Data, policies and trustees report

enriching lives through dance

We are dedicated to providing dance opportunities for a broad and diverse range of people. In this section you will find information on how we store and use your data, our organisations policies and our audited traustees report with financial accounts.

How we use your data

We take your privacy seriously, as such Swindon Dance will be the ‘controller’ of the personal data you provide to us. Information collected and stored will include, name, address, telephone number, email address etc. Our enrollment forms also ask for information about any medical conditions you/your child may have. We also ask for consent to use images and video of children and young people in your care.

Occasionally we conduct surveys which ask for information about disability or ethnic origin. On these occasions we keep this information separate from any names and addresses. This information is used purely for anonymised statistical reporting.

Any information we collect about you/your child will be securely stored and only used for the purposed you agreed to provide it for.

Why we need it

Our basis for processing your data is Performance of Contract. Here are some examples of how we use your information

  • to process your booking
  • to contact you in the event of changes to the activity you have booked or cancellations
  • to contact parents/carers if their children haven’t been collected or have had an accident
  • to let you know about upcoming activities that may be of interest to you

How we store it

On computers all personal information is securely stored on our server. Our computers are password protected and we have procedures to protect information such as ensuring screens are locked when left unattended. Documents containing personal information are stored in locked cabinets in locked offices. Our ticketing provider conforms to Data Protection legislation and has robust security on their system.

We use MailChimp to send out our marketing email. Mailchimp uses servers outside of the EU but are part of the EU-US Privacy Shield, which allows the transfer of data between the EU and the US making Mailchimp compliant with current legislation.

Data Sharing Arrangements

As part of our funding agreement with Arts Council England we agree to share certain information with certain other Arts Council funded organisations. This could either be visiting dance companies performing at our venue or other arts organisations. These organisations may ask us to share the contact details of our bookers so they can send them information about their forthcoming activities. They may also want to analyse where bookers are coming from.

You will be asked to give consent for your data to be used in this way. If you decline then your personal information will not be shared.
We also securely upload our booking data to a third party organisation, Audience Finder, to provide statistical and demographic reports. Audience Finder will not contact you or share your personal information.

How long we keep it

We remove information from our bookings database after 5 years of inactivity.
Enrolment and consent forms are checked each term to ensure they are up to date. Forms are kept for 1 year. Forms for inactive customers will be shredded at the end of the 1 year period.

The Centre for Advanced Training is obliged to keep information for 6 years after the students finish the course. After this time all forms and documents will be disposed of securely.

Want to know what information we hold about you?

You can make a ‘subject access request’ and we will give you a description of the personal data, the reasons it is being processed and whether it will be given to any other organisations or people. We will do this within 28 days of receiving the request.

Removing your details

You have the right to ask us to remove your details from our records. We aim to remove all details within 2 weeks of your request.


If you are not happy with the way we have handled your data you have the right to make a complaint to the Information Commissioners Office (ICO)

Contact us

If you have any queries about the policy or would like to remove your details from our records please email here or call 01793 601700.


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