Privacy policy

This policy explains how HK Dance Studios collects, uses, and protects personal data when you visit hkdancestudios.co.uk, contact us, or book a class with us. It is written to comply with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations 2003 (PECR).

1. Who we are

HK Dance Studios is operated by Dionne Dalton (with HK Dance Studios Ltd registration in progress). We are the data controller for the personal data described in this policy.

• Address: Summerhill Farm, Noak Bridge, Billericay CM11 2UJ, United Kingdom
• Email: info@hkdancestudios.co.uk
• Phone: 07771 970 515

2. The personal data we collect

We only collect what we need to respond to enquiries, book trials and classes, and run the school.

From our trial-booking form

• Parent or guardian name and contact details (email, phone)
• Dancer’s first name and age or date of birth (so we can place the dancer in the right class)
• Preferred venue and discipline
• Anything you tell us in the “notes” field

When you contact us by email or phone

Whatever you choose to share. We do not record phone calls.

Photos and video taken at classes, performances, and events

We sometimes take photos and video at classes, showcases, and the annual show for use on our website, social media, and printed marketing. We rely on parental or guardian consent (or the dancer’s own consent if they are 18 or over). You can withdraw consent at any time by emailing us. See clause 8 of our Terms for the full image-use detail.

Standard server logs

Our website is hosted by Vercel, which records the IP address, browser type, and pages visited as part of standard server operation, for security and abuse prevention.

3. How we use your data, and our lawful basis

Under UK GDPR we must have a lawful basis for processing personal data. Ours are:

Booking and delivering classes

Lawful basis: performance of a contract with you (or steps to enter one).

Replying to your enquiry, including by email or phone

Lawful basis: legitimate interests (responding to someone who has contacted us).

Sending marketing emails about classes, shows, or term-time updates

Lawful basis: consent. You can withdraw consent any time by clicking unsubscribe or emailing us.

Photos and video for marketing use

Lawful basis: consent from the parent or guardian (or the dancer if 18 or over).

Server logs and site security

Lawful basis: legitimate interests (running and protecting the site).

Meeting our legal obligations (tax, accounting, safeguarding records)

Lawful basis: legal obligation.

4. Children’s data

We are a children’s dance school, and most of our data subjects are under 18. Under UK GDPR Article 8, where we rely on consent to process personal data of a child under 13, that consent must be given by the parent or holder of parental responsibility.

When a parent or guardian uses our trial-booking form or contacts us about a child, we treat that as the parent or guardian consenting on behalf of the child for the purposes set out in this policy. Children aged 13 and over may give their own consent for marketing emails sent directly to them.

5. Who we share your data with

We do not sell your personal data. We share it only with service providers who help us run the school, and only for the purposes described above. The main ones are:

• Vercel– website hosting and form processing
• Google Workspace– email (info@hkdancestudios.co.uk) and document storage
• Email-sending services(such as Resend or similar) – for transactional and marketing emails, when added
• Our accountant and bookkeeping software– for invoicing and tax records
• UK regulators and authorities– where required by law (for example HMRC, the police, or the ICO)

Each provider is contractually required to handle personal data under UK GDPR-equivalent standards.

6. International transfers

Some of our service providers (including Vercel and email tools) are based in or transfer data to the United States. Where this happens, the transfer is protected by the UK Government’s International Data Transfer Agreement, the UK Addendum to the EU Standard Contractual Clauses, or an equivalent safeguard recognised under UK GDPR.

7. How long we keep your data

• Trial enquiries that don’t convert: kept for 24 months, then deleted.
• Active student records: kept while the dancer attends, and for 6 years after leaving (to meet UK accounting and limitation-period requirements).
• Marketing email lists: kept until you unsubscribe, or after 2 years of no engagement.
• Server logs: kept for up to 90 days.
• Photos and video: kept while consent is in place, deleted on withdrawal of consent.

8. Your rights under UK GDPR

You have the right to:

• Access the personal data we hold about you (a Subject Access Request)
• Have inaccurate data corrected (rectification)
• Have your data erased, where applicable
• Restrict how we use your data
• Receive your data in a portable format
• Object to our processing
• Withdraw consent at any time, where we rely on consent
• Not be subject to decisions made solely by automated processing

To exercise any of these rights, email info@hkdancestudios.co.uk. We will respond within one calendar month.

9. Cookies

See our separate Cookies policy for details on the cookies and similar technologies we use under PECR.

10. Complaints

If you are unhappy with how we have handled your personal data, please contact us first so we can try to put it right. You also have the right to complain to the UK’s data protection regulator:

11. Changes to this policy

We will update this page if our practices change. The “last updated” date at the top tells you when. For significant changes affecting how we use existing data, we will email registered families.