read our
Privacy Policy
1. Who we are
Rosy Thompson Academy of Dance Ltd (“the Academy”, “we”, “us”) is a performing arts school for children and young people aged 3 to 18. We are the “controller” of the personal information described in this policy, which means we decide how and why it is used.
- Address: 35 Westgate, Huddersfield, HD1 1PA
- Email for anything about your information: office@rosythompsonacademyofdance.com
- Person responsible for data protection: Michael Reeve, Business Manager
- Registered with the Information Commissioner’s Office (ICO), registration number: ZC269218
We are committed to protecting your and your children’s privacy. This policy explains what information we hold, why we hold it, who sees it, how long we keep it and what your rights are.
2. The information we hold
| About | What we hold |
| Parents and guardians | Name, address, phone number, email address, invoices and payments, your choice about marketing emails, and your signature on our terms and conditions |
| Pupils | Name, date of birth, gender, school, the classes they attend and their attendance, medical conditions and allergies you tell us about, notes for teachers, and your choices about filming and photographs |
| Emergency contacts | Name, relationship to the child and phone number |
| Holiday camp and course bookings | The child’s name, date of birth, allergies and medical conditions, school, parent and emergency contact details, and photograph consents |
| Uniform orders | What was ordered, for which child, and when it was handed out |
| The parents’ app | The email address you sign in with, when you opened a message from us and, if you switch on notifications, a code that identifies your phone so that we can send them |
| Photographs and videos | Taken in classes and at events by our teachers |
| Visitors to our website | Technical information such as your device, browser and the pages you visit (see “Cookies” below) |
We do not hold your bank or card details. Card payments on our website are handled by our payment provider: we see that a payment was made, by whom, how much and what for, but never the card number. Invoices are paid by bank transfer.
3. How we collect it
- From you, when you fill in our registration form, the “check your details” page, the parents’ app, or a booking or order on our website.
- From you in person, by phone or by email.
- From our teachers, who record attendance and may add notes about a class.
We ask only for what we need. Where something is optional, the form says so.
4. Why we use it, and what allows us to
| What we use it for | What the law calls this |
| Running classes, camps, shows and exams; taking registers; sending invoices and recording payments; telling you about changes to classes | Performing our contract with you |
| Knowing about medical conditions and allergies, and who to call in an emergency, so that children are safe in our care | Your explicit consent, given on our forms; and, in an emergency, protecting the child’s vital interests |
| Photographs and filming | Your consent, recorded for each child. We check it before any image is used |
| Marketing emails about classes, courses and events | Your consent. You can change your mind at any time |
| Keeping financial records; safeguarding duties | Legal obligation |
| Improving how we run the Academy; keeping our systems secure | Our legitimate interests, where these do not override your rights |
Information about health is given extra protection by law. We use it only to keep children safe and only show it to the people who need it (see section 5).
5. Who sees your information
Inside the Academy:
- The office sees family and pupil records, invoices and bookings.
- Teachers see the pupils in their classes and can look up any pupil’s classes, medical notes, photograph consents, and parents’ and emergency contact numbers, so they can act quickly if needed. They cannot see home addresses or anything about invoices. Each look-up is recorded.
- Class assistants, some of whom are senior pupils aged 16 or over working under a teacher’s supervision, can see the same pupil information as teachers.
- At holiday camps and courses, the teachers running the camp see the children booked on it, with their allergies, medical notes, photograph consents and the contact numbers given on the booking.
Everyone in the team signs in with a password and a second security code, and must read and confirm our data protection policy.
Outside the Academy, we use the following companies to run our systems. Each acts only on our instructions under a written agreement, and none may use your information for its own purposes:
| Company | What for | Where the information is held |
| Supabase | Our management system’s database and files | United Kingdom (London) |
| Vercel | Running our management system | United Kingdom (London) |
| Resend | Sending our emails | European Union (Ireland). Resend is a company based in the United States. |
| Backblaze | Encrypted back-up copies | European Union |
| Xero | Invoices and payments (billing details only – never medical or class information) | United States |
| Microsoft 365 | Our office email | United Kingdom |
| Stripe | Card payments on our website | United Kingdom, European Union and United States |
| Mailchimp | Sending our marketing emails (your name and email address only, and only if you have said yes) | United States |
| Our website host | Camp bookings and uniform orders | LONDON, UK |
Some of these companies are based outside the United Kingdom. Where information is transferred abroad, it is protected by safeguards recognised under UK data protection law.
We do not sell or rent your information, and we do not share it with anyone for their marketing. We will share information without your consent only where the law requires it or where a child’s safety is at risk (for example with the emergency services or a safeguarding authority).
6. How long we keep it
| Information | How long |
| Family and pupil records | While your child attends, then 6 years for our accounts |
| Medical notes and emergency contacts | Removed 1 year after your child leaves |
| Registers | 3 years |
| Photographs and videos | 3 years, unless you have agreed to longer |
| Holiday camp and course bookings | 3 years after the camp |
| Invoices and payment records | 6 years, as required for tax |
| Back-up copies | Daily copies for 30 days, monthly copies for 12 months, then deleted automatically |
7. Keeping it safe
- Our systems are encrypted, both when information is sent and when it is stored.
- Access is limited by role, so each member of the team sees only what they need.
- The team sign in with two steps (a password and a security code).
- Changes to medical and contact details are recorded.
- Encrypted back-ups are taken every night and kept separately.
- Links we email to you (for example to check your details) are personal to your family and expire.
No system can be guaranteed completely secure. If something goes wrong that could affect you, we will tell you and, where required, report it to the ICO within 72 hours.
8. The parents’ app and “check your details”
You can see and correct the details we hold for your family at any time in the parents’ app, under “My details”. There is no password: you sign in with a link we email to the address we hold for you, which works once and for a short time. The app shows only your own family. From time to time we will also email you a personal link asking you to check that your details are right. Changes you make are saved straight away and recorded.
9. Marketing
We send marketing emails only if you have said yes. You can change your choice at any time in the parents’ app, by using the unsubscribe link at the bottom of any marketing email, or by contacting us. We will still send you messages you need as a customer, such as class changes, closures and invoices.
10. Your rights
You have the right to:
- see the information we hold about you and your children, and have a copy;
- have it corrected if it is wrong or incomplete;
- have it deleted, where we no longer need it or have no legal reason to keep it;
- limit or object to how we use it;
- withdraw consent you have given, for example for photographs or marketing;
- receive your information in a form you can pass to another organisation.
To use any of these rights, contact us at the email address in section 1. We may need to confirm who you are. We will reply within one month. There is no charge.
If you are unhappy with how we have handled your information, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner’s Office: ico.org.uk, telephone 0303 123 1113.
11. Children and young people
Almost all the information we hold about pupils is given to us by their parents or guardians. Older pupils may give us their own mobile number or email address. Young people have the same rights over their own information as adults, and we will take their wishes into account as they get older.
12. Our website and cookies
Our website uses cookies – small files stored on your device – to make the site work and to help us understand how it is used. You can switch cookies off in your browser, though parts of the site may then not work. Our website may link to other websites; this policy does not cover them.
13. Changes to this policy
We review this policy every year and whenever we change how we handle information. This version was updated in October 2026. The previous version was dated November 2020.