Privacy Policy

Administrator and contact

1. Scope of this policy

This Privacy Policy applies to personal data processed through quietorchardco.com, email communications, enquiry forms, class booking requests, trial class requests, private coaching enquiries, studio hire enquiries, and related administrative contact with Quietorchardco. It does not apply to third-party websites that may be linked from our pages.

2. Personal data we may collect

We may collect identity and contact details such as name, email address, phone number, preferred class type, preferred dates, accessibility or scheduling notes voluntarily provided by you, and correspondence content. We may also process technical information such as IP address, browser type, approximate location derived from network data, device information, cookie identifiers, pages visited, referral source, and consent choices.

Where a student or parent voluntarily provides health, mobility, injury, or accessibility information so that a class can be delivered safely, we treat that information as sensitive and restrict access to staff who need it for scheduling, teaching, safeguarding, or reasonable adjustments.

3. Why we use personal data

• To respond to enquiries about dance classes, private coaching, studio hire, workshops, and first dance lessons.
• To arrange trial classes, confirm availability, manage attendance, and send practical studio information.
• To administer payments, refunds, cancellations, invoices, and membership records where applicable.
• To provide safe teaching, including reasonable adjustments and relevant access information where you choose to share it.
• To protect the website, prevent misuse, troubleshoot errors, and maintain security.
• To send service messages and, only where legally permitted, optional marketing communications about studio news or classes.

4. Legal bases under UK data protection law

We process personal data under the UK GDPR and Data Protection Act 2018. The relevant legal bases may include contract performance where we arrange a class or service, legitimate interests where we manage enquiries and protect the studio, consent where you opt into non-essential cookies or marketing, legal obligation where financial records must be retained, and explicit consent where sensitive information is supplied for a specific teaching or access purpose.

5. Sharing and processors

We do not sell personal data. We may share limited information with trusted service providers that support hosting, email delivery, analytics, website security, payment administration, scheduling, accounting, or professional advice. These providers must process data only for agreed purposes and apply appropriate security controls. We may also disclose information if required by law, a regulator, court order, safeguarding obligation, or to protect legal rights.

6. International transfers

Some technology providers may process data outside the United Kingdom. Where this occurs, Quietorchardco relies on appropriate safeguards such as adequacy regulations, the UK International Data Transfer Agreement, the UK Addendum to EU standard contractual clauses, or other lawful transfer mechanisms.

7. Retention

Enquiry records are normally kept only as long as needed to respond and manage follow-up. Booking, attendance, payment, and accounting records may be kept for longer where required for legal, tax, dispute, insurance, or business administration reasons. Cookie consent records and technical logs are retained for limited operational periods unless a security issue requires longer retention.

8. Your rights

Depending on the circumstances, you may have the right to access your data, correct inaccurate data, request erasure, restrict processing, object to processing, request portability, withdraw consent, and complain to the UK Information Commissioner’s Office. To exercise rights, contact privacy@quietorchardco.com. We may need to verify your identity before acting on a request.

9. Children and young students

Quietorchardco may offer classes suitable for younger students only with appropriate parental or guardian involvement. We do not knowingly collect unnecessary personal data from children through the website. Where a parent or guardian contacts us about a young student, we process only the information needed to answer the enquiry, manage attendance, and provide safe instruction.

10. Security

We use administrative, technical, and organisational controls designed to protect personal data against unauthorised access, loss, misuse, or alteration. No website can guarantee absolute security, but we limit access to personal data and review practical safeguards for enquiry, booking, and communication workflows.

11. Changes to this policy

We may update this policy when website features, studio services, legal requirements, or data practices change. The updated version will appear on this page with a revised date.