Privacy & Data Protection

Kate McWilliam School of Movement

Effective from: August 2025

We take your privacy seriously. This policy explains what personal data we collect, why we need it, how we keep it safe, and your rights under UK data protection law (including the General Data Protection Regulation – GDPR).

Who We Are

Kate McWilliam School of Movement offers acrobatics, dance, and circus classes for children and young people. We're committed to protecting the personal data of our students, families, and staff

What We Collect

We may collect the following information:

  • Student names, dates of birth, and relevant medical information

  • Parent/guardian contact details (email, phone number, address)

  • Emergency contact information

  • Attendance records

  • Payment and invoicing details

  • Photos or videos (with written consent only)

Why We Collect It

  • We collect personal data to:

  • Deliver safe, tailored classes

  • Communicate with families

  • Manage bookings and payments

  • Respond to emergencies

  • Promote the school (only with permission for photos/videos)

  • Meet legal requirements (e.g. insurance, safeguarding, tax records)

How We Keep It Safe

  • Digital data is stored in password-protected systems (e.g. email, payment platforms, secure spreadsheets)

  • Paper records (like registers and medical forms) are stored securely and destroyed when no longer needed

  • Only authorised staff can access personal data

When We Share Data

We will never sell or share your information for marketing. We may share limited data only when necessary, such as:

  • With emergency services (in the event of an incident)

  • With legal or insurance professionals (if required)

  • With HMRC or regulators (if legally obligated)

Media Consent

Photos or videos of students are only used on our website, social media, or promotional materials with clear written consent from a parent or guardian.

You can withdraw your consent at any time — just get in touch.

How Long We Keep Your Data

We only keep data for as long as we need to:

  • Contact details: up to 1 year after your last class

  • Accident/incident records: 3–6 years (depending on age)

  • Financial records: 7 years (HMRC requirement)

Your Rights

You have the right to:

  • Ask what data we hold about you or your child

  • Request a correction or deletion

  • Withdraw photo/media consent

  • Lodge a complaint with the Information Commissioner’s Office (ICO)

To request, change, or remove your data, please contact: acrobatkate@hotmail.com

Reviewing This Policy

We review this policy annually or when regulations change.