Dance Base takes your privacy seriously and we care about how your personal information is used and shared. This policy covers our management of information we gather when you are accessing or using our websites or services or when you contact us and explains how we do so in a GDPR-compliant manner.
What information does Dance Base collect?
We collect the personal information that you provide when you use our website or services, e.g. your name, email address, and company name via our online forms for enquiries, newsletter sign-up and event registration.
We also collect information via cookies and other similar technologies which may include saving cookies to users’ computers. We collect certain information related to your device such as your device’s IP address, referring website, what pages your device visited, and the time that your device visited our website. For further information, please see our cookie policy.
When you use our booking system (either through the website or by contacting our box office) – we collect personal information you provide to us, e.g. your name, email address, and any other contact or personal information you choose to provide in connection with the delivery of dance classes, studio hire or other Dance Base services.
How do we use the information?
We use the information we collect via for a range of purposes, including setting up customer records in our box office system, providing and operating services, processing financial transactions, customer support, investigation of fraud and illegality, and any other purpose about which we notify customers and users.
We use the information we collect via our website for administration and reporting purposes including (but not limited to) troubleshooting, performance analysis, statistical analysis and testing to improve our website.
We may also use the information you send to us via our website and/or services, to communicate with you via email (and possibly other means) regarding products, services, offers, promotions and events we think may be of interest to you, or to send you our newsletter. You will always be able to opt-out of such communications at any time (see the “What choices do I have” section below).
E-Newsletter
We use a third-party provider, Mailchimp, to deliver our monthly e-newsletters. We gather statistics around email opening and clicks using industry standard technologies to help us monitor and improve our e-newsletter. For more information, please see Mailchimp’s privacy notice.
Bookings/CRM
We use a third-party provider, MINDBODY, as our CRM (Customer Relationship Management), to manage our classes, studio bookings, customer records, and financial transactions. For more information, please see MINDBODY’s privacy policy.
Web analytics
We use a third-party provider, Google Analytics, to analyse our web traffic. For more information, please see Google’s privacy notice.
Third party sharing
We do not sell your personal information to anyone under any circumstances.
Under certain circumstances we may be required to disclose your personal information in response to valid requests by public authorities such as the Police or security services.
Legitimate Interests
“Legitimate Interests” means the interests of our company in conducting and managing our business to enable us to give you the best service/products and the best and most secure experience. For example, we have an interest in making sure our marketing is relevant for you, so we may process your information to send you marketing that is tailored to your interests. It can also apply to processing that is in your interests as well. For example, we may process your information to protect you against fraud when transacting on our website, and to ensure our websites and systems are secure.
When we process your personal information for our legitimate interests, we make sure to consider and balance any potential impact on you (both positive and negative), and your rights under data protection laws. Our legitimate business interests do not automatically override your interests – we will not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).
If you have any concerns you have the right to object to processing that is based on our legitimate interests.
Is Personal Information about me secure?
We use appropriate technical, organisational and administrative security measures to protect any information we hold from loss, misuse, unauthorised access, disclosure, alteration and destruction. Unfortunately, no company or service can guarantee complete security. Unauthorised entry or use, hardware or software failure, and other factors may compromise the security of user information at any time.
What choices do I have?
You can always opt not to disclose information to us, but keep in mind some information may be needed to register with us or to take advantage of our services. You can opt-out of receiving promotional or marketing communications from us at any time by using the Manage Preferences page or unsubscribe link in the email communication we send. If you have engaged in any of our services we may send you non-promotional service related communications.
Retention Period
Where your data forms part of a legal agreement between us, e.g. a safety agreement, we may retain that data indefinitely on the basis that we might need it to defend ourselves in a future case between us. If your data is needed for us to provide you with a forthcoming activity or event, we will retain your data at least until after the activity or event. If you ask us to remove your data before the activity or event, we might not be able to provide you with that activity or event. After an activity or event, your data may be retained until you request that we remove it from the system on the basis that by retaining your data we make it easier for you to buy from us again. If you don’t buy from us again for a period of greater than three years, we may remove your data from our systems.
Children and young people
We are particularly concerned to protect the privacy of children and young people. We are confident that our systems and processes are fair to children, protect their rights and freedoms, and are in line with their reasonable expectations and those of their parents. We take responsibility for identifying the risks and consequences of processing children’s data. Sometimes we may need to check your age, which might mean we need to contact your parent or guardian.
Linked websites
For your convenience, hyperlinks may be posted on our website that link to other websites. We are not responsible for, and this Privacy Policy does not apply to, the privacy practices of any linked sites or of any companies that we do not own or control. We encourage you to read the privacy statements on the other websites you visit.
Do you have questions about this policy?
If you have any questions or concerns regarding our privacy policies, please contact us at dance@dancebase.co.uk
Our postal address is Dance Base, 14-16 Grassmarket, Edinburgh, EH1 2JU. Dance Base is a Scottish Charity (No. SC022512) and company limited by guarantee (Company No. 145736). Our VAT number is 663852510.
What if I have a complaint?
If you wish to make a complaint about the way we have handled your personal information, you can contact the Information Commissioner’s Office which oversees data protection law.
Dance Base ICO registration reference: Z9446458
Updates
We keep our privacy notice under regular review. This privacy notice was last updated on 14 September 2022.
Thanks for The support
As a registered charity, Dance Base exists to bring the joy of dance to everyone and to support independent dance artists across Scotland. We rely on the generous support of funders and donors to help keep our programmes accessible to all.
Please consider making a donation today.
