Privacy Policy


This privacy notice tells you what to expect when the NCDTA collects personal information.

We may change this policy by updating this page. You should check from time to time to ensure that you are happy with any changes. This policy is effective from 22 May 2018.



Introduction    3

Data protection principles    4

Your rights    4

Information NCDTA processes    4

Legal basis for processing    5

Members    5

E-news items    5

Email addresses    5

Data Retention    5

Candidates    5

Data retention    6

Website visitors    6

Forms    6

Links to other websites    6

Schools on website    6

Suppliers / 3rd parties    7

Use of data processors    7

Posting    7

Website hosting    7

CRB/DBS service    7

International Data Transfers    7

Security    7

Complaints or queries    7

Access to personal information    8

Disclosure of personal information    8

Legal Obligation    8

How to contact us    8


NCDTA is committed to process any personal information it holds only in ways that are fair, transparently and meet its legal obligations, in other words, in accordance with the Data Protection Act and its successor the General Data Protection Regulations (GDPR).

NCDTA will take particular care over email addresses which in addition to the GDPR are subject to the Privacy and Electronic Communication Regulations (PECR).

Data protection principles

The legislation sets out various data protection principles. These include that personal information is:

  • used fairly and lawfully
  • used for limited, specifically stated purposes
  • used in a way that is adequate, relevant and not excessive
  • accurate
  • kept for no longer than is absolutely necessary
  • kept safe and secure
  • not transferred outside the European Economic Area without adequate protection

Your rights

The legislation conveys various individual rights. These include the following:

  • The right to be informed
  • The right of access
  • The right to rectification
  • The right to erase
  • The right to restrict processing
  • The right to data portability
  • The right to object
  • Rights in relation to automated decision making and profiling.

The sections towards the end of this Privacy Notice let you know how you can exercise your rights.

You can read more about your rights at

Information NCDTA processes

The following sections describe the information that NCDTA collects and how it is processed. The sections are split according to the type of information.

Legal basis for processing

The legislation requires that there is a clear legal basis for processing personal information. In general NCDTA relies on the individual’s consent in order to process their data. Where there are exceptions such as a legal obligation, contractual agreement or NCDTA’s legitimate interest, they will be noted below.

Please note that if consent is withdrawn the level of service that we can offer might be severely curtailed.


We collect contact details, membership details and qualification details in order to provide membership services.

That includes, but not limited to, the administration of joining and renewals, distribution of the newsletter, organising the annual seminar and AGM, hosting workshops, access to meetings and competitions, access to the examinations service and providing disclosure and barring service checks and registration.

Published in Newsletter

With consent, new members and new professional qualifications are published in NCDTA newsletter.

E-news items

With consent we email items of news that we believe will be of interest to our members.

We gather statistics around email opening and clicks using industry standard technologies including clear gifs to help us monitor and improve our e-news items.

Email addresses

If an email address is provided we assume consent to use it for administrative purposes of membership (e.g. notification of membership renewal, processing of examination sessions, etc.).

We will not use it to send you e-news and marketing items without your explicit consent.

Data Retention

Once a member lapses, we retain sufficient information to identify the previous member. This allows the previous membership number to be used again if the member re-joins. NCDTA relies on legitimate interest as the legal basis for retaining this information.


We collect and hold information to administer the taking of qualifications and issuing of certificates to successful candidates. We will hold the certificate information indefinitely so that we can confirm it is genuine to any interested party. There is a public facility on the website to verify certificates.

Data retention

NCDTA relies on legitimate interest as the legal basis for retaining certificate information.

Website visitors

Use of cookies by the NCDTA.

Like most websites, we enable the use of cookies to enhance your user experience. By using the Website you consent to the storing and accessing of cookies on your device.

This allows us to tailor the site according to trends, such as frequency of visits.

Cookies are small bits of data that generally contain two pieces of information; the website name and a unique identifier. These are not programs and are not harmful to your computer. The cookies are stored in plain text on your computer and can be viewed with a text editor.

If you find the idea of a website storing information on your computer a bit intrusive, you can disable or block cookies. Instructions for how to block cookies on some popular browsers are below:


There are various forms on the website used to collect information. That information is only used for the stated purposes which are described in the relevant sections of this Privacy Notice.

Links to other websites

This Privacy Notice does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.

Schools on website

Schools can submit a profile which will be made publicly available as part of the website’s Where can I Learn to Dance feature. The information submitted will only be used for the Where Can I Learn to Dance feature. The school can email updates to NCDTA which will be promptly processed. The profile will be kept until such time as the school emails a request to remove it.

Suppliers / 3rd parties

Use of data processors 

Data processors are third parties who provide services for us. We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct. The following is a list of our main data processors. There may be others from time to time.


When sending letters, parcels, publications and purchases we will share your postal address with the delivery service (Normally Royal Mail or Parcel Force).

Website hosting

We use a third party service, Geonet Solutions Ltd to host our website. Geonet are contractually obliged to treat any information on our private website as confidential and only use such information for the purpose of providing NCDTA with web hosting.

CRB/DBS service

A DBS checking service for NCDTA members is provided by Due Diligence Checking Ltd. Information provided by them to NCDTA will only be shared with the individual concerned. The records are kept for 3 years and then deleted.

International Data Transfers

Your personal information will be stored in the EU and in accordance with the GDPR.

The GDPR applies to EU residents. If we share personal information of EU residents with suppliers or 3rdparties outside of the EU we will ensure that they meet the requirements of the GDPR.

We are committed to complying with the data regulations of non-EU residents according to their jurisdiction.


NCDTA has implemented technical and organisational security measures to protect your personal data against unauthorized access, loss or misuse.

Complaints or queries

NCDTA tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.

This privacy notice was drafted with care. It does not provide exhaustive detail of all aspects of NCDTA’s collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address below.

Confidentiality will be preserved during the investigation of a complaint to safeguard the interests of everyone concerned unless disclosure is necessary to progress the complaint.

If you want to make a complaint about the way we have processed your personal information, please contact us in writing to the address provided below. 

Access to personal information

NCDTA tries to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by asking. This is formally known as a ‘subject access request’ under the Data Protection Act 1998. If we do hold information about you we will:

  • give you a description of it.
  • tell you why we are holding it.
  • tell you who it could be disclosed to.
  • let you have a copy of the information in an intelligible form.

To make a request to the NCDTA for any personal information we may hold you need to put the request in writing to the address provided below.

If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone. If we do hold information about you, you can ask us to correct any mistakes.

We may make a charge of up to £10 for a request.

Disclosure of personal information

Except as described in this Privacy Notice we will not disclose personal data without consent.

Legal Obligation

We may disclose your information to governmental agencies or entities, regulatory authorities, or other persons in line with any applicable law, regulations, court order or official request.

How to contact us

Use our website contact form at or write to:


Northern Counties Dance Teachers Association Ltd

Data Protection

2 Southlands

South Place

Stockton Road



Tyne & Wear