Privacy Policy

Last updated: August 2026

UpTop Dance Ltd is committed to protecting the privacy and personal information of our students, parents and guardians.

This Privacy Policy explains what personal information we collect, why we collect it, how we use and protect it, who we may share it with and your rights under UK data protection law.

For the purposes of UK data protection legislation, UpTop Dance Ltd is the data controller of the personal information described in this Privacy Policy.

1. Who We Are

UpTop Dance Ltd provides dance classes, workshops, performances, competitions, events and other dance-related activities for children and young people.

UpTop Dance Ltd is a company registered in England and Wales and is the data controller responsible for the personal information described in this Privacy Policy.

For any questions regarding this Privacy Policy or the way we collect, use or protect personal information, please contact us using the details above.

2. What Information We Collect

We only collect personal information that is reasonably necessary to provide our services, operate our dance school and keep our students safe.

Information About Students

Depending on the activities a student takes part in, we may collect:

• Full name
• Date of birth and age
• Home address
• Dance class, level and attendance information
• Emergency contact information
• Relevant medical conditions, allergies, injuries, disabilities or other health information that we need to know to keep the student safe
• Information about additional support or accessibility requirements
• Competition, performance and event participation information
• Photographs and videos, where applicable
• Records relating to communication, incidents or safeguarding matters where necessary

Information About Parents and Guardians

We may collect:

• Parent or guardian name
• Home address
• Email address
• Telephone number
• Emergency contact details
• Relationship to the child
• Payment and transaction information
• Communication preferences
• Correspondence with UpTop Dance Ltd

Website Information

When you use our website or contact us online, we may collect:

• Information submitted through contact or registration forms
• Email address and telephone number
• IP address
• Device and browser information
• Cookie and website usage information, where applicable

3. Why We Collect and Use Personal Information

We use personal information for purposes including:

• Registering students for classes
• Managing class bookings and enrolments
• Maintaining class and attendance registers
• Contacting parents or guardians about classes
• Informing you about timetable changes, cancellations or other important information
• Managing payments and maintaining financial records
• Keeping students safe while they are in our care
• Contacting parents or emergency contacts where necessary
• Providing teachers with relevant medical or emergency information
• Responding appropriately in the event of an accident or medical emergency
• Organising performances, shows, competitions, workshops and other events
• Entering students into external competitions or events
• Managing trips and activities
• Responding to enquiries
• Managing complaints or incidents
• Meeting safeguarding responsibilities
• Meeting our legal, accounting, insurance and regulatory obligations
• Taking and using photographs or videos where appropriate
• Promoting UpTop Dance Ltd and its activities where we have an appropriate lawful basis to do so
• Sending information about workshops, holiday activities, events and other opportunities where permitted by law

We do not collect personal information that we do not reasonably need for these purposes.

4. Our Lawful Basis for Using Your Information

Under UK data protection law, we must have a lawful basis for processing personal information. Depending on the reason for processing your information, we may rely on one or more of the following:

Contract

We process certain information because it is necessary to provide the dance classes or other services you have requested from us.

For example, we need a student’s name, age, parent or guardian contact information and class information to manage their enrolment.

Legal Obligation

We may process information where we are required to do so by law, including for accounting, tax, safeguarding or other legal requirements.

Legitimate Interests

We may process personal information where it is necessary for the legitimate operation of UpTop Dance Ltd and where those interests do not override the rights and interests of the individual, particularly where the information relates to a child.

This may include:

• Managing our classes and registers
• Maintaining appropriate records
• Communicating important information to parents
• Protecting our students, staff and organisation
• Managing complaints or disputes
• Improving our services
• Maintaining the security of our website and systems

We take additional care when relying on legitimate interests where children’s information is involved.

Consent

In some circumstances we may ask for consent before using personal information. This may include certain uses of photographs and videos or marketing communications.

Where we rely on consent, you can withdraw your consent at any time. Withdrawing consent does not affect processing that was lawful before consent was withdrawn.

5. Medical and Health Information

Information about a person’s health is considered special category personal data and receives additional protection under data protection law.

We may ask parents or guardians to provide information about medical conditions, allergies, injuries, disabilities or other health matters where this information is relevant to a student’s safe participation in our activities.

We only request information that we reasonably need.

We use this information primarily to:

• Protect the health and safety of the student
• Allow teachers to make appropriate adjustments where required
• Respond appropriately to medical situations
• Provide relevant information to emergency services where necessary

Access to medical information is limited to people who reasonably need the information to keep the student safe.

Where required, we rely on an appropriate lawful basis under Article 6 of the UK GDPR and an appropriate special category condition under Article 9 of the UK GDPR.

Where we rely on explicit consent to process health information, the parent, guardian or other appropriate individual may withdraw that consent.

In an emergency, relevant information may be provided to medical professionals, emergency services or other appropriate persons where necessary to protect someone’s vital interests or as otherwise permitted by law.

6. Children’s Personal Information

As the majority of our students are children and young people, we take particular care when collecting and using their personal information.

Where appropriate, information is collected from a parent or legal guardian rather than directly from the child.

We aim to collect only the information necessary to provide our services and protect the safety and wellbeing of our students.

We do not sell children’s personal information.

We do not use children’s medical information for marketing.

We do not knowingly use children’s personal information for unrelated advertising or profiling purposes.

As children become older and are able to understand how their information is used, their own data protection rights may apply independently of their parents or guardians.

7. Photographs and Videos

As part of our dance activities, photographs and videos may be taken during:

• Classes
• Workshops
• Performances and shows
• Competitions
• Events
• Video shoots
• Promotional activities

Photographs and videos may be used, where appropriate, on:

• Our website
• UpTop Dance Ltd social media accounts
• Printed promotional materials
• Posters and flyers
• Promotional videos
• Other UpTop Dance Ltd marketing materials

Where required, we will obtain appropriate consent or otherwise ensure that we have an appropriate lawful basis before using identifiable images of students.

Where we rely on consent, consent can be withdrawn by contacting us.

Withdrawal of consent will apply to future use. We will take reasonable steps to remove images under our control where appropriate, although we may not always be able to remove material that has already been printed, distributed, shared by others or otherwise placed outside our control.

We take particular care when publishing images of children and consider their privacy and safeguarding when deciding how photographs or videos are used.

8. Competitions, Performances and External Events

Students may have opportunities to participate in competitions, performances, workshops and other activities organised by third parties.

Where a parent or guardian agrees for their child to participate, we may need to provide limited personal information to the organiser.

This may include:

• Student name
• Date of birth or age category
• Dance category or level
• Team or crew name
• Competition membership information
• Other information required by the organiser

We only share information that is reasonably necessary for participation.

The external organiser may become a separate data controller for information provided to them and may have its own privacy policy.

9. Who We Share Personal Information With

We do not sell or rent personal information.

However, we may share information with organisations that help us operate our business or provide our services.

Depending on the circumstances, these may include:

• Website and hosting providers
• Email providers
• Class registration and management platforms
• Payment processors and banking providers
• Cloud storage and IT service providers
• Accountants and professional advisers
• Insurance providers
• Dance competition organisers
• Performance and event organisers
• Venues
• Travel or accommodation providers where required for organised trips
• Photographers or videographers where applicable
• Government, regulatory or law enforcement bodies where legally required
• Safeguarding authorities where necessary
• Medical professionals and emergency services where necessary

Where another organisation processes information on our behalf, we take reasonable steps to ensure appropriate data protection arrangements are in place.

Where another organisation is an independent data controller, its own privacy policy will apply to its processing of personal information.

10. Payments

Where you make payments to UpTop Dance Ltd, payments may be processed through third-party payment providers or banks.

We may retain information about:

• The person making the payment
• Amount paid
• Date of payment
• Service or class paid for
• Payment status
• Transaction reference

We do not normally store complete payment card details ourselves where payments are processed by an external payment provider.

The payment provider will process payment information in accordance with its own privacy policy and legal obligations.

11. Marketing Communications

We may contact parents and guardians with information directly related to their child’s classes or services. These are service communications and may include timetable changes, cancellations, payment information and information required for participation in classes or events.

We may separately send information about:

• New classes
• Workshops
• Holiday activities
• Events and performances
• Competitions
• Other UpTop Dance Ltd services and opportunities

Where consent is required for electronic marketing, we will ask for it.

In circumstances where the law permits us to contact existing customers without separate consent, we may do so in accordance with applicable electronic marketing rules.

You can opt out of marketing communications at any time by using the unsubscribe option provided, where available, or by contacting contact@uptopdance.com.

Opting out of marketing will not stop us contacting you with essential information relating to your child’s existing classes, bookings, payments, safety or participation.

12. How We Store and Protect Personal Information

We take reasonable technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.

Our information is primarily stored electronically.

Security measures may include:

• Password-protected accounts
• Access controls
• Secure online platforms
• Restricted access to student information
• Appropriate account and device security
• Limiting access to information to people who reasonably require it

Teachers may have access to class registers, emergency contact information and relevant medical information where this is necessary to safely supervise students.

We regularly consider what information needs to be accessible and aim to restrict access to those who genuinely need it.

13. International Data Transfers

Some of the technology providers we use may store or process personal information outside the United Kingdom.

This may include providers operating servers or services in the European Economic Area, the United States or other countries.

Where personal information is transferred outside the UK, we take reasonable steps to ensure that an appropriate lawful transfer mechanism and safeguards are in place where required by UK data protection law.

These may include UK adequacy regulations, approved contractual safeguards or other legally recognised transfer mechanisms.

14. How Long We Keep Personal Information

We do not keep personal information indefinitely.

How long information is retained depends on why it was collected and any legal, safeguarding, insurance, accounting or regulatory requirements that apply.

For example:

• Financial and accounting records may normally be retained for up to six years or for another period required by law
• Active student registration information is normally retained while the student attends UpTop Dance Ltd
• Emergency and medical information is reviewed and retained only for as long as it is reasonably necessary
• Enquiry information that does not lead to registration will normally be deleted when it is no longer required
• Marketing information may be retained until you unsubscribe, withdraw consent or we determine that it is no longer appropriate to retain it
• Incident, accident, safeguarding, insurance or legal records may need to be retained for longer periods depending on the circumstances and applicable legal requirements

When personal information is no longer required, we will securely delete, anonymise or otherwise dispose of it where appropriate.

15. Your Data Protection Rights

Depending on the circumstances, you may have the following rights:

Right to Be Informed

You have the right to know how your personal information is collected and used.

Right of Access

You can ask us for a copy of personal information we hold about you or your child where you are entitled to make the request on their behalf.

Right to Rectification

You can ask us to correct information that is inaccurate or incomplete.

Right to Erasure

In certain circumstances, you can ask us to delete personal information. This right is not absolute and we may need to retain information where we have a legal or other valid reason to do so.

Right to Restrict Processing

In certain circumstances, you can ask us to restrict how personal information is used.

Right to Object

You may have the right to object to certain processing, including processing based on legitimate interests.

You have the right to object to the use of your personal information for direct marketing.

Right to Data Portability

In certain circumstances, you may have the right to receive personal information in a structured, commonly used and machine-readable format or ask for it to be transferred to another organisation.

Right to Withdraw Consent

Where we rely on consent, you can withdraw that consent at any time. Withdrawal does not affect the lawfulness of processing carried out before consent was withdrawn.

16. Exercising Your Rights

To exercise any of your data protection rights or ask a question about your information, please contact:

We may need to confirm your identity before providing personal information or carrying out certain requests.

Where a request relates to a child, we may also need to consider whether the parent or guardian is authorised to exercise the relevant right on the child’s behalf, taking into account the child’s age and ability to understand their own data protection rights.

We will respond to requests within the timeframe required by applicable data protection law.

17. Complaints

If you have concerns about how we have handled personal information, please contact us first so that we have an opportunity to investigate and resolve the matter.

Email: contact@uptopdance.com

You also have the right to complain to the UK’s data protection regulator, the Information Commissioner’s Office (ICO).

Visit the Information Commissioner’s Office website

18. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our services, systems, legal obligations or the way we process personal information.

The latest version will be published on our website and the date at the top of this policy will show when it was last updated.

19. Contact Us

For questions about this Privacy Policy, the personal information we hold or your data protection rights, please contact: