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PRIVACY POLICY

Last updated: August 2026

  • North Cornwall Dance and Fitness ("we", "us", "our") respects your privacy and is committed to protecting your personal information.

  • This Privacy Policy explains what personal information we collect, how we collect and use it, how we protect it, when we may share it, and your rights in relation to your personal information.

  • We operate in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, as applicable.

  • 1. What type of information do we collect?

  • Depending on how you interact with North Cornwall Dance and Fitness, we may collect some or all of the following information:

  • Your name and the name of your child, where applicable.

  • Contact details, such as email address, telephone number and postal address.

  • Emergency contact details.

  • Date of birth or age, where necessary for class or safeguarding purposes.

  • Information relating to your class bookings, attendance and participation.

  • Payment and transaction information where you purchase classes, memberships or other services.

  • Information you provide on registration forms, health questionnaires, medical declarations or participation/waiver forms.

  • Information about injuries, medical conditions, allergies or physical limitations where you choose or are required to provide this information for your safety and participation.

  • Information relating to communications between you and North Cornwall Dance and Fitness.

  • Photographs and/or video recordings taken during classes, performances, events or other activities, where applicable.

  • Website information, such as your IP address, browser type and information about how you use our website, where collected through cookies or similar technologies.

  • Any other information you voluntarily provide to us.

  • Some health information may constitute special category personal data under UK data-protection law. We will only collect or use such information where there is an appropriate lawful basis and, where required, an additional condition for processing.

  • 2. How do we collect information?

  • We may collect information:

  • When you contact us by telephone, email, social media or other communication methods.

  • When you register for or book a class.

  • When you complete a registration, waiver, consent or health form.

  • When you purchase a class, membership, course or other service.

  • When you attend our classes, events or performances.

  • When you communicate with us about yourself or your child.

  • When you use our website or interact with online booking systems.

  • When you voluntarily provide information to us.

  • Through photographs or video recordings taken at classes, performances or events, subject to our photography arrangements and consent requirements.

  • Where appropriate, we may also receive information from a parent or guardian registering a child for our classes.

  • 3. Why do we collect personal information?

  • We collect and use personal information for purposes including:

  • Managing class registrations and bookings.

  • Providing dance, fitness and related services safely.

  • Communicating with you about classes, bookings, cancellations, timetable changes and other relevant information.

  • Processing payments.

  • Maintaining attendance records.

  • Ensuring the health, safety and wellbeing of participants.

  • Responding to enquiries and providing customer support.

  • Managing emergencies and contacting emergency contacts where necessary.

  • Meeting legal, regulatory, insurance or safeguarding requirements.

  • Managing our business and maintaining appropriate records.

  • Improving our classes, services and customer experience.

  • Sending information about our services where we are legally permitted to do so.

  • Taking and using photographs or videos for promotional, social-media, website or marketing purposes where the appropriate consent has been provided.

  • We will only collect information that is reasonably necessary for the purposes for which it is being used.

  • We do not sell your personal information.

  • 4. What is our lawful basis for using your information?

  • Depending on the circumstances, we may process your personal information because:

  • It is necessary to provide the service you have booked or requested.

  • We have a legal obligation to process certain information.

  • We have a legitimate interest in running and promoting our business, provided that our interests do not override your rights and freedoms.

  • You have given us consent for a specific purpose, such as receiving certain marketing communications or allowing photographs/videos to be used for promotional purposes.

  • Consent is not automatically required for every type of personal information we process. Different lawful bases may apply to different activities.

  • Where we rely on consent, you may withdraw that consent at any time.

  • 5. Photography and video consent

  • From time to time, North Cornwall Dance and Fitness may take photographs or video recordings during classes, performances, workshops, events or other activities.

  • These images may be used for purposes such as:

  • Our website.

  • Social-media pages.

  • Advertising and promotional materials.

  • Photography and video consent is optional and separate from consent to participate in our classes.

  • Where we require consent to use an identifiable image for promotional purposes, we will seek appropriate permission before using it.

  • You can choose not to give photography/video consent and this will not prevent you or your child from participating in our classes, unless photography or recording is an unavoidable part of a particular event and this has been clearly explained in advance.

  • If you have previously given consent for promotional photography or video and wish to withdraw it, please contact us. We will take reasonable steps to stop using the relevant image or video for future promotional purposes.

  • Please note that once an image has been published online or shared through social media, we cannot guarantee that third parties have not copied, downloaded or redistributed it.

  • We will take particular care when photographing or recording children and will use appropriate consent and safeguarding procedures.

  • 6. How do we store, use, share and disclose visitors' personal information?

  • We take reasonable steps to keep personal information secure and protected against unauthorised access, loss, misuse, alteration or disclosure.

  • Personal information may be stored electronically or in physical records, depending on how it was collected.

  • We may use trusted third-party providers to help us operate our business, such as:

  • Online booking and class-management systems.

  • Payment providers.

  • Email and communication providers.

  • Website hosting providers.

  • Accounting or administrative services.

  • Cloud storage providers.

  • Professional advisers where necessary.

  • Where third parties process personal information on our behalf, we will take reasonable steps to ensure that appropriate data-protection and security arrangements are in place.

  • We may also disclose information where we are legally required to do so, where necessary to protect someone's safety, or where disclosure is necessary for safeguarding, legal, insurance or regulatory purposes.

  • We do not sell or rent your personal information to third parties.

  • 7. How long do we keep personal information?

  • We will only retain personal information for as long as reasonably necessary for the purposes for which it was collected, or for as long as we are required to keep it by law.

  • Different types of information may be retained for different periods.

  • For example, information relating to bookings, payments, accounts and legal obligations may need to be retained for longer than routine enquiries.

  • We will periodically review the information we hold and securely delete or dispose of information that is no longer required.

  • 8. How do we communicate with our visitors/customers?

  • We may contact you by email, telephone, text message, social media or other appropriate communication methods.

  • We may contact you regarding:

  • Class bookings and attendance.

  • Changes to classes or timetables.

  • Cancellations or venue changes.

  • Payments and accounts.

  • Important information relating to your participation.

  • Health, safety or safeguarding matters.

  • Responses to enquiries.

  • Where we send marketing communications, we will do so in accordance with applicable privacy and electronic-communications laws.

  • You can ask us to stop sending you marketing communications at any time.

  • Please note that opting out of marketing does not prevent us from sending essential information relating to classes, bookings, payments, safety or other services you are receiving.

  • 9. Is our service targeting and collecting information from minors?

  • North Cornwall Dance and Fitness may provide classes and services to children and young people.

  • Where we collect information about a child, we recognise that children require particular protection in relation to their personal information. The ICO states that children have the same fundamental data-protection rights as adults, while organisations should take their age, understanding and best interests into account.

  • We may collect information about children where it is necessary to provide our services, manage bookings, ensure their safety, maintain appropriate attendance records, communicate with parents or guardians, or meet safeguarding or legal requirements.

  • Where appropriate, we will obtain information and permissions from a parent or person with parental responsibility.

  • Photography and promotional use of identifiable images of children will be subject to our photography consent procedures.

  • We will not use a child's personal information for purposes that are incompatible with the reason it was collected.

  • 10. Your data-protection rights

  • Depending on the circumstances, you may have rights under data-protection law, including the right to:

  • Ask what personal information we hold about you.

  • Request access to your personal information.

  • Ask us to correct inaccurate or incomplete information.

  • Ask us to delete personal information where there is no longer a lawful reason for us to retain it.

  • Ask us to restrict how we use your information in certain circumstances.

  • Object to certain types of processing.

  • Withdraw consent where we are relying on consent.

  • Request your personal information in a portable format where the right to data portability applies.

  • Some of these rights are subject to specific legal conditions and exceptions.

  • If you wish to exercise any of your rights, please contact us.

  • 11. Website cookies

  • Our website may use cookies and similar technologies to help it function, understand how visitors use it and, where applicable, provide relevant features.

  • The types of cookies used will depend on the website and services we use.

  • Where consent is required for non-essential cookies, we will provide an appropriate choice mechanism.

  • 12. Privacy policy updates

  • We may update this Privacy Policy from time to time to reflect changes to our business, services, legal requirements or the way we process personal information.

  • The latest version will be made available on our website, with the date of the most recent update shown at the top of this policy.

  • We encourage you to review this Privacy Policy periodically.

  • 13. Contact Information

  • If you have any questions about this Privacy Policy, wish to exercise your data-protection rights, or want to withdraw photography or marketing consent, please contact:

  • North Cornwall Dance and Fitness

  • Email: northcornwalldanceandfitness@outlook.com

  • Telephone: 07397153455

  • If you have concerns about how we have handled your personal information and are unable to resolve the matter with us, you have the right to raise a concern with the UK's Information Commissioner's Office (ICO).

  • ICO website: https://ico.org.uk/

  • Photography consent:
    By providing separate consent for photography/video, you confirm that you understand how photographs and/or video recordings may be used as described in this Privacy Policy. You understand that consent is voluntary and can be withdrawn by contacting North Cornwall Dance and Fitness.

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