1.1 The purpose of this policy is to ensure that Dunbar School of Dance (DSD) processes personal data responsibly, lawfully, and in accordance with the UK Data Protection Act 2018 and the General Data Protection Regulation (GDPR).

1.2 DSD is committed to protecting the privacy and rights of students, parents/guardians, staff, and volunteers.

1.3 This policy outlines how personal information is collected, stored, processed, shared, and protected.

2.1 This policy applies to all personal data collected, stored, or processed by DSD, including but not limited to:

• Student information (name, date of birth, contact details, health information, attendance records);
• Parent/guardian contact details;
• Staff and volunteer personal and employment information;
• Financial records, including payment details;
• Photographs, video recordings, and online class footage;
• Any other data that identifies an individual.

2.2 This policy applies to all staff, volunteers, contractors, and third parties handling DSD data.

DSD will ensure that all personal data is:

3.1 Lawful, Fair, and Transparent – Data is collected and processed only for legitimate purposes and in accordance with consent where required.

3.2 Purpose Limitation – Data is collected for specified purposes only and not used for unrelated purposes without consent.

3.3 Data Minimisation – Only the minimum amount of data necessary for each purpose is collected.

3.4 Accuracy – Data is accurate, up-to-date, and corrected if found to be inaccurate.

3.5 Storage Limitation – Data is kept only as long as necessary for the purpose it was collected.

3.6 Integrity and Confidentiality – Data is stored securely to prevent unauthorised access, loss, or damage.

3.7 Accountability – DSD is responsible for complying with data protection principles and demonstrating compliance.

4.1 DSD collects data from students, parents/guardians, staff, volunteers, and contractors for purposes including:

• Managing class enrolment, attendance, and participation;
• Ensuring the safety and wellbeing of students;
• Communication with parents/guardians regarding classes, events, and schedules;
• Administering payments and invoices;
• Safeguarding and child protection requirements;
• Promotional and marketing purposes (with consent).

5.1 DSD uses personal data to:

• Maintain registers and attendance records;
• Contact parents/guardians or students regarding school activities;
• Provide emergency care or respond to medical or safeguarding concerns;
• Comply with legal obligations, including safeguarding and child protection;
• Administer financial transactions and invoicing;
• Improve teaching, class planning, and student experience;
• Produce newsletters, updates, or marketing content with appropriate consent.

5.2 Data will not be sold or shared with unauthorised third parties.

6.1 All personal data is stored securely, either electronically on password-protected devices or in locked physical storage.

6.2 Staff and volunteers must:

• Keep passwords secure and confidential;
• Log out of systems when not in use;
• Avoid sharing sensitive information via unsecured channels (e.g., personal email).

6.3 Any data breaches or suspected breaches must be reported immediately to DSD management.

7.1 Personal data may be shared with authorised third parties only when necessary and lawful, for example:

• Statutory authorities (Police, Social Services) for safeguarding purposes;
• Educational or examination bodies;
• IT service providers supporting secure data management.

7.2 Consent will be obtained for marketing or promotional sharing, unless required for legal or safeguarding purposes.

8.1 All photography or videography of students must follow DSD Guidance on Photographs and Filming.

8.2 Written parental consent is required before images are taken or used for promotional purposes.

8.3 Images and recordings are stored securely and deleted when no longer required or when consent is withdrawn.

Students, parents/guardians, staff, and volunteers have the right to:

• Access personal data held about them;
• Request correction of inaccurate or incomplete data;
• Request erasure of personal data where lawful;
• Restrict or object to processing in certain circumstances;
• Withdraw consent for marketing purposes at any time;
• Complain to the Information Commissioner’s Office (ICO) if data protection rights are violated.

10.1 DSD retains personal data only as long as necessary for its intended purpose.

10.2 Student records, including attendance, safeguarding, and health information, will be securely archived in line with statutory requirements.

10.3 Obsolete or unnecessary data will be securely destroyed to prevent unauthorised access.

11.1 DSD Management is responsible for ensuring compliance with data protection legislation and this policy.

11.2 Staff and Volunteers must:

• Adhere to this policy at all times;
• Maintain confidentiality;
• Report any concerns about data breaches immediately.

11.3 Regular audits and reviews will be conducted to ensure ongoing compliance.

For queries or concerns about personal data, please contact:

Email: info@dunbarschoolofdance.com