1. Purpose

This policy outlines how social media should be used to promote and represent Amy Kelly Dance Academy. It aims to protect our reputation, ensure safeguarding of students (especially minors), and provide clear guidance for staff, freelancers, and anyone posting on behalf of the business.

2. Scope

This policy applies to:

• Employees, contractors, and volunteers

• Guest instructors and choreographers

• Anyone managing or contributing to business social media accounts

It covers all platforms including (but not limited to): Instagram, Facebook, TikTok, YouTube, and WhatsApp groups.

3. Official Accounts

Only authorised individuals may post on official business accounts.

• Account access must be approved by the business owner/manager

• Passwords must be stored securely and not shared informally

• All content should align with brand tone and values

4. Content Guidelines

4.1 Acceptable Content

Posts should:

• Promote classes, events, workshops, and performances

• Celebrate student achievements in a positive, respectful way

• Reflect inclusivity, diversity, and professionalism

• Be appropriate for all audiences, including children

4.2 Prohibited Content

Do NOT post:

• Offensive, discriminatory, or inappropriate language or imagery

• Content that could harm the reputation of the business

• Confidential information (e.g. student details, internal issues)

• Negative comments about clients, competitors, or staff

5. Safeguarding & Children

As a dance business working with young people, safeguarding is critical:

• Consent is required before posting images/videos of students under 18

• Written parental/guardian consent must be obtained and recorded

• Avoid posting identifying information (full names, school locations, etc.)

• Do not share private messages or personal details publicly

• Ensure all content is appropriate and respectful

6. GDPR & Data Protection

We comply with the UK GDPR and Data Protection Act 2018:

• Personal data must not be shared without consent

• Photos/videos are considered personal data

• Store consent forms securely

• Remove content promptly if consent is withdrawn

7. Staff Personal Accounts

Staff may reference their work but must:

• Make it clear views are their own (not official business statements)

• Avoid posting anything that could damage the business reputation

• Not share confidential or sensitive information

• Maintain professional boundaries with students online

Direct messaging with students (especially minors) should be avoided unless:

• It is via an official channel

• A parent/guardian is included where appropriate

8. Communication & Messaging

• Use professional, friendly, and respectful tone

• Respond to enquiries promptly (within 24–48 hours where possible)

• Do not engage in arguments or public disputes

• Escalate complaints to management rather than responding emotionally

9. Photography & Videography

• Only take photos/videos in approved settings (classes, events, performances)

• Ensure appropriate dress and choreography in all shared content

• Avoid filming anyone who has not given consent

• Be mindful of background details (e.g. location, other children)

10. Brand Guidelines

All posts should:

• Reflect the business values and tone (e.g. positive, inspiring, inclusive)

• Use consistent branding (logos, colours, hashtags if applicable)

• Maintain high-quality visuals and captions

11. Handling Negative Feedback

• Do not delete criticism unless it is abusive or inappropriate

• Respond calmly and professionally

• Offer to continue the conversation privately

• Report serious issues to management immediately

12. Breach of Policy

Failure to follow this policy may result in:

• Removal of posting privileges

• Disciplinary action

• Termination of contract (if applicable)

Serious breaches involving safeguarding or data protection may be reported to relevant authorities.

13. Review

This policy will be reviewed annually or when legal/social media guidance changes.

Effective Date: 3rd May 2026

1. Introduction

At Amy Kelly Dance Academy, we are committed to protecting your personal data and respecting your privacy. This policy explains how we collect, use, and store your information in accordance with the UK GDPR and the Data Protection Act 2018.

2. Who We Are

Amy Kelly Dance Academy is a dance school/business providing classes, workshops, and events.

Data Controller: Amy Kelly
Contact Email: amykellydanceacademy@gmail.com

3. What Information We Collect

We may collect and process the following personal data:

3.1 Students and Clients

• Name

• Date of birth (especially for minors)

• Contact details (email, phone number, address)

• Emergency contact details

• Medical information (where relevant for safety)

• Attendance records

3.2 Parents/Guardians (for under 18s)

• Name and contact details

• Relationship to the child

3.3 Website and Social Media

• Messages or enquiries sent via social media or contact forms

• IP address and basic browsing data

3.4 Media Content

• Photos and videos taken during classes, events, or performances (subject to consent)

4. How We Use Your Information

We use your data to:

• Manage class bookings and attendance

• Communicate about classes, schedule changes, and events

• Ensure student safety and wellbeing

• Process payments (if applicable)

• Promote the business (only where consent has been given for images/videos)

• Comply with legal obligations

5. Legal Basis for Processing

We rely on the following legal bases under UK GDPR:

• Contract: To provide dance classes and services

• Legal obligation: For health & safety and safeguarding requirements

• Legitimate interests: For business administration and communication

• Consent: For marketing and use of photos/videos

You may withdraw consent at any time.

6. How We Store and Protect Your Data

• Data is stored securely (digitally and/or in locked physical storage)

• Access is limited to authorised personnel only

• We take reasonable steps to protect data from loss, misuse, or unauthorised access

7. Sharing Your Information

We do not sell your data.

We may share your information with:

• Payment providers

• Class management software

• Legal or regulatory authorities where required

All third parties are required to respect your data and comply with UK data protection laws.

8. Data Retention

We retain personal data only as long as necessary:

• Student records: up to 2 years after leaving

• Safeguarding/incident records: longer if legally required

• Marketing data: until consent is withdrawn

9. Your Rights

Under UK GDPR, you have the right to:

• Access your personal data

• Correct inaccurate data

• Request deletion of your data

• Restrict or object to processing

• Withdraw consent at any time

• Lodge a complaint with the Information Commissioner’s Office (ICO)

10. Children’s Data

We take extra care when handling children’s data:

• Parental/guardian consent is required for anyone under 18

• We only collect necessary information

• Images/videos of children are only used with explicit consent

11. Photography and Social Media

• Photos/videos will only be used where consent has been given

• You can request removal of any image at any time

• We avoid identifying children by full name in public posts

12. Cookies

If your website uses cookies, you will:

• Inform users through a cookie banner

• Allow users to manage preferences

13. Changes to This Policy

We may update this policy from time to time. The latest version will always be available upon request or on our website.

14. Contact Us

If you have any questions about this policy or your data, please contact:

Email: amykellydanceacademy@gmail.com

Acknowledgement:
By enrolling in our classes or using our services, you acknowledge that you have read and understood this Privacy Policy.