Privacy Policy - The Swing Dance Company

1. Who We Are:

The Swing Dance Company operates as a network of independently owned businesses, each functioning as a franchise under Swing Dance Partnerships Limited. Individual franchise owners, including Brooke Garvey (trading as The Swing Dance Company) and Debbie Garvey (trading as Jivecourses), are responsible for their respective data processing activities. Swing Dance Partnerships Limited provides website management and other services to these franchisees. Each franchise owner acts as an independent data controller for the personal data they collect and process.

Our website address is: https://theswingdancecompany.co.uk.

2. Our Approach to Data Privacy:

We are committed to protecting the privacy and security of our customers’ personal data. We select reliable and trustworthy, world-leading suppliers for our technology needs, ensuring they adhere to high standards of GDPR compliance. We maintain up-to-date systems and knowledge, and follow best practices in data protection. We encourage customers with any concerns about our data handling to contact us directly.

3. What Personal Data We Collect and Why:

We collect personal and anonymous data when you interact with our website or provide information to us.

  • Event Bookings: When booking events online, we collect your title, first name, surname, postal address, email address, and telephone number. This data is necessary for contractual performance, including communication regarding event changes, cancellations, and related events.
  • Mailing List: We collect email addresses and names when you subscribe to our mailing list via our website, email, or physical forms. This data is processed based on your consent for marketing communications.
  • Website Usage: We collect your IP address, operating system, browser ID, browsing activity, and other interaction data through log files and cookies. This data is collected for legitimate interests, including website analytics and improvement.
  • Event Registration Process: We collect your names, address, email address, phone number, and partial IP address and browser type for processing your registration and ticket purchases. This data is necessary for contractual performance and legitimate interests, including fraud prevention.
  • Billing Information: We collect billing information for payment processing. Sensitive billing information is processed by Stripe.com (privacy policy: https://stripe.com/gb/privacy). We store masked billing information (last 4 digits of credit card numbers) for transaction reference.

4. Cookies:

We use cookies to track registration progress (temporary cookie, 1 hour duration), manage login sessions (login cookies, 2 days; “Remember Me” cookies, 2 weeks), and store screen display preferences (1 year). We also use a temporary cookie to determine if your browser accepts cookies. Please refer to our detailed Cookie Policy for more information.

5. Email History:

We retain email communications for 7 years to assist with customer inquiries regarding past events, for customer service and communication tracking purposes.

6. Event Check-In Record:

We record event check-in/out times to manage event attendance and provide attendance records upon request.

7. Data Retention:

  • Registration data is retained for 7 years to assist with customer inquiries regarding past events.
  • User account data is retained until the user deletes their account.

8. Contact Forms:

We retain contact form submissions for 7 years for customer service purposes.

9. Embedded Content from Other Websites:

Our website may include embedded content from other websites. These websites may collect data about you. We are not responsible for the privacy practices of these external websites.

10. Analytics:

We use Google Analytics, which uses first-party cookies to track website usage. Google’s privacy policy: https://policies.google.com/privacy?hl=en; opt-out: https://policies.google.com/technologies/cookies.

11. Legal Bases for Collecting and Using Information:

  • Contractual Necessity: We process booking data to fulfill our contractual obligations.
  • Consent: We process marketing data based on your explicit consent. You can withdraw consent at any time.
  • Legitimate Interests: We process website usage data and marketing emails to existing customers based on our legitimate interests, ensuring minimal impact on your rights.

12. Who We Share Your Data With:

We share data with:

  • Mailchimp: For email marketing (privacy policy: https://mailchimp.com/legal/privacy/). Data is transferred to the USA under the EU-US Privacy Shield.
  • Textmagic.com: For SMS communications (privacy policy: https://textmagic.com/privacy-policy/).
  • Stripe.com: For payment processing (privacy policy: https://stripe.com/gb/privacy/). Data is transferred to the USA under the EU-US Privacy Shield.
  • Google: For cloud storage and email (privacy policy: https://policies.google.com/privacy?hl=en). Data is transferred to the USA under the EU-US Privacy Shield.
  • WPEngine: For website hosting (privacy policy: https://wpengine.co.uk/legal/privacy/).
  • Franchisees, Employees, and Independent Contractors: For service provision, under strict confidentiality agreements.
  • Third-Party Vendors: For payment processing, fraud prevention, marketing, and analytics, under data processing agreements.
  • We may also share data to protect our rights, comply with legal obligations, or in business transfers.

13. Transferring Information:

Data transferred outside the EEA is protected by appropriate safeguards, such as standard contractual clauses or the EU-US Privacy Shield.

14. How We Protect Your Data:

We implement technical and organizational security measures, including encryption, access controls, regular security updates, and monitoring. We have data breach procedures in place.

15. Choices:

  • You can limit mobile device information access.
  • You can opt-out of marketing emails.
  • You can set your browser to reject cookies.

16. What Rights You Have Over Your Data:

You have the right to:

  • Access your data.
  • Correct your data.
  • Delete your data.
  • Object to data processing.
  • Restrict data processing.
  • Data portability.
  • Lodge a complaint with a supervisory authority.

17. Contact Information:

For privacy inquiries, contact: Brooke Garvey, info@theswingdancecompany.co.uk, 4 Winchester Road, Crampmoor, Romsey, SO51 9AL.