Privacy Policy

Privacy policy 


Next Door Dance

PRIVACY POLICY AND PHOTOGRAPHY & VIDEO CONSENT

Last updated: 14 October 2026

1. ABOUT THIS POLICY

Next Door Dance is committed to protecting your privacy and handling personal information responsibly. We respect the privacy of everyone we work with, including participants, children and young people, parents and carers, artists, collaborators, audiences and project partners.

This policy explains what personal information we collect, why we collect it, how we store and use it, and the choices you have about your information and the use of photographs and video recordings.

We aim to handle all personal information in accordance with applicable UK data protection law, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2.WHO IS RESPONSIBLE FOR YOUR INFORMATION?

Next Door Dance is responsible for deciding how and why personal information is used in connection with its activities.

Organisation: Next Door Dance
Contact email: hello@nextdoordance.co.uk
Website: www.nextdoordance.co.uk

Please contact us using the details above if you have any questions about this policy or how your information is used.

3. WHAT INFORMATION DO WE COLLECT?

Depending on your involvement with Next Door Dance, we may collect:

  • Contact information: names, email addresses, telephone numbers and postal addresses.

  • Participation information: workshop registrations, attendance records, age or age group, and relevant communication about participation.

  • Parent or carer information: contact details and information needed to communicate about a child's involvement in our activities.

  • Access and support information: information you choose to share with us to help make our activities accessible and inclusive.

  • Photography and video: images, video recordings and, where relevant, audio recordings captured during workshops, rehearsals, performances, residencies or other activities.

  • Professional information: information relating to artists, freelancers, collaborators, funders and project partners.

  • Website and communications information: information submitted through our website, email, social media or other communication channels.

We only aim to collect information that is relevant and necessary for the purposes described in this policy. Any sensitive information will be handled with additional care and only where we have an appropriate legal basis.

4. HOW DO WE USE YOUR INFORMATION?

We may use personal information to:

  • Organise and deliver dance workshops, projects, performances, residencies and other activities.

  • Manage registrations, attendance and communications with participants and families.

  • Respond to enquiries and provide information about our work.

  • Make reasonable adjustments to support accessibility and participation.

  • Document, evaluate and reflect on our creative practice and projects.

  • Share our work through our website, social media, newsletters, publications, presentations and promotional materials.

  • Report to funders and project partners, including through project documentation and evaluation.

  • Meet our legal, safeguarding and administrative responsibilities.

We will explain the relevant purposes for collecting personal information and will not use it in ways that are incompatible with those purposes without an appropriate legal basis.

5. OUR LAWFUL BASIS FOR USING YOUR INFORMTATION

Under UK GDPR, we must have a lawful basis for processing personal information. Depending on the activity, this may include:

  • Consent: where you have freely agreed to a specific use of your information, including publicity photographs or video where we rely on consent.

  • Contract: where information is necessary to fulfil an agreement with you.

  • Legal obligation: where we need to comply with a legal requirement.

  • Legitimate interests: where using information is necessary for our legitimate organisational purposes, provided these interests do not override your rights and freedoms.

We will identify the appropriate lawful basis for each activity. Where we rely on consent, you can withdraw it at any time.

6. PHOTOGRAPHY, VIDEO AND CREATIVE DOCUMENTATION

Photography and video can play an important role in documenting and sharing the work of Next Door Dance. We may wish to capture moments from workshops, rehearsals, performances, residencies and other activities to document our creative process and share our work with wider audiences.

Images and recordings may be used for:

  • Project documentation and creative archives.

  • Our website and social media channels.

  • Publicity, marketing and promotional materials.

  • Reports and presentations for funders, partners and commissioners.

  • Exhibitions, presentations, publications and future communications about our work.

Where we intend to take identifiable photographs or video for these purposes and rely on consent, we will seek specific, informed permission before using the material. We will explain the intended uses and seek additional permission where a proposed use falls outside the scope of the original consent.

We will take reasonable steps to ensure that participants understand when photography or filming is taking place. We will also consider the privacy, dignity, safety and wishes of everyone involved.

Taking part in a Next Door Dance activity does not automatically mean agreeing to appear in photographs, videos or publicity materials. Where consent is required, declining photography consent will not affect a person's ability to participate in our activities.

7. CONSENT FOR CHILDREN AND YOUNG PEOPLE

We recognise that children and young people require particular care and protection when their personal information and images are used.

Where a participant is under 18, we will take an age-appropriate approach to explaining photography and video use. Depending on the participant's age, understanding and circumstances, we may seek permission from a parent or person with parental responsibility, as well as asking the young person for their own agreement.

We will:

  • Explain how photographs and videos may be used in clear, accessible language.

  • Seek appropriate consent before using identifiable images for publicity where consent is our lawful basis.

  • Respect a young person's wishes and concerns about being photographed or filmed.

  • Avoid sharing unnecessary identifying information alongside images.

  • Consider safeguarding risks before publishing or sharing images.

  • Take account of any relevant restrictions or concerns raised by participants, parents or carers.

Permission for one use does not automatically cover every future use. We will review whether existing consent covers a proposed new use and seek further consent where needed.

8. YOUR PHOTOGRAPHY AND VIDEO CHOICES

Where we rely on consent, we will offer clear choices about how photographs and video may be used. For example, you may be asked separately whether you agree to images being used on:

  • Next Door Dance's website.

  • Next Door Dance's social media channels.

  • Printed publicity, publications and promotional materials.

  • Project reports, presentations and funding documentation.

  • Creative archives or future artistic presentations.

These choices should be made separately from consent to participate in an activity. You can decline any or all of these uses without being disadvantaged.

If you do not wish to be photographed or filmed, please tell a member of the Next Door Dance team before the activity begins, or contact us using the details in this policy. We will make reasonable arrangements to respect your preference.

9. SHARING PERSONAL INFORMATION

We do not sell personal information.

Where necessary for our work, we may share relevant information with:

  • Venues and organisations hosting our activities.

  • Project partners, commissioners and funders.

  • Photographers, videographers and other creative professionals working on our behalf.

  • Website hosting, email, storage and other service providers.

  • Professional advisers or public authorities where legally required.

We will only share information that is necessary for the relevant purpose and will take appropriate steps to protect it.

If an external photographer or project partner is involved, we will clarify the arrangements for using, storing and sharing images. We will not assume that consent given to Next Door Dance automatically authorises an unrelated organisation to use images for its own purposes.

10. HOW WE STORE AND PROTECT PERSONAL INFORMATION

We take reasonable technical and organisational measures to protect personal information against unauthorised access, loss, alteration or disclosure.

These measures may include:

  • Using password-protected accounts and secure storage.

  • Restricting access to people who need the information for their work.

  • Keeping consent records so that preferences can be checked.

  • Taking care when sharing images or documents electronically.

  • Reviewing and deleting information when it is no longer needed.

No method of electronic storage or transmission is completely secure, but we aim to use appropriate safeguards for the information we hold.

11. HOW LONG DO WE KEEP INFORMATION?

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, including any legal, accounting, safeguarding or reporting requirements.

Contact details, registration records, consent forms, photographs and video recordings may have different retention periods depending on their purpose.

We will periodically review the information we hold and securely delete or anonymise information that is no longer required. Creative archive material may be retained for longer where there is a clear purpose and an appropriate lawful basis.

12. YOUR DATA PROTECTION RIGHTS

Under applicable data protection law, you may have the right to:

  • Request access to the personal information we hold about you.

  • Ask us to correct inaccurate or incomplete information.

  • Request deletion of your information in certain circumstances.

  • Ask us to restrict how we use your information.

  • Object to certain types of processing.

  • Request a copy of information in a portable format where applicable.

  • Withdraw consent where our processing relies on consent.

  • Complain to the Information Commissioner's Office (ICO).

To exercise your rights, please contact us using the details in Section 2. We may need to verify your identity before responding.

Further information is available from the Information Commissioner's Office at https://ico.org.uk/.

13. WITHDRAWING PHOTOGRAPHY OR VIDEO CONSENT

If you have previously agreed to the use of your image or video, you can withdraw your consent at any time by contacting Next Door Dance.

When we receive a request to withdraw consent, we will stop the relevant consent-based use and take reasonable steps to remove the material from channels we control, where appropriate.

Please be aware that it may not always be possible to retrieve printed materials already distributed or remove copies that other people have independently shared. We will explain any practical limitations and consider reasonable steps to address your request.

Withdrawing consent will not affect the lawfulness of any processing carried out before consent was withdrawn. If we rely on another lawful basis for a particular use, we will explain this where relevant.

14. EXTERNAL WEBSITES AND SOCIAL MEDIA

Our website or communications may contain links to third-party websites and social media platforms. These services operate under their own privacy policies and terms.

Once an image or video is published on a third-party platform, that platform may process it under its own terms and technical arrangements. We cannot guarantee that all copies or shares made by other users can be removed, but we will respond appropriately to concerns about material published through our own accounts.

15. CHANGES TO THIS POLICY

We may update this policy when our activities, working practices or legal obligations change. The latest version will be made available through our website or on request.

16. CONTACT US

If you have any questions about this privacy policy, the information we hold, or photography and video consent, please contact:

Next Door Dance
Email: hello@nextdoordance.co.uk
Website: www.nextdoordance.co.uk

We welcome questions and will do our best to address any concerns clearly and promptly.