Privacy Policy

Flame Dance Studios Limited

Last reviewed: 21 October 2026

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1. Who We Are

Flame Dance Studios Limited provides dance classes, examinations, performances, workshops and related activities for children and young people.

We are the data controller for personal information collected in connection with these services.

For privacy enquiries or to exercise your data protection rights, please contact:

Email: info@flamedancestudios.com
Website: www.flamedancestudios.com

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2. Information We Collect

Depending on the services used, we may collect:

• Parent and guardian names, email addresses, telephone numbers and contact information.

• Children's names, dates of birth, school years and class enrolments.

• Emergency contact and authorised collection information.

• Attendance, absences, catch-up bookings and participation records.

• Medical conditions, allergies, disabilities, injuries and additional support information relevant to safe participation.

• Tuition charges, payment status, transaction history and financial records.

• Examination entries, results and progress information.

• Photographs, videos, audio recordings and class memories.

• Messages, enquiries, complaints and correspondence.

• Account information and technical information needed to operate our websites, Parent Portal and Student Area.

• Consent and communication preference records.

We aim to collect only the information reasonably necessary for the relevant purpose.

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3. Why We Use Personal Information

We process information to:

• Respond to enquiries and arrange trials.

• Manage enrolment, class allocation and attendance.

• Deliver dance lessons and support dancers' progress.

• Administer payments and maintain financial records.

• Organise examinations, rehearsals, performances and other events.

• Communicate with parents about lessons and studio activities.

• Support children's health, safety, inclusion and safeguarding.

• Operate the Flame Parent Portal and Flame Student Area.

• Share appropriate learning resources and memories.

• Meet legal, regulatory, accounting and safeguarding obligations.

• Improve the reliability and security of our services.

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4. Our Lawful Bases

Depending on the purpose, we rely on one or more lawful bases under the UK GDPR.

Contract: Where processing is necessary to provide agreed dance services, manage enrolment and administer tuition.

Legal obligation: Where information is required for accounting, tax, safeguarding or other legal responsibilities.

Legitimate interests: Where necessary for appropriate studio administration, service improvement, security, communication and record keeping, balanced against individuals' rights and interests.

Consent: Where we ask for a specific optional use, such as certain public promotional photographs or marketing communications.

Vital interests: Where necessary to protect someone's life in an emergency.

Information concerning health, disabilities or other special-category matters is processed only where an additional lawful condition applies. We limit access and use appropriate safeguards.

Where consent is relied upon, it can be withdrawn at any time. Withdrawal does not make earlier lawful processing unlawful.

 

5. Children's Information

We recognise that children's personal information requires particular care.

We collect information relevant to children's participation, learning, safety and wellbeing.

Parents and guardians generally provide information when enrolling younger children, although children also have their own data protection rights.

We aim to provide information in an understandable way and to respect children's developing understanding and privacy.

We do not use children's personal information for unrelated advertising or sell it to advertisers.

 

6. Parent Portal and Student Area

The Flame Parent Portal allows authorised parents and guardians to manage information about their household and dancers.

The separate Flame Student Area provides access to appropriate learning resources without exposing parent payment and account-management functions.

We use account authentication, access controls and other security measures designed to protect information.

Parents should keep their account credentials secure, supervise children's use where appropriate and contact us promptly if they suspect unauthorised access.

 

7. Payments

We use Stripe to support secure payment processing.

We receive information necessary to manage tuition, reconcile payments and maintain financial records.

Payment card information is handled through the relevant payment service rather than being made available to our teaching staff as full card details.

Stripe may also process information as an independent controller for certain payment-related purposes under its own privacy information.

 

8. Service Providers and Information Sharing

We use trusted service providers to operate and support our services. Depending on the function, these may include:

• Stripe for payments.

• Supabase for database and application services.

• Cloudflare for relevant media and infrastructure services.

• Wix for website services.

• Mailchimp for email communications.

• Other authorised technology, hosting, messaging or professional service providers where applicable.

These providers may process information on our behalf or act as independent controllers for particular purposes.

We may also share relevant information with examination bodies, event venues, insurers, professional advisers and statutory authorities where necessary and lawful.

We do not sell children's or families' personal information.

 

9. Photographs and Videos

We may create and store images and recordings for teaching, class memories, performances and studio communications.

Access and use depend on the purpose and the relevant privacy information or permissions.

Restricted access does not eliminate all risks of onward sharing. We ask families to respect other children's privacy and not redistribute private content without appropriate permission.

Public promotional uses are managed separately from ordinary enrolment and teaching activities.

Where consent is the lawful basis, families can withdraw it for future use by contacting us.

We will consider requests concerning existing material in accordance with applicable data protection law and the circumstances of its publication.

 

10. Communications

We send operational communications relating to enrolment, payments, classes, safety, shows and other studio services.

We may also send optional promotional communications where permitted by applicable marketing and privacy rules.

Families can use unsubscribe options where available or contact us to update their preferences.

Essential service communications may still be necessary while a child remains enrolled.

 

11. How Long We Keep Information

We retain information only for as long as reasonably necessary for the purpose collected, including applicable legal, financial, safeguarding and dispute-resolution requirements.

Different records have different retention periods.

For example, accounting records may need to be retained for statutory periods, while routine enquiries and temporary operational information may be deleted sooner.

Safeguarding records may require longer retention because of their sensitivity and potential future relevance.

We review information and remove or anonymise it when it is no longer required, subject to lawful retention obligations.

 

12. International Processing

Some technology providers may process or store information outside the UK.

Where international transfers are subject to UK data protection restrictions, we seek to ensure an appropriate transfer mechanism and safeguards are in place.

Further information can be requested using the contact details below.

 

13. Security

We use appropriate organisational and technical measures intended to protect personal information against unauthorised access, loss, alteration and misuse.

Access is limited according to role and operational need.

No digital system can be guaranteed completely secure, but we review and respond to identified security risks.

 

14. Your Rights

Subject to applicable conditions and exceptions, individuals may have rights to:

• Access personal information.

• Correct inaccurate information.

• Request erasure.

• Restrict certain processing.

• Object to certain processing.

• Receive information in a portable format where applicable.

• Withdraw consent where consent is relied upon.

To make a request, email info@flamedancestudios.com.

We may need to verify identity or authority before releasing information, particularly where children's information is involved.

You can also raise a complaint with the Information Commissioner's Office (ICO) at https://ico.org.uk.

 

15. Cookies and Website Technology

Our website and digital services may use cookies or similar technologies necessary for security, authentication and functionality.

Optional analytics, advertising or other non-essential technologies will be managed in accordance with applicable consent requirements.

Further information should be provided through our website's cookie information and preference controls.

 

16. Changes to This Policy

We review this Privacy Policy when our services, technology or legal responsibilities change.

Material changes will be communicated where appropriate.

Privacy enquiries

Flame Dance Studios Limited
info@flamedancestudios.com

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