Privacy Policy | Dew Dance

Dew Dance CIC Privacy Policy

Who we are

Dew Dance CIC is the data controller for the personal information described in this policy. We are a community interest company limited by guarantee, registered in England and Wales (company number 14588059), previously operating as Dew Dance Ltd.

Registered office: 3 Gandon Vale, High Wycombe, HP13 5LG
Email: info@dewdance.co.uk
Website: www.dewdance.co.uk

This policy was first created on 11 October 2022 and last updated on 12 October 2026.

The personal information we collect

What we collect depends on how you take part in our work.

Participants and attendees: name, contact details, address, age and location, emergency contact, registration and PAR-Q forms, health information that helps us keep you safe, feedback and reviews, photographs and videos
Newsletter subscribers: name and email address
Customers, ticket buyers and donors: name, contact details, and order, ticket or donation records
Freelancers, contractors and job applicants: name, contact details, banking details, contract and invoice records, application or CV, DBS check details where the role needs one
Volunteers, directors and community members: contact details, emergency contact details, survey responses, DBS check details where the role needs one
Contacts at funders and partner organisations: name, role, work contact details
Website visitors: cookie and analytics information, and anything you send through a contact form
Anyone involved in a safeguarding concern: details recorded in incident logs and safeguarding records

How we get it

Most of it comes directly from you: through registration and sign-up forms, our website, contact forms, surveys, email, or in person. In some cases it comes from partner organisations we work with on a project.

Why we use it

to provide information about our work and your dealings with us
to understand how we can support you to take part in our activities
to keep you safe during activities and know who to contact in an emergency
to send newsletters and updates to people who have signed up
to take bookings, sell tickets and process payments and donations
to pay invoices and administer contracts with freelancers and contractors
to meet our safeguarding responsibilities
to report to funders and evidence the impact of our work
to respond to enquiries, feedback and complaints
to evaluate job and volunteer applications
to promote our work using photographs and video
to meet our legal, accounting and tax obligations as a company

Our lawful bases and how long we keep information

Under the UK General Data Protection Regulation (UK GDPR) we must have a lawful basis for using your information. The list below shows which basis applies to each purpose and how long we keep the information.

Running activities, taking sign-ups, selling tickets and taking donations. We use your name, contact details and order or donation records. Our lawful basis is contract. We keep financial records for 7 years and other records for 12 months after the activity ends.
Keeping participants safe. We use your emergency contact details and your registration and PAR-Q forms. Our lawful basis is legitimate interests. We keep them for 12 months after you last take part.
Using the health information you give us. We use the health information on registration and PAR-Q forms. Our lawful basis is your explicit consent. We keep it for 12 months after you last take part, or sooner if you withdraw consent.
Safeguarding records and incident logs. We use incident details and DBS check details. Our lawful basis is legitimate interests, and legal obligation where the law requires it. We keep them for 7 years.
Sending newsletters and updates. We use your name and email address. Our lawful basis is consent. We keep them until you unsubscribe.
Using photographs and video. Our lawful basis is consent. We keep images until you withdraw consent, and we review archive copies regularly.
Paying freelancers and administering contracts. We use contact details, banking details, contracts and invoices. Our lawful bases are contract and legal obligation. We keep them for 7 years.
Accounts, tax and Companies House filings. We use financial and company records. Our lawful basis is legal obligation. We keep them for 7 years.
Reporting to funders. We use anonymised or combined information, and identifiable information only with your consent. Our lawful basis is legitimate interests, or consent. We keep it with the funding records, for up to 7 years.
Surveys, feedback and enquiries. We use your contact details and your responses. Our lawful basis is legitimate interests. We keep them for 12 months.
Handling complaints. We use complaint details and correspondence. Our lawful basis is legitimate interests. We keep them for 6 years after the complaint is resolved.
Job and volunteer applications. We use your application, CV and references. Our lawful basis is legitimate interests. We keep them for 6 months if you are unsuccessful.

Withdrawing consent

Where we rely on your consent you can withdraw it at any time by emailing info@dewdance.co.uk. Withdrawing consent does not affect anything we did before you withdrew.

Health information, safeguarding and adults at risk

Health information is special category data, so we handle it with extra care.

Health information

We ask for health information on registration and PAR-Q forms only where it helps us keep you safe while you dance. We use it to adapt activities and respond to an emergency. We ask for your explicit consent before we use it, and you can withdraw that consent at any time by emailing info@dewdance.co.uk. We share it only with the people who need it to keep you safe, such as a session leader or first aider, unless you agree otherwise or someone's life is at risk.

Safeguarding

We work with adults at risk through partnerships with charities. We hold DBS check details for the people who need them, and we keep incident logs. Where a safeguarding concern arises, we may need to share information with the relevant partner organisation, local authority or police, even without your consent, when that is necessary to protect someone from harm. Safeguarding records are kept securely and access is limited to those who need it.

Photographs and videos

We ask for your consent through a written form or our online registration, for each event or sign-up. With your consent we may use photographs and video on our website and social media, in case studies for funders, in packs for partnerships and advertising, and in our archive.

You can opt out at any time by emailing info@dewdance.co.uk. We will stop using your image in future material and remove it from our website and social media accounts where we can. We cannot recall printed material or content that others have already shared.

Who we share information with

We do not sell your information. We share it only where we need to, with:

funders, mainly as anonymised or combined information (see the health information section above)
charity partners we collaborate with on projects
our accountants and insurers
regulators, tax authorities, the police and other bodies where the law requires it or a safeguarding concern makes it necessary
service providers who process information on our behalf and on our instructions: Wix (website), PayPal and Stripe (payments), Ticket Tailor (ticketing), Google Workspace (email and file storage), Crowdfunder and Easy Fundraising (fundraising)

We require our service providers to follow data protection law and keep your information secure. Crowdfunder and Easy Fundraising may also use some donor information for their own purposes, so please read their privacy policies.

Transfers outside the UK

Some of these providers store or process information outside the UK, including in the United States. Where this happens we rely on safeguards the UK GDPR accepts, such as UK adequacy regulations, the UK-US data bridge, or standard contractual clauses approved for UK use.

How we store your information and keep it secure

Paper records are kept in a locked file cabinet. Digital records are held in password-protected Google Workspace accounts, with access limited to the people who need them. Information held by third-party providers is stored in line with each provider's own privacy policy.

We keep personal information only as long as we need it, using the periods in the list above. Financial records are kept for 7 years to meet HMRC and company law requirements. Emails are reviewed and deleted when no longer needed, except those that form part of financial, contract or safeguarding records, which follow the periods above. When the time is up we shred paper records and delete digital ones.

If there is a data breach likely to put people at risk, we will report it to the Information Commissioner's Office (ICO) within 72 hours and tell the people affected where required.

Cookies

Cookies are small files saved on your phone, tablet or computer when you visit a website. We use only the cookies that our website provider, Wix, sets by default. We do not add our own advertising or tracking tools.

Essential cookies keep the site secure and working. These cannot be switched off.
Functional cookies remember choices you make, such as your preferences.
Analytics cookies help us understand how visitors use the site and find errors.
Marketing cookies are used to measure how well advertising works.

We ask for your consent before using any cookie that is not essential. You can change your choices at any time using the cookie settings link on our website.

Your data protection rights, complaints and changes to this policy

Under data protection law you have the right to:

Access: ask for a copy of the personal information we hold about you
Rectification: ask us to correct information you think is inaccurate or incomplete
Erasure: ask us to delete your information in certain circumstances
Restriction: ask us to limit how we use your information in certain circumstances
Objection: object to us using your information in certain circumstances
Data portability: ask us to transfer information you gave us to you or another organisation, in certain circumstances
Withdraw consent: at any time, where we rely on your consent

You do not have to pay to use these rights. We will respond within one month. We do not make decisions about you using automated processing or profiling.

To make a request, email info@dewdance.co.uk.

How to complain

If you have a concern about how we use your information, email info@dewdance.co.uk. We will acknowledge your complaint within 30 days and respond without unnecessary delay.

You can also complain to the Information Commissioner's Office (ICO):

Address: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Helpline: 0303 123 1113
Website: https://www.ico.org.uk

Changes to this policy

We will update this policy when our practices change. The latest version is always on our website, with the date of the last update at the top.