Data, policies and trustees report

Swindon Dance, enriching lives through dance

At Swindon 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 trustees report with financial accounts.

Equal opportunities, harassment and bullying

We will constantly strive to create an environment representative of and responsible to different cultures and groups where everyone is valued and has an equal chance to succeed. This includes all our employees, full and part-time, freelance tutors, artists and practitioners, associate artists, visiting companies and performers and all our users, customers and service providers.

We aim to ensure all our current and potential staff, guests and users:

    • are treated fairly and with respect,
    • have the right to be free from harassment and bullying of any description, or any other form of unwanted behaviour, whether based on sex, trans-gender status, marital status, race, disability, age, political or religious believes or sexuality, and
    • have an equal chance to contribute and achieve their potential, irrespective of any defining feature that may give rise to unfair discrimination.

It is in all our staff, guests and customers interests to be harmonious and respectful.

We aim to ensure that if inappropriate behaviour does occur in our building or at one of our events that it is dealt with in a serious, sensitive and confidential manner so that the matter can be resolved as quickly as possible for all concerned.

Bullying is regarded as any behaviour, occasional or persistent, by anyone that intimidates or oppresses another person. It invariably has a negative effect on the victim’s self-confidence, self-esteem and general well-being. It can be subtle in nature and is intended to hurt. It can take place with work colleagues, other participants and students in public or in private, at work or socially.

Examples of bullying may include:

    • Shouting or swearing at an individual,
    • Persistent, excessive, unfair or unjustified criticism,
    • Public humiliation and/or insults,
    • Persistent undervaluing of a person’s effort,
    • Constant ignoring of opinions,
    • Withholding information without justification that would be beneficial to an individual,
    • Unjustified, excessive monitoring and/or supervision,
    • Aggressive communications, and
    • Intimidating or threatening behaviour.

All staff, guests and users of Swindon Dance have a responsibility to discourage harassment and prevent it from taking place. If you feel that someone is being a victim to harassment, discrimination and/or bullying please let the teacher, Duty Manager or a member of the reception team know, either in person or via email.

We will deal with all complaints of harassment, discrimination and/or bullying promptly, fairly, sensitively and in confidence.

Your Data

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 enrolment 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 purpose 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
    know about upcoming activities that may be of interest to you

In addition to this, Swindon Dance uses consent to contact people for other purposes such as fundraising.
Swindon Dance does not have express consent for data mining, conducting wealth screening, or producing fundraising plans based on investigating people via social media or other public outlets.

How we store it

On computers all personal information is securely stored in our ICloud. 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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