Privacy Policy


This legislation will replace current data privacy law, giving more rights to you as an individual and more obligations to organisations holding your personal data.

This means that we will be publishing a new privacy notice so you can access this information, along with information about the increased rights you have in relation to the information we hold on you and the legal basis on which we are using it.

This new privacy notice will be published on this website on 25 May.

What does this Privacy Policy cover?

We at Dance Base (collectively “Dance Base”, “we”, “us” and “our”) take your privacy very seriously. We know that you, like us, care about how your personal information is used and shared. Please read the following to learn more about how we collect, store, use and disclose information about you when you interact with us, in any manner, via our website and/or our services.

This Privacy Policy covers our treatment of information that we gather when you are accessing or using our websites or services or when you contact us in any manner. We gather various types of information, including information that identifies you as an individual (“Personal Information”) as explained in more detail below.

What information does Dance Base collect?

Information you provide to us:
When you use our website – we collect the personal information that you provide to us, for example your name, your email address, and your company name via our online forms for enquiries, newsletter sign-up and events registration.

When you use our CRM/booking system (either through the website or by contacting our box office) – we collect the personal information you provide to us, for example your name, your email address, as well as any other contact or personal information you choose to provide us in connection with the delivery or dance classes, studio hire or other Dance Base services.

When you use our services – we collect the personal information that you provide to us, for example your name, your email address, your company name, your job title as well as any other contact or other information you choose to provide us in connection with the delivery of services.

Information we automatically collect:
When you use our website – we collect information via cookies and other similar technologies which may include saving cookies to users’ computers. We collect certain information related to your device such as your device’s IP address, referring website, what pages your device visited, and the time that your device visited our website.

For further information, please see our cookie policy.

How do we use the information?

We use the information we collect via our services for a range of reasons, including:

  • to set up a customer record in our CRM system
    to provide, operate and maintain the services
    to process and complete transactions and send related information including transaction confirmations and invoices
    to manage our customers’ use of the services i.e. respond to enquiries and comments and provide customer service and support
    to investigate and prevent fraudulent activities, unauthorised access to the services, and other illegal activities
    for any other purposes about which we notify customers and users.

We use the information we collect via our website:

  • for administration and reporting purposes including (but not limited to) troubleshooting, performance analysis, statistical analysis and testing
    to improve our website to ensure that content is presented in the most effective manner for you and for your device
    to analyse customers’ use of our website for trend monitoring and marketing purposes
    for the purposes made clear to you at the time you submit your information – for example, to fulfil your request for information on our products and services as part of our efforts to keep our website safe and secure.

We may also use the information you send to us via our website and/or services, to communicate with you via email and possibly other means regarding products, services, offers, promotions and events we think may be of interest to you or to send you our newsletter. You will always be able to opt-out of such communications at any time (see the “What choices do I have” section below).

We use a third-party provider, Mailchimp, to deliver our monthly e-newsletters. We gather statistics around email opening and clicks using industry standard technologies to help us monitor and improve our e-newsletter. For more information, please see Mailchimp’s privacy notice.

We use a third-party provider, MINDBODY, as our CRM, to manage our classes, studio bookings, customer records, and financial transactions. For more information, please see MINDBODY’s privacy policy.

Web Analytics
We use a third-party providers Google Analytics, to analyse our web traffic. For more information, please see Google’s privacy notice.

How do we share and disclose the information to third parties?
We do not sell your Personal Information to anyone under any circumstances.

Under certain circumstances we may be required to disclose your Personal Information in response to valid requests by public authorities such as the Police or security services.

Legitimate Interests
“Legitimate Interests” means the interests of our company in conducting and managing our business to enable us to give you the best service/products and the best and most secure experience. For example, we have an interest in making sure our marketing is relevant for you, so we may process your information to send you marketing that is tailored to your interests. It can also apply to processing that is in your interests as well. For example, we may process your information to protect you against fraud when transacting on our website, and to ensure our websites and systems are secure.

When we process your personal information for our legitimate interests, we make sure to consider and balance any potential impact on you (both positive and negative), and your rights under data protection laws. Our legitimate business interests do not automatically override your interests – we will not use your Personal Data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).

If you have any concerns you have the right to object to processing that is based on our legitimate interests.

Is Personal Information about me secure?
We use appropriate technical, organisational and administrative security measures to protect any information we hold from loss, misuse, unauthorised access, disclosure, alteration and destruction.  Unfortunately, no company or service can guarantee complete security. Unauthorised entry or use, hardware or software failure, and other factors may compromise the security of user information at any time.

What choices do I have?
You can always opt not to disclose information to us, but keep in mind some information may be needed to register with us or to take advantage of our services. You can opt-out of receiving promotional or marketing communications from us at any time by using the Manage Preferences page or unsubscribe link in the email communication we send. If you have engaged in any of our services we may send you non-promotional service related communications.

Retention Period
Where your data forms part of a legal agreement between us, e.g. a safety agreement, we may retain that data indefinitely on the basis that we might need it to defend ourselves in a future case between us. If your data is needed for us to provide you with a forthcoming activity or event, we will retain your data at least until after the activity or event. If you ask us to remove your data before the activity or event, we might not be able to provide you with that activity or event. After an activity or event, your data may be retained until you request that we remove it from the system on the basis that by retaining your data we make it easier for you to buy from us again. If you don’t buy from us again for a period of greater than three years, we may remove your data from our systems.

We are particularly concerned to protect the privacy of children. We are confident that our systems and processes are designed to be fair to children, to protect their rights and freedoms, and to be in line with their reasonable expectations and those of their parents. We take responsibility for identifying the risks and consequences of processing children’s data. Sometimes we may need to check your age, which might mean we need to contact your parent or guardian.

Linked Websites
For your convenience, hyperlinks may be posted on our website that link to other websites. We are not responsible for, and this Privacy Policy does not apply to, the privacy practices of any Linked Sites or of any companies that we do not own or control. We encourage you to read the privacy statements on the other websites you visit.

Will Dance Base ever change this Privacy Policy?
We keep our privacy notice under regular review. This privacy notice was last updated on 25th May 2018.

What if I have questions about this policy?
If you have any questions or concerns regarding our privacy policies, please send a detailed message to

Our main address for the purposes of this website is Dance Base, 14-16 Grassmarket, Edinburgh, EH1 2JU. Dance Base is a Scottish Charity (No. SC022512) and company limited by guarantee (Company No. 145736). Our VAT number is 663852510.

What if I have a complaint?
If you want to make a complaint about the way we have handled your personal information, you can contact the Information Commissioner’s Office which oversees data protection law.
Dance Base ICO registration reference: Z9446458


Creative Scotland
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Supported by the City of Edinburgh Council
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