WHIZZDANCE PRIVACY POLICY
The privacy of your personal information is very important to WhizzDance.
We will not share, sell, rent or trade your personal information to any external third party. We will take special care to protect the privacy and security of your information.
This WhizzDance Privacy Policy explains our practices and the way that WhizzDance collects and uses your information.
WHAT INFORMATION DOES WHIZZDANCE COLLECT AND STORE?
Some of the information collected is mandatory and marked with an asterix. Optional information requested is not marked with an asterix.
When you enquire and book in for a free trial at WhizzDance we will ask for the following information, your name,* your child’s name*, your child’s DOB, your child’s year group in school*, your email address*, anything else we need to know.
When you register for classes or clubs at WhizzDance you will need to fill out an online form which inputs all of your data directly to our software. We will ask you for the following customer information; name*, gender, address*, phone numbers*, e-mail address*, your agreement to pay the term fees by the invoice date*, that you understand the refund policy*, that you understand you must provide the official WhizzDance uniform*, your consent to receiving emails regarding events and other notices from WhizzDance*, how you heard about WhizzDance, whether you’d be interested in adult classes at WhizzDance and student information; name*, date of birth*, gender, injuries, allergies or medical conditions*, anything else we should know, who will collect your child*, whether you agree for your child to appear in photos or media which is shared social media (facebook and instagram)*, whether you agree for your child to appear in photos or media which is shared online or in printed format*, whether you agree to watching week and events photos being taken*, whether you have any uniform purchase requests on registration and shoe size if applicable, your understanding of our privacy policy*, your agreement to our terms and conditions*.
We keep a record of attendance using registers in all HQ classes and clubs that use our booking system.
When you sign up for WhizzDance events such as camps, parties, fundraising events, shows and exams you will be required to fill out an online Google form.
For camps, parties and fundraising events; WhizzDance will ask for names*, email addresses*, medical conditions*, whether you agree to photography/media taken at the event*, whether you consent to this media being shared as online or in printed format* and maybe other questions relevant to the event eg consent to facepaint or hairspray glitter.*
For shows; WhizzDance will ask for names*, date of birth*, borough*, address*, medical declaration*, medical conditions*, who will collect your child*, whether you agree to your child’s name being included in the show programme*, whether you agree to photography/media taken*, whether you wish for your child to be included in photography/media shared with our customers only* and other topical questions for example, for your understanding that the show is a commitment and you must be present for all rehearsals throughout.
When applying to enter a candidate for an ISTD or RAD exam, on the first application WhizzDance is required to collect names*, gender* and date of birth* so that the candidate can be allocated a unique pin number. If your child has participated in an exam before, you are required to fill out the google form in minimal format so we know that you would like to participate in the exam process. We may collect your availability for extra lessons. We will ask you questions relevant to the exam period ahead which may include; photography consent for use on social media*.
If your child has participated in an exam at WhizzDance, we will keep a record of exam results and their PIN number allocated by the exam board.
HOW WILL MY INFORMATION BE USED?
The mandatory information collected is needed to manage the WhizzDance business. Optional information is requested to help us better understand our customers and is used only as needed for WhizzDance. All information collected will not be used, shared or sold for any other purposes, except as described below:
WhizzDance typically sends out an email at the beginning of term and half way through the term keeping you informed. WhizzDance may send out reminders of upcoming events such as watching weeks, exam classes and show rehearsals.
Any information that is not relevant to the classes you have signed your child up for such as camps and other events will only be sent to the customers who have opted ‘in’ for marketing emails. You can opt out at any time by clicking the option at the bottom of the email.
WhizzDance uses your information to create invoices to send to you via email.
WhizzDance will contact you with updates relevant to you by email, text or phone.
WhizzDance is required to share relevant information collected from the show form with the relevant council on application for the BOPA licence required for the event.
With consent, WhizzDance will include full names printed in show programmes.
WhizzDance will share the information collected from exam applicants on application to the ISTD or RAD exam board.
During exam processes, WhizzDance shares the exam timetable detailed by using your child’s first name and in some instances the first letter of their surname. The exam timetable is shared with the exam participants and teaching team involved via email and in our private exam facebook group.
The official exam timetable will be printed and displayed at the exam venue on the day of the exam. The timetable includes candidates’ full name, age and pin number. This document is shared with those involved with the relevant exam session only. You may request for your child’s information to be hidden on this shared document.
Sometimes film footage taken from class is shared privately with other WhizzDancers to support home practice.
CHILD PROTECTION AND SAFEGUARDING REPORTS
WhizzDance has a responsibility to share personal and sensitive information in the interest of safeguarding if we have any concerns for a child’s welfare. We first contact the NSPCC who then make a decision whether to pass on the information given to the local authorities. Please see our Safeguarding Policy for more detailed information.
Child protection and safeguarding reports are held for 6 years. Legally, reports that involve active legal action must be kept for as long as relevant. Due to the nature of safeguarding, there is no option for you to request this data is removed.
FIRST AID BOOK
WhizzDance keeps a record of all first aid given at WhizzDance using google forms. Details kept include the name of the person involved*, parental notice* and the incident details*.
This record is kept locked up securely on site for 3 years minimum. You cannot request for this data to be removed before 3 years after it is taken.
WHO HAS ACCESS TO MY PERSONAL INFORMATION?
The WhizzTeam conducting administrative roles have access to your personal information to manage the WhizzDance business only.
WhizzDance uses Mark Carr at Streets Chartered Accountants, Qormotho Limited, The Business Unicorn and Orange Flamengo Social Media. All of these companies have access to data relevant to their services to WhizzDance.
WhizzDance will access your personal information and/or share it with third parties only for the following purposes: (i) as needed for the WhizzDance business; (ii) if required to do so by law or to comply with legal process; or (iii) to protect the rights, property, or personal safety of the public for example, our WhizzTeachers/Chaperones need access to emergency contact information whilst your child is our responsibility.
If a WhizzTeam member no longer teaches or works for WhizzDance, appropriate measures will be taken to change their access to WhizzDance data by changing the passwords on platforms the individual has access to.
PUBLIC SOCIAL MEDIA, ONLINE AND PRINTED MEDIA
We will always ask permission before using any media of your child in the public domain.
WhizzDance uses images and film content on our website and social media including Facebook, Twitter and Instagram. WhizzDance uses images on our printed media such as flyers and posters.
From the age of 13, a young person is able to give consent for their use of their image being used.
CLOSED FACEBOOK GROUPS
Facebook groups are an optional platform offered by WhizzDance. We host closed Facebook groups that are a private platform to our WhizzParents and WhizzTeachers only.
On accepting our invitation to join or on requesting to join such platforms, you give your consent to become a member of the group. All members in the group are listed in the members’ section. Once you leave WhizzDance, you will be removed from the group.
WhizzDance uses the WhizzParents for WhizzDance Facebook group to communicate information, updates, reminders, news and media. We also use this platform to share third party information with you such as videos, notices and events.
WhizzDance may use Facebook groups during our exam processes to communicate relevant information with you. This group is made inactive once the exam process is complete.
OPTING OUT
If at any time you would like to unsubscribe from receiving future marketing emails that are not relevant to you, we include detailed unsubscribe instructions at the bottom of each email.
If you would not like to receive text message reminders please email us to request to be taken off the contact list. (Text messages are not used for marketing purposes.)
WHERE WILL MY DATA BE STORED?
All the Data Controllers and Payment Platforms used by WhizzDance are compliant with the General Data Protection Regulations set by the Information Commissioner’s Office.
For onboarding new HQ customers and marketing we use a platform called Ontraport. You can find their privacy policy below:
Ontraport Privacy Policy
Customer information taken at registration is stored using the Dancebiz software, which is hosted and protected by Thinksmart Software. Please find their privacy policy below:
Thinksmart Software Privacy Policy
Dancebiz invoices can be paid via Stripe integration by clicking on the link on the website. Direct Debits are offered on Thinksmart Software’s integration with GoCardless.
For adult classes and some events, we use the online booking software Acuity Scheduling. (Acuity Scheduling is owned by Squarespace.) Payment for online classes is taken through Paypal or Stripe. Once booked, class or booking information will be emailed to you using Acuity Scheduling. Please find the Acuity Scheduling/Squarespace privacy policy below:
Acuity Scheduling Privacy Policy
Payments through our payment processor platforms of Stripe, Paypal and GoCardless are handled separately and securely. Information gathered by the payment platform to make a successful payment is stored by the individual companies and not by WhizzDance. You will input this data when you use their payment services. We have access to basic information such as your name, date of payment and the amount paid. Please find their individual privacy policy below:
Stripe Privacy Policy
Paypal Privacy Policy
GoCardless Privacy Policy
WhizzDance is in no way affiliated with any of the payment platforms listed above and we are not responsible for any changes, data loss or software/hardware malfunction as a result of using the equipment. You will need to agree to their separate terms of use to use these platforms.
Online classes and meetings are hosted through the video conferencing platform, Zoom.
Zoom Privacy Policy
Mark Carr at Streets Chartered Accountants use the software Xero to track, oversee and advise our accounts. WhizzDance uses Thinksmart Software to create invoices which then integrates with Xero. Qormotho Limited conducts our book keeping by accessing our Xero account.
Information given via a Google Form is stored within Google Forms and on Google Drive.
Any data or information shared with us via email is hosted by Ionos.
We use the following platforms to privately store photography and film taken at and for WhizzDance: Dropbox, Google Drive, Youtube, Vimeo, What’s App.
Photographs and film used online on whizzdance.com are stored on our hosting platform Ionos and on the following social media sites; Facebook, Instagram and Twitter.
For exam administration, your information is hosted by the ISTD using software QUEST.
All of the above platforms are password protected and accessed via a computer, phone or tablet.
We always keep a printed register onsite relevant to the class or event being held, in case the technology we are using fails in an emergency. All registers when not in use are in a locked container. Our WhizzTeam are aware of this procedure.
Photography and film taken at an event (such as watching week, parties and similar) in a permitted environment will be stored and used by the person who took the content. We encourage those who have taken photographs and
media to store it responsibly and to be mindful of how they share this media. WhizzDance is not responsible for the protection and use of content taken once in a permitted environment.
WEBSITE
Our website is designed, upheld and hosted by Lab Creative Ltd. Servers are protected using HTTPS and SSL technology. Any data provided by you to us will be as secure as it can be. We are fully aware of our responsibilities regarding data under the Data Protection Act 1998 and the General Data Protection Regulation 2018.
1 COOKIES
This website may use cookies to better the overall experience of our users. In accordance with legislation and where necessary, this website ensures the user has the ability to accept and disable the use of cookies.
1.1 WHAT ARE COOKIES
Cookies are pieces of information which are sent from a website to your hard drive while you a viewing a site. These may be used by companies to provide a more personalised experience, for statistical purposes, or for advertisements. The use of cookies is standard practice across the internet and is undertaken by several websites.
Cookies could be either ‘persistent’ or ‘session’ cookies. A persistent cookie will be stored by a browser and remain valid until its set expiration date and can be deleted by the user prior to expiry. A session cookie expires at the end of the user session on a website once the browser has been closed.
As there are links to external sites, users are advised to be aware of the possible use of cookies. Where applicable and in accordance with legislation, these sites should use a cookie control system which allows the user to give explicit permission or deny the use of cookies.
1.2: WHAT WE USE COOKIES FOR
We may use cookies for a number of reasons including:
To provide a more interactive and personal user experience
For statistical purposes
To show adverts that you may be interested in and control the number of times you see them
It is important to note that disabling cookies may have a negative impact on how a site runs.
1.3: COOKIES USED BY SERVICE PROVIDERS
Third-party companies that are providing a service for us or our website may use cookies and these may be stored on your computer when you visit our website.
Google Analytics is used to analyse the use of our website. Information is gathered about website use via cookies and any information gathered is used to create reports about the use of our website. For more on Google’s privacy policy, see here.
1.4: COOKIE DISABLING
If you would like to disable the use of cookies when you visit a website you can do this from your internet browser. The links below provide instructions on how to do this. Once you click on an external link, this Privacy Policy no longer applies.
Internet Explorer
Mozilla Firefox
Google Chrome
Apple Safari
DISPOSAL OF PRINTED AND PAPER DOCUMENTS
Any documents that hold your personal data that are no longer relevant are responsibly disposed of and shredded or destroyed using a data defender as soon as possible after the data is no longer needed.
UPDATING YOUR DETAILS
WhizzDance requests that any changes in contact information are communicated with us immediately.
You have the right to access and update your details personally. If requested, we will send you a link to log in to your customer portal where you can update your personal information on our system. Please contact us via email if you would like to update your details personally.
If you would prefer for us to update your customer information for you, please send this information to us via email. All emails containing personal data will be deleted after use.
WHAT HAPPENS TO MY DATA AFTER I LEAVE WHIZZDANCE?
If you leave WhizzDance, then please be aware we will need to keep your information on file for 7 further years because of our ongoing HMRC obligations, even though we no longer need the information for our day-to-day purposes.
First aid records must be kept for 3 years.
You will be offered the opportunity to be contacted regarding WhizzDance events such as fundraising events and camps as an inactive customer.
INFORMATION ABOUT WHIZZDANCE TEAM AND VOLUNTEERS
When you begin your involvement with WhizzDance, whether as a paid teacher or administrative employee, or as a volunteer, we will record basic contact information such as; name*, address*, phone numbers*, and e-mail address*. If appropriate, we may also collect your CV, photos, and DBS Certificate, and we will ask for your permission to retain these. Finally, we may ask you to sign various documents such as our Safeguarding Policy, our Data Protection Policy, and an Employment Contract, all of which we will retain.
If you complete your work with WhizzDance, you may ask us to delete all of the information we have stored about you. This excludes invoicing information as we are required by HMRC to keep this data for 7 years.
DATA PROTECTION OFFICERS
The WhizzDancer Data Protection Officer is Maria Brodmann, missmaria@whizzdance.com
The Deputy Data Protection Officer is Beth Garcia, missbeth@whizzdance.com
If you have any questions about our Privacy Policy or if you wish to update or remove any of your personal information, please contact WhizzDance via email on info@whizzdance.com
