NGU DANCE STUDIO - DATA PROTECTION POLICY
Address: 13 Richmond Road, Chelmsford, CM2 6UA
Responsible Person: Nina Ely
Reviewed: 02/09/2026
Next Review Due: 02/09/2027
1. Introduction
NGU Dance Studio is committed to protecting the privacy and security of personal information. This policy explains how we collect, use, store and protect personal data and our approach to complying with the UK General Data Protection Regulation (UK GDPR) and Data Protection Act 2018.
2. Scope
This policy applies to NGU Dance Studio staff, teachers, volunteers, students and parents/carers who provide or handle personal information as part of NGU Dance activities.
3. Data We Collect
Depending on the services provided, we may collect:
• Names, addresses, telephone numbers and email addresses.
• Parent/carer and emergency contact details.
• Dates of birth or age.
• Relevant medical, allergy or additional support information.
• Attendance and class records.
• Payment and booking information.
• Photographs and videos where appropriate consent has been provided.
We only collect information that is reasonably necessary for the running of the studio and the safety and wellbeing of our students.
4. Purpose of Data Collection
Personal information may be used to:
• Manage class registrations, bookings and attendance.
• Communicate with students and parents/carers.
• Support the health, safety and wellbeing of students.
• Provide appropriate instruction and support.
• Process payments and manage accounts.
• Deal with accidents, emergencies or safeguarding concerns.
• Meet legal, insurance and administrative requirements.
• Promote NGU Dance activities where appropriate consent has been provided.
5. Lawful Basis for Processing
NGU Dance may process personal information on the following lawful bases:
• Consent – where consent is required, such as certain photography, filming or marketing activities.
• Contract – to provide booked classes and manage payments and registrations.
• Legal Obligation – where information must be processed to meet legal requirements, including certain accounting, safeguarding or safety responsibilities.
• Legitimate Interests – for the effective and appropriate administration and running of NGU Dance.
Where special category information, such as relevant medical information, is collected, an appropriate additional lawful basis will be relied upon where required.
6. Data Sharing
NGU Dance does not sell personal information or share it with third parties for their own marketing purposes.
Information may be shared where reasonably necessary with:
• Teachers or staff who need the information to carry out their role.
• Parents/carers where appropriate.
• Emergency services or medical professionals where necessary.
• Relevant safeguarding authorities or professionals where required.
• Trusted service providers, such as booking or payment systems, who process information on our behalf.
• Insurers, professional advisers or authorities where there is a legitimate or legal requirement.
7. Data Storage and Security
Personal information is stored using appropriate security measures, including password-protected digital systems and secure physical records where applicable.
Access to personal information is limited to people who have a legitimate need to access it. Staff and teachers are expected to keep personal information confidential and must not share it unnecessarily.
Personal information is retained only for as long as reasonably necessary, taking account of legal, safeguarding, insurance and business requirements.
8. Rights of Individuals
Under UK data protection law, individuals may have the right to:
• Be informed about how their personal information is used.
• Request access to personal information held about them.
• Ask for inaccurate information to be corrected.
• Request deletion of information in certain circumstances.
• Request restriction of processing in certain circumstances.
• Object to certain processing.
• Withdraw consent where processing is based on consent.
• Raise a concern with the Information Commissioner’s Office (ICO).
Requests regarding personal information should be made to Nina Gorman, NGU Dance Studio.
9. Consent Management
Where consent is required, NGU Dance will seek clear and appropriate consent before processing the relevant information.
Consent can be withdrawn at any time where processing is based on consent. Withdrawal of consent does not affect processing that has already taken place lawfully.
10. Data Breach Procedure
If NGU Dance becomes aware of a personal data breach, appropriate action will be taken as soon as reasonably practicable. This may include:
• Containing and assessing the breach.
• Taking steps to prevent further unauthorised access or disclosure.
• Assessing the potential impact on individuals.
• Notifying affected individuals where required.
• Reporting the breach to the ICO within the required timeframe where legally necessary.
11. Children’s Information
NGU Dance provides classes for children and therefore takes particular care when handling children’s personal information.
Information relating to children is collected and used only where reasonably necessary for the provision of classes, communication with parents/carers, safety, safeguarding or other lawful purposes.
Parents/carers should ensure that information provided to NGU Dance is accurate and kept up to date.
12. Confidentiality
Information relating to students, including personal, medical or safeguarding information, will be treated confidentially. However, information may need to be shared where necessary to protect a child or another person, respond to an emergency, comply with safeguarding procedures or meet a legal requirement.
13. Policy Review
This policy will be reviewed annually or sooner if there are significant changes to data protection legislation, technology, NGU Dance procedures or the way personal information is collected and used.
Responsible Person: Nina Ely
Policy Date: 02/09/2026
Next Review: 02/09/2027