any other PAD group organisations share data as separate controllers; state which organisation does what and why before adding a group-sharing statement.]

5. International transfers and security

Some technology suppliers may store or access information outside the UK. [Check the current provider contracts, locations and onward transfers. State the relevant UK adequacy regulations or safeguards, such as the UK International Data Transfer Agreement or UK Addendum, and how a person can obtain information about them.] We use access controls, appropriate supplier arrangements and staff guidance to protect information, with tighter access for sensitive and safeguarding records.

6. How long we keep it

We keep information only for as long as needed for the purpose collected and for applicable legal, safeguarding, tax, insurance and limitation requirements. We review records and then securely delete or anonymise them. [Insert the approved retention schedule by category: enquiries that do not enrol; active and former student/parent records; financial records; safeguarding and incident records; marketing choices and suppression lists; and images/videos. Specify the actual periods or clear criteria. Do not publish a guessed blanket period.]

7. Marketing, images and cookies

Class booking, payment and safety messages are service communications. Optional promotional email or SMS/WhatsApp messages are governed by your marketing preferences and applicable UK electronic marketing rules. We will offer an unsubscribe or opt-out where required; you can also contact us at hello@opda.co.uk. We do not use a child’s details for targeted marketing without an appropriate separate assessment and lawful basis.

We ask separately before using an identifiable child’s image in OPDA publicity. We record the choice and honour it for future use. Withdrawing consent does not make earlier lawful use unlawful, but we will consider reasonable removal of online content we control.

Our website may use essential cookies needed to operate. [Audit the new website and booking embeds, then list each non-essential analytics, advertising or embedded-media technology, its provider, purpose and lifespan in a cookie table or linked cookie notice.] Obtain an appropriate choice before setting non-essential cookies or similar technologies, and provide a way to change that choice. A policy page alone does not switch tracking off.

8. Your rights and complaints

Depending on the circumstances, you may ask for access to your information, correction, erasure, restriction or transfer; object to processing; and withdraw consent at any time where consent is the basis. In particular, you may object to direct marketing at any time. Some rights have legal limits. Contact hello@opda.co.uk with a request or complaint; we may need to verify identity. We will investigate data protection complaints and respond in line with applicable law.

You can complain to the Information Commissioner’s Office at https://ico.org.uk/make-a-complaint/ or 0303 123 1113. Please give us the chance to resolve your concern first if you can. [Confirm whether any solely automated decision with legal or similarly significant effect exists; if it does, describe it and the relevant rights here.] We may update this notice and will show the new date when we do.