Privacy Policy

Lincolnshire Youth Ballet ("LYB", "we", "us") is the data controller for the personal information collected through this website and the parent and staff portals. This policy explains what we collect, why, and how families and staff can contact us about it.

What we collect - Parent or guardian: name, email address, phone number, and postal address (the address is needed to obtain the Body of Persons Approval performance licence from the local council). - Child: name, date of birth, gender, ballet grade, examination board, and regular dance school. - Any additional needs or medical conditions you tell us about, so our staff can keep your child safe during rehearsals and performances. - Consents you give us: participation, photo and video use, and whether you're interested in being a chaperone. - Messages we send you and records of what's been sent, so we have a history if there's ever a query. - A QuickBooks customer reference, used only to match your invoices and payments to your family record.

Why we collect it, and our legal basis We use this information to run auditions and productions, register participants, arrange chaperones and safeguarding cover, communicate with families, and raise and track invoices for fees. Medical and additional needs information is collected on the basis of your explicit consent, given when you register. Everything else is collected because it's necessary to deliver the audition, production and membership you've applied for, or because we have a legitimate interest in running the organisation safely and properly.

Who we share it with - QuickBooks (Intuit), to raise invoices and take payments. - Resend, to send emails on our behalf. - Supabase, who host our database securely on our behalf. We do not sell personal data, and we do not share it for marketing purposes with anyone outside LYB.

How we keep it secure Access to your family's records is restricted so that only your own account can see them. Staff access to the admin system requires a password and a second factor (a code from an authenticator app) before any records can be viewed.

How long we keep it We keep family records for as long as your child is an active or returning participant, and for up to 7 years afterwards for our accounting and legal obligations. If you'd like us to delete your family's records sooner, contact us and we'll do so unless we're required to keep something for a legal reason.

Photos and video We ask separately, at registration, whether we may use photos or video of your child for promotional purposes on our website or social media. You can change your answer at any time by contacting us.

Your rights You can ask us what information we hold about your family, ask us to correct it, or ask us to delete it, by emailing info@lincolnshireyouthballet.co.uk. If you're unhappy with how we've handled your information, you can also complain to the Information Commissioner's Office (ico.org.uk).

Contact Lincolnshire Youth Ballet, info@lincolnshireyouthballet.co.uk.

This policy was last updated 28 September 2026.