I confirm that I have read and agree to follow the Stardust Dance Academy Terms & Conditions found at - https://www.stardustdanceacademy.com/about/terms

PHOTO CONSENT - I understand that photos & videos may be taken in classes and at performances which may be shared on the Stardust website and social media pages.

* If you do not wish your child to be included in any class or show photos/videos shared online, please OPT OUT of photos in your Studio Portal after registration.
To remove Photo Consent click the "Terms & Conditions" tab in your Studio Portal.

Please email Hello@stardustdanceacademy if there is a safeguarding issue we need to be aware of with regard to photos of if you require any help removing photo consent for your child.

Privacy Policy
YOUR PRIVACY, OUR PROMISE
Last updated: 19th January 2026

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1. Who We Are

Stardust Dance Academy (“Stardust”, “we”, “our”, “us”) is a UK-based dance school operating in Northstowe and Cambridge. We are the Data Controller responsible for deciding how and why your personal data is used.

Data Controller: Stardust Dance Academy – Sole Trader
Address: 6 Pedersen Way, Northstowe, Cambridge CB24 1BJ, United Kingdom
Email: team@stardustdanceacademy.com
Telephone: 07933 746 995

If you have any questions about this notice, your data rights, or how we handle your information, you can contact us using the details above.

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2. The Purpose of This Policy

This policy explains:
• What personal data we collect and why
• How we use and store it
• The lawful bases under the UK General Data Protection Regulation (UK GDPR)
• How long we keep your data
• Your rights as a parent, carer, or student

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3. How We Collect Personal Data

We collect personal data directly from you when you:
• Register or book a trial via our Studio Portal
• Complete online forms on our website hosted by Webflow
• Contact us by email, phone, or social media
• Attend our classes, workshops, or events
• Provide media consent forms

We may also receive information from third-party processors who support our administration systems (for example, Studio Pro or Stripe).

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4. The Personal Data We Process

Parents and Guardians
• Full name, email address, and phone number(s)
• Billing and payment details (handled securely by our payment providers)
• Emergency contact information
• Communication preferences

Children / Students
• Full name and date of birth
• Medical or allergy information (Special Category Data)
• Attendance and progress records
• Photographs or videos, where explicit consent has been given

We do not collect or request unnecessary information.

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5. Why We Process Personal Data and Our Lawful Bases

We process personal data for the following purposes:
• Class registration and management
Lawful basis: Contract – necessary to deliver our service
• Health and safety, payments and invoicing
Lawful basis: Vital interests and/or legal obligation
• Website hosting and form collection
Lawful basis: Contract and/or legal obligation
• Communication with parents (email)
Lawful basis: Legitimate interest
• Marketing, social media, and data automation between systems
Lawful basis: Consent (can be withdrawn at any time)
• Website analytics, cookies, and point-of-sale payments
Lawful basis: Consent (via cookie banner)

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6. Special Category Data (Health Information)

We only collect medical or health information necessary to ensure a student’s safety and ability to participate in classes.

Our lawful basis for this processing is:
• Article 9(2)(a): Explicit consent
• Article 9(2)(c): Vital interests where necessary in an emergency

Such data is treated as confidential and accessed only by authorised staff.

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7. Children’s Data
• Children’s data is processed only with the consent of a parent or guardian
• No personal data is collected directly from a child without parental involvement
• Images and videos are used only where media consent has been provided through a separate form

We do not use children’s data for direct marketing.

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8. Data Sharing and Processors

We share personal data only with trusted processors to operate our services, including:
• Studio Pro – class management and enrolment (UK / USA; SCCs and UK Addendum)
• Stripe – payments and invoicing (USA; SCCs and UK Addendum)
• Webflow – website hosting and form collection (USA; SCCs and UK Addendum)
• Google Workspace – email and file storage (USA; SCCs and UK Addendum)
• Mailchimp – email communication (USA; SCCs and UK Addendum)
• Zapier – data automation between systems (USA; SCCs and UK Addendum)
• Square – point-of-sale payments (USA; SCCs and UK Addendum)
• Canva – design and creative assets (USA; SCCs and UK Addendum)
• Slack – internal team communication (USA; SCCs and UK Addendum)

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9. International Data Transfers

Where data is transferred or stored outside the UK, we ensure equivalent protection through:
• The UK International Data Transfer Addendum (IDTA), and/or
• Standard Contractual Clauses (SCCs) approved by the ICO

You may request copies of these safeguards by contacting us.

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10. Data Retention

We retain personal data for the following periods:
• Student and parent records: While enrolled and up to 12 months after withdrawal
• Medical and emergency data: For the duration of enrolment only
• Marketing data: Until consent is withdrawn
• Financial records: 6 years (HMRC requirement)
• Accident and incident reports: Minimum of 5 years
• Photographs and videos: Until consent is withdrawn or the student leaves the school

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11. Security Measures

We take security seriously and implement appropriate measures, including:
• Multi-factor authentication (MFA) for all admin systems
• Encryption and password protection for sensitive files
• Secure cloud storage with controlled access
• Staff confidentiality agreements and annual data protection training

In the unlikely event of a personal data breach, we will notify affected individuals and the ICO in line with our Data Breach Response Procedure.

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12. Your Data Protection Rights

Under UK GDPR, you have the right to:
• Access your personal data
• Rectify inaccurate or incomplete data
• Request erasure where data is no longer necessary
• Restrict processing
• Request data portability
• Object to processing based on legitimate interests
• Withdraw consent at any time where processing is consent-based

To exercise these rights, contact team@stardustdanceacademy.com.
We will respond within one calendar month.

If you remain dissatisfied, you may complain to the Information Commissioner’s Office (ICO):
Wyclcliffe House, Water Lane, Wilmslow SK9 5AF
Website: www.ico.org.uk
Telephone: 0303 123 1113

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13. Cookies and Web Tracking

Our website uses:
• Essential cookies for core functionality
• Non-essential cookies (such as analytics) only with your consent
• Embedded content cookies (for example, YouTube), controlled by third-party providers

See our Cookie Policy for more detail.

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14. Changes to This Policy

We review this policy annually and whenever our processing activities change.

The latest version is always available at:
www.stardustdanceacademy.com/about/privacy

TERMS & CONDITIONS

How we work at Stardust:-

These Terms & Conditions apply to all bookings with Stardust Dance Academy (“Stardust”, “we”, “us”).
By creating an account, booking a class, paying fees, or permitting a student to attend a class, you confirm that you are legally able to enter into this agreement and you accept these Terms & Conditions on behalf of yourself and the student.
If you do not agree with these Terms, please do not book or attend.

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1) Who we are and how to contact us

Operator: Stardust Dance Academy (sole trader: Hannah Batchelor)
Safeguarding Lead (DSL): Hannah Batchelor
Email for all questions and complaints: hello@stardustdanceacademy.com

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2) Words we use (quick glossary)

Half-Term: A block of weeks with set dates (usually 5–7 weeks).
Auto-renew: We keep your child’s place for the next term unless you tell us to stop.
Opt out: You tell us your child will not continue next term.
Make-up class: Another class attended instead of a missed one (if space allows).
Credits: Money added to your Studio Pro account for future fees.
Responsible adult: Parent, guardian, or another named adult.
Parent & child class: A class where the parent is present and actively involved at all times.
Independent class: The child is released to Stardust without the responsible adult present.
Student: A child (under 18) or adult attending classes.
Studio Portal: Online booking, registration and payment system.
Stardust Staff: Teachers, assistants, volunteers, contractors, or chaperones acting for Stardust.
Watching Week: Typically the final week of a half-term where selected classes invite family members to watch a short performance.

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3) Booking types

Half-term bookings: In-person classes on set dates and times.
Trials and workshops: One-off sessions.
Events: One-off performance events (invite only, RSVP required).

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4) Cooling-off (your right to change your mind)

Half-term bookings are set-date leisure services and are not subject to the 14-day cooling-off period.
Trials and workshops are non-refundable once taken.
Your statutory rights still apply.

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5) Booking classes, trials and keeping your place (auto-renew)

All bookings must be made via the Studio Portal.
If a class is full, a waitlist may be available at Stardust’s discretion.
Trial offers must be taken within the next two available classes.
Trial enrolment guarantees a place for five days following the trial.
Child classes auto-renew each half-term unless you opt out by the last day of your current term.
Invoices are issued before the new half-term begins.
Failure to opt out in time may result in billing for the next term.
If payment is not received by the due date, the place may be offered to the waiting list.
Adult classes do not auto-renew and must be rebooked each term.
Adult classes are for ages 18+; under-18s may attend only with Stardust’s agreement.

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6) Paying (fees and payment method)

Fees are billed per half-term and must be paid in full in advance before classes begin.
Payment is by card via Studio Pro; cheques are not accepted.
Cash may be accepted only in exceptional circumstances.
Overdue fees may result in paused attendance.
Payment plans may be arranged in cases of financial hardship.
Stardust may administer grant funding or operate its own Sparkle Fund; eligibility evidence may be required.

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7) If we cancel or you miss a class

If Stardust cancels and cannot offer a reasonable make-up within the same half-term, a credit will be issued or a refund offered on request.
Missed classes are not refundable; make-ups may be offered if space allows.
Goodwill credits may be issued and transferred within a family but are not refundable.
If a refund is granted due to the student’s actions, a 5% service charge may be deducted.
Force majeure events (including weather, venue closure, pandemics, strikes or government orders) may result in credits, online alternatives or make-ups.
If a force majeure event continues for more than 28 days, either party may terminate affected classes with appropriate credits or refunds for undelivered services.

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8) Bank holidays

Regular classes do not run on UK bank holidays.

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9) Behaviour, uniform and phones

Respectful behaviour is expected at all times.
No food or gum in class; named water bottles are permitted.
Mobile phones must be switched off and away during class.
Correct uniform or appropriate dancewear must be worn.
Uniforms are available via Stardust’s online store but are not compulsory.

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10) Drop-off, waiting, supervision and collection (Safeguarding)

Children aged 3+ may attend class without a parent present.
A responsible adult must remain on-site for children under 13 unless an exception is agreed.
A monitored handover system is used; ID may be requested.
Students under 13 will only be released to authorised adults.
Parents waiting in cars will not be accepted for handover.
Students aged 13+ may arrive and leave independently with parental permission.
Late collection may result in a review of the student’s place and future fees.
Responsible adults must wait in designated areas.
Adults are permitted in classes only in exceptional circumstances.
Accurate student details (medical, allergies, emergency contacts) must be kept up to date in the Studio Portal.

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11) Health, medical and first aid

You confirm your child is fit to participate.
Medical details must be kept up to date.
Staff may administer basic first aid and call emergency services if required.
Medication will not be administered.
Teachers cannot assist with bathroom needs.
Students with contagious or infectious conditions should not attend class.
Hand sanitiser is offered after lessons.

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12) Inclusion and reasonable adjustments

We welcome all students.
Please inform us early of any disability or health needs.
Reasonable adjustments will be made where possible.

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13) Photos and video

Photos and videos are used for marketing only with explicit consent via the Studio Portal.
Consent may be withdrawn at any time for future use.
Adults may not take photos or videos except during Watching Week.
Watching Week media is for personal use only and must not be shared online.
Previously distributed materials may not always be removable.

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14) Intellectual property

All choreography, teaching materials and branding belong to Stardust.
Materials are for personal home practice only.
Do not copy, share online or use for business purposes.

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15) Insurance

Stardust holds appropriate public liability and professional indemnity insurance.

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16) Data protection and privacy

Stardust is the data controller for student and parent data.
Please refer to our Privacy Policy for full details.
Grant recipients may have limited data shared with funding bodies as required.

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17) Our legal responsibilities

Services are provided with reasonable care and skill.
We do not limit liability for death or personal injury caused by negligence or fraud.
For other losses, liability is limited to the fees paid for the affected half-term.
Your statutory rights are not affected.

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18) Contact details and complaints

Primary contact is by email:
hello@stardustdanceacademy.com
team@stardustdanceacademy.com

Social media messaging should not be used for formal support.
SMS may be used only for urgent operational matters.
We aim to acknowledge messages within 48 working hours.

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19) Changes to these terms

We may update these terms due to legal or operational changes.
At least 14 days’ notice will be given for significant changes.
Continued attendance constitutes acceptance.

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20) Law and legal compliance

These Terms are governed by the laws of England and Wales.
Any disputes will be handled in the courts of England and Wales.
These Terms constitute the entire agreement between you and Stardust.
If any provision is found unenforceable, the remainder will remain in force.