What information do we collect?
When joining LiquiDance, the parent/carer of the child attending will receive a welcome pack that gives full details of our terms and conditions of joining. Included within these terms and conditions is a form that requires several signatures of consent.
The personal data collected on this consent form is as follows:
Name of student
Student’s date of birth
Their home address
Two emergency contact names and numbers
A parent/carer’s email address
Consent for the student to leave the building unaccompanied (if of secondary school age)
Details of any medical conditions, medication or allergies
Consent to the student receiving emergency medial treatment
Consent that images/videos taken of our students may be used for advertising purposes, including social media.
If any of the above information is withheld, this may result in your child being prohibited from taking part in select classes/activities with us or from performing at public events with us.
Why do we have this information and how do we use it?
The personal data collected via the welcome packs are stored as a hard copy, which is filed and locked away at the LiquiDance Studios. This is accessible by the teacher and receptionist on duty, to ensure that parent contact details and medical records can be easily accessed in the event of an accident, emergency or safeguarding issue.
In addition to this information being stored, all data collected from our welcome packs is transferred to our online business management and scheduling software; DanceBiz by ThinkSmart Software.
DanceBiz allows us to raise invoices, track attendance and communicate with parents/carers. We also have the ability to send marketing emails using the software, although there is an opt-out link for all marketing emails available with every marketing email sent.
Logging in to the ThinkSmart online portal is only accessible via a security encrypted password. Each member of the LiquiDance teaching team have their own access to the online portal in order to mark registers and track attendance. Our teaching staff only have “Level 1” access, meaning they have no access to customers, waiting lists, statistics, invoicing and setup. They can only view their own class details and no bookings, and they can only view and submit their own attendances. They can only view and edit their own teacher/staff details.
Data is stored within the DanceBiz software via a cloud-based server. This server is hosted in the UK and not outside of the EEA.
LiquiDance keep a physical copy in addition to the online database in order to ensure emergency data is accessible at all times - when access to the internet is not permitted.
LiquiDance are the Data Controller under the jurisdiction of GDPR
ThinkSmart are the Data Processor under the jurisdiction of GDPR
By consenting to our terms and conditions and providing personal data for you/your child, you are agreeing to LiquiDance storing this information for the safety and security of it’s students.
We also use iZettle as an option for payment collection.
iZettle is the data controller for the processing of personal data that takes place when a customer of our Merchant (“End-customer”) chooses to pay
(i) by card through the use of the iZettle app on our Merchant´s smartphone, tablet or other compatible devices connected to an iZettle card reader,
(ii) by invoice and pays such invoice online using a card or any other online payment method made available by us in the relevant jurisdiction,
(iii) through a payment link provided by e-mail, text message or similar communication tool,
(iv) by card online or any other online payment method made available by us in the relevant jurisdiction in the Merchant´s Online Store,
(v) through the use of third party payment providers for the services and/or products provided by any of our Merchants who use iZettle in its physical store or Online Store, as applicable.
iZettle is also the data controller when End-customers want to receive a receipt for the services and/or products provided by any of our Merchants who use iZettle in its physical store or Online Store, as applicable.
Our iZettle app is password protected and is accessible by the Principal and receptionist on duty. No account details inputted at the time of payment are stored.
Why do we need specific information?
Your child’s full name, DOB and home address (including postcode), is required to create an account on our online portal and is required by the local council in order for your child to participate in any showcase events.
We require two contact names/numbers. In the event of an emergency, we need to ensure we can contact parent/carers.
Our main port of communication is email, therefore we require an email address in order to send your monthly invoices. LiquiDance also uses the email address you provide to communicate important information about the business through the means of a monthly newsletter. This includes information such as performance/show information, term dates and changes to the studio’s timetable.
We require details of any medical conditions, medication or allergies, so we can ensure the safety of all our students in the event of an emergency.
Once we have had written notice that your child will no longer be returning to LiquiDance, the month’s notice has been served and all invoices are paid, your account on our online portal will be deleted and the hard copy of your information will be shredded. Our online portal will remove email addresses, phone numbers, DOB's, medical conditions and all other data. However, due to the HMRC legal guidelines, customers who have digital receipts with us, cannot have their addresses removed, as these are required by HMRC for tax purposes.
Other methods of obtaining your data:
We often receive enquiries for new students via phone, email, through our website or on social media/messenger. Any new starters to the school will be invited to attend a free taster session, where they will be issued with a welcome pack. Any personal data provided by you before the receipt of the welcome pack, has been consented to and is stored on the relevant portal, each of which has password protection and is only accessible by the schools’ principal.
How do we protect visitor information?
Any online data stored is password protected. Logging in to the ThinkSmart online portal is only accessible via a security encrypted password. Each member of the LiquiDance teaching team have their own access to the online portal in order to mark registers and track attendance. Our teaching staff only have “Level 1” access, meaning they have no access to customers, waiting lists, statistics, invoicing and setup. They can only view their own class details and no bookings, and they can only view and submit their own attendances. Finally, they can only view and edit their own teacher/staff details.
A hard copy of your information is filed and locked away at the LiquiDance Studios. This is accessible by the teacher and receptionist on duty, to ensure that parent contact details and medical records can be easily accessed in the event of an accident, emergency or safeguarding issue. The key to access this information is safely stored.
Do we use “cookies”?
We may contract with third-party service providers, such as Google and Wix to assist us in better understanding our site visitors. These service providers are not permitted to use the information collected on our behalf except to help us conduct and improve our business.
You can choose to have your computer warn you each time a cookie is being sent, or you can choose to turn off all cookies. You do this through your browser (like Google Chrome, Firefox or Internet Explorer) settings. Each browser is a little different, so look at your browser ‘Help’ menu to learn the correct way to modify your cookies. If you turn cookies off, you won’t have access to many features that make your site experience more efficient and some of our services will not function properly. However, you can still find out information about classes by contacting us directly by phone or email.
Do we disclose the information we collect to outside parties?
We do not sell, trade, or otherwise transfer to outside parties your personally identifiable information. If we were ever to do this, we would provide you with advance notice.
Are there any exceptions to the disclosure of information to outside parties?
Our policy to not sell, trade or transfer information to outside parties does not include website hosting partners and other parties who assist us in operating our website, conducting our business, or servicing you - so long as those parties agree to keep this information confidential.
We may also release your information when we believe release is appropriate to comply with the law, enforce our site policies, or protect ours or others’ rights, property, safety or safeguarding. However, non-personally identifiable visitor information may be provided to other parties for marketing, advertising, or other uses.
How can you opt-out, remove or modify information you have provided to us?
You can contact us directly, either via telephone/email, to remove or modify any information you have provided to us. However, please be aware if you choose to remove information we collect, this may result in your child being prohibited from taking part in select classes/activities with us or from performing at public events with us.
Third party links with LiquiDance:
ThinkSmart, iZettle, *Wakefield Council and the *IDTA (International Dance Teacher’s Association) are the only third parties to have access to data shared with LiquiDance.
We are required to share certain information with Wakefield Council and the IDTA in order to produce show licences and certificates from IDTA examinations.
Changes to our policy:
Questions and feedback:
We welcome your questions, comments, and concerns about privacy. Please send us any and all feedback pertaining to privacy, or any other issue.