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PRIVACY NOTICE

Vibrance Dance

Last updated: September 2026

Vibrance Dance is committed to protecting the privacy and personal information of our students, parents, guardians, staff and visitors.

This Privacy Notice explains what personal information we collect, why we collect it, how we use and protect it, who we may share it with and your rights in relation to your personal information.

1. WHO WE ARE

Vibrance Dance is the data controller for personal information collected and used in connection with our dance school.

If you have any questions about this Privacy Notice or how we use your personal information, please contact:

Vibrance Dance
Email: vibrancedancestudio@gmail.com
Telephone: 07305 886348

2. INFORMATION WE MAY COLLECT

Depending on your relationship with Vibrance Dance, we may collect and process information including:

  • Student's name and date of birth

  • Parent or guardian name and contact details

  • Address and emergency contact information

  • Class enrolments and attendance information

  • Payment and subscription information

  • Relevant medical conditions, allergies, injuries or other health information required to help us keep students safe

  • Information relating to additional support or requirements

  • Photography and video permissions

  • Photographs and video taken during classes, performances and studio activities

  • Communications between families and Vibrance Dance

  • Information submitted through our website or online forms

  • CCTV images captured while individuals are on our premises

  • Information relating to performances, events and other Vibrance activities

We aim to collect only the information that is reasonably necessary for the operation of Vibrance Dance and the safety and wellbeing of our students.

3. HOW WE COLLECT INFORMATION

We may collect information:

  • When a student registers or books a class

  • Through ClassForKids

  • Through forms completed by parents or guardians

  • Through our website

  • Through Google Forms, including our New Member and Report an Absence forms

  • Through email, telephone or text communication

  • Through BAND

  • When booking performances, workshops or events

  • Through photography and video taken during Vibrance activities

  • Through CCTV operating at our premises

  • Directly from students where appropriate

4. WHY WE USE PERSONAL INFORMATION

We may use personal information to:

  • Manage student registrations and class memberships

  • Provide dance classes and other Vibrance services

  • Manage monthly payments and subscriptions

  • Communicate with parents, guardians and students

  • Record and manage attendance and absences

  • Provide appropriate support and respond to relevant medical or safety needs

  • Contact parents or emergency contacts where necessary

  • Organise shows, performances, workshops and events

  • Manage studio access and safeguarding

  • Maintain the safety and security of our students, staff, families and premises

  • Respond to enquiries, complaints or concerns

  • Maintain appropriate business and financial records

  • Meet our legal, safeguarding and regulatory responsibilities

  • Promote Vibrance Dance using photographs or video where appropriate permission has been provided

5. OUR LAWFUL BASES

Under UK data protection law, we must have a lawful basis for using personal information.

Depending on the circumstances, Vibrance Dance may rely on:

Contract — where information is necessary to provide classes, memberships or other services that have been requested.

Legitimate interests — where using information is reasonably necessary for the operation, administration, safety and security of Vibrance Dance, provided those interests are not overridden by an individual's rights and interests.

Legal obligation — where we need to process information to meet a legal requirement.

Consent — where we have specifically asked for permission, for example for certain uses of photography or video. Where we rely on consent, it may be withdrawn.

Where we process health or other special category information, we will only do so where an appropriate additional condition under data protection law applies.

6. CHILDREN'S INFORMATION

As Vibrance Dance provides services to children, much of the personal information we process relates to children.

We recognise that children's personal information requires particular care. We aim to collect only information necessary to provide our services safely and appropriately.

Parents and guardians are responsible for ensuring that information provided about their child is accurate and for notifying Vibrance Dance when relevant information changes.

7. MEDICAL & HEALTH INFORMATION

We may hold information about medical conditions, allergies, injuries, medication or additional needs where this information is relevant to a student's participation or safety.

Access to this information will be limited to those who reasonably need it to support or protect the student.

Parents and guardians should notify us if relevant medical or health information changes.

8. PHOTOGRAPHY & VIDEO

Photographs and video may be taken during classes, performances, events and other Vibrance activities.

We may use appropriate photographs or video for purposes including:

  • Vibrance Dance social media

  • Our website

  • Marketing and promotional material

  • Studio communications

  • Celebrating student achievements and activities

We will use photography and video in accordance with the permissions held for the student.

Parents or guardians who wish to discuss or change their child's photography/video permissions should contact us.

Performances may also be professionally photographed or recorded. Information about this will be provided where applicable.

9. CCTV

CCTV operates within parts of the Vibrance Dance premises for the purposes of safeguarding, safety and security of students, staff and visitors and the protection of the premises.

CCTV is not used in areas where individuals would reasonably expect privacy, such as toilets or changing areas.

Access to CCTV footage is restricted to authorised persons and footage will only be viewed where there is an appropriate reason to do so.

CCTV recordings are normally retained for 14 days, after which they are automatically overwritten or deleted.

Specific footage may be retained for longer where reasonably necessary following an incident, safeguarding concern, complaint, legal matter or request from an appropriate authority.

CCTV footage may be disclosed where necessary and lawful, for example to the police, safeguarding authorities, insurers or other appropriate bodies.

10. ONLINE SERVICES & THIRD-PARTY PROVIDERS

We use third-party services to help operate Vibrance Dance. These may include services used for:

  • Class bookings and subscriptions, including ClassForKids

  • Website services, including Wix

  • Forms and administration, including Google Forms

  • Member communications, including BAND

  • Email and electronic communications

  • Payment processing

  • Photography, video or performance services where applicable

These organisations may process personal information on our behalf or as independent data controllers depending on the service being provided.

Where appropriate, we take reasonable steps to use reputable providers and expect personal information to be handled securely and in accordance with applicable data protection requirements.

Some service providers may process or store information outside the UK. Where this happens, appropriate safeguards should apply in accordance with UK data protection law.

11. WHO WE MAY SHARE INFORMATION WITH

We do not sell personal information.

Where necessary and lawful, information may be shared with:

  • Vibrance Dance teachers and authorised staff

  • Service providers used to operate the business

  • Venues or event providers where necessary for participation

  • Professional photographers or videographers where applicable

  • Professional advisers such as accountants, insurers or legal advisers

  • Safeguarding organisations or relevant authorities

  • Police or other law enforcement agencies where appropriate

  • Other organisations where disclosure is required by law

We will only share information where there is an appropriate reason to do so.

12. HOW LONG WE KEEP INFORMATION

We do not intend to keep personal information for longer than necessary.

Different information may need to be retained for different periods depending on why it was collected and any legal, safeguarding, insurance or business requirements.

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

CCTV footage is normally retained for 14 days, unless particular footage needs to be kept for longer for an appropriate reason.

13. KEEPING INFORMATION SECURE

We take reasonable organisational and technical measures to protect personal information from loss, misuse, unauthorised access, alteration or disclosure.

Access to personal information is limited to people who reasonably require it to perform their role.

Parents and guardians should also help us keep information secure by keeping their studio access codes and account details private.

14. YOUR DATA PROTECTION RIGHTS

Depending on the circumstances, data protection law may give you rights relating to your personal information, including the right to:

  • Ask what personal information we hold about you

  • Request a copy of your personal information

  • Ask us to correct inaccurate or incomplete information

  • Ask us to delete information in certain circumstances

  • Ask us to restrict how information is used in certain circumstances

  • Object to certain uses of your information

  • Withdraw consent where consent is the basis on which information is being used

  • Request transfer of certain information where applicable

Not all rights apply in every situation.

To make a request or ask a question about your personal information, please contact:

vibrancedancestudio@gmail.com

We may need to confirm your identity before responding to a request.

15. CONCERNS OR COMPLAINTS

If you have concerns about how Vibrance Dance has handled your personal information, please contact us first so that we can try to resolve the issue.

You also have the right to raise a concern with the Information Commissioner's Office (ICO), the UK's data protection regulator.

16. CHANGES TO THIS PRIVACY NOTICE

We may update this Privacy Notice when our services, systems or data protection practices change.

The latest version will be made available through the Vibrance Dance website.

Last updated: September 2026

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