UKAdance Ltd is committed to protecting your privacy. Any personal data will be held fairly, in a transparent manner and processed lawfully in accordance with the General Data Protection Regulations (GDPR).
Lawful basis for processing personal data
The GDPR requires a clear legal basis for processing an individual’s personal information. UKAdance Ltd processes this data under “legitimate interests”. The data processed under this includes but is not limited to membership details, qualification details, communication regarding membership and/or examination matters, for other areas UKAdance Ltd will rely on consent.
What we collect
We may collect and hold the following information
- contact information including email address
- membership details
- dance school details
- qualifications held
- examination sessions held
in order to provide membership and examination services which include, but not limited to, administration of membership, professional examinations, amateur assessment sessions, regulated grades, annual conference, AGM, seminars and competitions.
What we do with the information we gather
We require this information in order to provide you with the membership and/or examination services that we offer.
- Internal record keeping.
- We will periodically send you emails and/or letters regarding important information, examination services/products, events and information that we believe will be essential or of interest to you.
- From time to time, we may also use your information to contact you for market research purposes. We may contact you by email, phone, fax or mail. We may use the information to customise the services that we offer to you.
UKAdance Ltd retains certification & qualification details, under Legitimate Interests, even when a member has lapsed to allow for confirmation of qualification should it be needed and to allow for re-joining at a later date.
We hold candidate details in order to issue certificates and awards for assessment sessions. These details are stored indefinitely so that we can confirm qualifications at a later date should it be necessary. Information that we hold for students for non-regulated assessments is limited to Name, Dance School and Assessment taken, this information is not shared unless required to do so by law.
Regulated Grades sessions
Personal details for Regulated Grades students are held for the purposes of the examination process. These details are stored indefinitely so that we can confirm qualifications at a later date should it be necessary. The information that we hold is candidates’ name, address, date of birth and qualifications taken. These details are passed to an overseeing body for ratification and processing in accordance to OFQUAL and SQA guidelines.
Controlling your personal information
We may use your personal information to send you information, such as newsletters relating to UKAdance events and activities. If you have previously agreed to us using your personal information for these purposes, you may change your mind at any time by writing to us at Centenary House or emailing us at firstname.lastname@example.org
Who we share your information with
UKAdance Ltd relies on third parties for some services. These parties, also known as “Data Processors”, in relation to personal data, means any person (other than an employee of the data controller) who processes the data on behalf of the data controller.
We use 8bits Media Ltd to host our website. Your data is stored on servers located in the UK and is held securely in two geographically separate locations (one being a backup). They treat any information on our website as confidential and may not use your information other than the purpose of hosting the website. All data you enter into the UKAdance website is transmitted over the Internet using encryption. If you have any questions pertaining to the storage of your data, you can contact 8bits directly at email@example.com.
PayPal and WorldPay are the payment methods used via the website and we only receive notification of your payment. No credit card information passes through, or is stored on the UKAdance website. Credit card transactions are handled directly by WorldPay or PayPal and all such details are transmitted over the Internet using encryption. Transax is used for payments at the office and your details are used in accordance with their guidelines.
When sending Awards and Certificates we will share your address with the delivery service. We use DPD, Parcel Force and Royal Mail.
We are committed to keeping your information secure. To prevent unauthorised access to your information we have put in place suitable safeguard procedures including physical and electronic.
Links to other websites
Our website contains links to other websites that we feel are of interest to our members. However we do not have any control over those websites and therefore we accept no responsibility for the privacy and protection of any of your information/details that you choose to provide whilst visiting such site/s. Any website that you click a link to is/are not governed by this privacy statement. Always exercise caution before giving any personal details, check the privacy statement of the website in question.
The GDPR principles can be found here
The GDPR includes the following rights for people:
- the right to be informed;
- the right of access;
- the right to rectification;
- the right to erasure;
- the right to restrict processing;
- the right to data portability;
- the right to object; and the right not to be subject to automated decision-making including profiling.
This policy statement may, from time to time, be changed but an updated copy will be posted on the website and will also be available from Centenary House upon request.