Data Protection Policy

In line with data laws in England and Wales, this policy outlines how Townsend Dance collects, uses and stores your data.  

What types of information we do retain and why?  

• Personal contact information, provided by you either in writing or on our registration system is kept so that we can communicate with you; to send invoices, to update you regarding your classes and events, or to contact you in an emergency. This includes full name, address, email, telephone numbers, date of birth, the date you registered, medical conditions, and exam results.  

• Personal medical information, provided by you either in writing or on our registration system is kept so that relevant teachers and chaperones can be made aware of important information regarding you/your child’s wellbeing. 

• Photographs and videos, taken if you have given your consent, are kept as records of events participated in, used in the studio as teaching aids or as promotional material.  

Who might we share your information with?  

• Any relevant personal information may be shared with the examining body if you enter an examination. This can include your name and date of birth, previous examination details, and medical exemptions (if you have a disability which may affect your performance or be relevant during an exam). You can opt out of examinations if you wish for this information to not be shared. We only give the information of those students participating, not the whole school or class.  

• Personal information may be shared with Kent County Council for shows and events. This can include names, dates of birth. This is so the Council can ensure that Townsend Dance are adhering to child performance rules and regulations. This only applies if you are participating in more than 4 performances with us in less than 6 months. You can opt out by not participating in more than 4 performances in less than 6 months.  

How is my data stored?  

• Electronic data is stored on Membermeister, a UK-based cloud hosted account system, accessible only by password. Teachers can access – your name (class register), emergency contact and relevant medical information. Any other information provided is kept private and only accessible to administrators.  

• Data on paper is stored in a locked filing cabinet, or in electronic form (hard drives or phones), which are password protected.  

How long will my data be retained?  

• Your data will be removed and destroyed once you are no longer a student, or in accordance with law and regulations.  

• Photographs and videos may be kept as part of archive records of events participated in by the school. 

What are my rights regarding my data?  

• Acceptance of these terms and conditions indicates that you are happy for us to use your data as outlined. If you decline we will not retain your information.  

• Requests to see what information we hold on you, and how it is stored can be made to admin@townsenddance.co.uk