Legal
Privacy Policy | Team UK Performing Arts
Last updated 18 August 2026
In short: we collect the information we need to run auditions, judge entries fairly and select the Team UK squad. Dancer names, dates of birth and audition videos are only ever visible to Team UK administrators and the judging panel — never to the public, and never to other studios.
Who we are
Team UK Performing Arts (“we”, “us”) organises the qualification process for dancers representing the United Kingdom at International Dance Organisation (IDO) championships. We are the data controller for the personal information described in this policy.
What we collect
| Information | Where it comes from |
|---|---|
| Teacher and studio details — name, email address, telephone number, dance school name and address | Entered by the teacher when applying or creating an account |
| Performer details — full name and date of birth | Entered by the teacher for each competition entry |
| Audition videos — a video link or uploaded file for each entry | Supplied by the teacher as part of the entry |
| Payment records — amount, transaction reference and payment status | Stripe, our payment processor |
| Judging records — scores, written feedback and the identity of the judge | Created by the judging panel |
| Account and access records — sign-in activity and administrative actions | Generated automatically when accounts are used |
| Enquiries — anything you send us through the contact form | Submitted by you |
We do not collect payment card details. Card information is entered directly into Stripe’s secure checkout and never reaches our systems.
Children’s data
Many of the performers entered into our championships are children or young people. We take this seriously and apply the following rules.
- Entries are submitted by a studio owner or dance teacher, not by children directly. We rely on the teacher having the appropriate consent from each dancer’s parent or guardian before entering them.
- We collect the minimum needed to run the competition: a dancer’s full name and date of birth. Date of birth is required because IDO championships are organised into age divisions.
- Performer information and audition videos are never published on the public website, never shown to other studios, and never used for marketing.
- Access is limited to Team UK administrators and to judges assigned to the relevant championship.
Teachers: please make sure you have parental consent for every dancer you enter, including consent to share their audition video with our judging panel.
Why we use it
| Purpose | Lawful basis |
|---|---|
| Processing an application and taking payment | Performance of a contract |
| Judging entries and determining qualification | Performance of a contract |
| Confirming age divisions and eligibility | Legitimate interests — running a fair competition |
| Contacting teachers about their entries and results | Performance of a contract |
| Keeping records of championship results | Legitimate interests — competition administration |
| Sending mailing list updates | Consent, which you can withdraw at any time |
| Keeping audit logs of scoring and administrative changes | Legitimate interests — integrity of the judging process |
Audition videos
Each entry includes one audition video, supplied either as a link to YouTube or Vimeo, or uploaded directly to us.
- Uploaded videos are stored securely and linked only to the submission they belong to. They are not listed publicly and cannot be reached by browsing the website.
- Videos are played inside the judging interface. Judges do not download them.
- If you supply a YouTube or Vimeo link, that platform’s own privacy policy also applies, and the visibility of the video is controlled by whoever uploaded it.
Who we share it with
We share personal information only with:
- Our judging panel — judges see the entries assigned to them, including performer names and the audition video, so they can score fairly.
- Stripe — our payment processor, which handles card payments and holds the associated transaction records.
- Wix — our website and data platform, which hosts the site and stores application records.
- The International Dance Organisation — for dancers selected to compete, the details required to register them for the championship.
- Authorities — where we are required to do so by law.
We do not sell personal information, and we never share it for advertising.
How long we keep it
| Record | Kept for |
|---|---|
| Applications, submissions and performer details | Three competition years, then deleted |
| Audition videos uploaded to us | Twelve months after the championship, then deleted |
| Judging scores and feedback | Three competition years |
| Payment records | Seven years, to meet accounting requirements |
| Championship results | Retained as a permanent record of the competition |
| Mailing list | Until you unsubscribe |
| Contact enquiries | Two years |
When a retention period ends, records are deleted or anonymised so that individuals can no longer be identified from them.
Security
We protect this information with:
- Individual accounts for every judge and administrator, so every score can be traced to the person who gave it
- Role-based access, so studios cannot see judging information and judges cannot see other studios’ payment details
- Application data held in collections that are not readable from the public website or any public interface
- All entry fees calculated on our server, so prices cannot be altered in the browser
- Payments handled entirely by Stripe, confirmed server-side
- Encrypted connections across the whole site
- Audit logs recording scoring and administrative changes
Your rights
You have the right to:
- ask for a copy of the personal information we hold about you
- ask us to correct anything that is wrong
- ask us to delete information where we no longer need it
- object to, or ask us to restrict, how we use it
- ask us to transfer it to another organisation
- withdraw consent for marketing at any time
Parents and guardians can exercise these rights on behalf of a child. Where a request relates to a dancer, we may ask the studio to confirm the request so we can be sure we are dealing with the right person.
If you are unhappy with how we have handled your information, you can complain to the Information Commissioner’s Office at ico.org.uk.
Contact us
To exercise any of these rights, or to ask a question about this policy, please use our contact form and choose “Something else”. We aim to respond within one month.