1. Our Commitment

My Dance School is committed to safeguarding the welfare of all children and vulnerable adults who use our platform, whether directly or through the dance schools we serve. We recognise that safeguarding is everyone's responsibility and take a proactive approach to child protection.

2. Scope

This policy applies to the My Dance School platform and all users, including dance school owners, staff, parents, and dancers. It covers our approach to data handling, platform features, and reporting procedures related to safeguarding.

3. Platform Safeguarding Features

We have built several features into the platform to support safeguarding:

Role-Based Access Controls

Granular permission system limiting who can view sensitive information
Separate roles for owners, managers, teachers, and parents
Teachers only see data relevant to their classes
Parents can only access their own children's information

Accidents and Concerns

Schools can record accidents and safeguarding concerns as they happen
Parents and dancers with portal access can report an injury, mark, bruise, cut, or concern directly to the school
Reports can cover classes, rehearsals, performances, trips, home, or competitions managed on another platform
Accident records can include the injury, body area, first aid, treatment, location, witnesses, and what happened
Schools can notify a parent, share follow-up updates, and record when the parent acknowledges the report

Confidential and Shared Records

Internal notes remain restricted to authorised school staff
Shared updates are kept separately from confidential investigation notes
Each report keeps its dates, reporting source, status, follow-up notes, and acknowledgement history together
Role-based permissions limit access to sensitive information

Consent Management

Track photo/video consent for each child
Separate consent for social media vs. internal use
Easy filtering of children without consent
Consent expiry reminders

Emergency Information

Medical conditions and allergies recorded
Emergency contacts accessible during classes
Parents can update information directly

4. Using Accident and Concern Records

My Dance School gives schools and families a secure record and update trail. A school can record an accident or concern, keep internal investigation notes, share appropriate updates with a parent, and see when the parent has acknowledged them. A parent or dancer can also make the first report, including something noticed at home that the school should know before the next class.

These records support consistent follow-up, but they are not an emergency service. Anyone who believes a child is in immediate danger should call 999. Schools must still follow their own safeguarding policy and make any required referrals to the appropriate authority.

5. Dance School Responsibilities

While we provide tools to support safeguarding, dance schools remain responsible for:

Implementing their own safeguarding policies and procedures
Ensuring all staff have appropriate DBS/background checks
Training staff in safeguarding and child protection
Appointing a Designated Safeguarding Lead (DSL)
Obtaining appropriate consent from parents/guardians
Reporting concerns to appropriate authorities
Maintaining appropriate insurance

The My Dance School platform does not replace a dance school's safeguarding obligations.

6. DBS Checks and Verification

While the platform allows recording of DBS check information, My Dance School does not conduct or verify DBS checks. Dance schools must independently verify the identity and background of all staff working with children. We recommend using the DBS Update Service for ongoing monitoring.

7. Data Protection and Children

Special care is taken with children's data:

All data is encrypted in transit and at rest
Minimal data is collected—only what's necessary for dance school operations
Photos/videos require explicit consent
Data is not shared with third parties for marketing
Parents can request data export or deletion

See our Privacy Policy for full details on how we handle personal data.

8. Reporting Concerns

If you have safeguarding concerns about a child:

Concerns About a Child

Use the school's parent or dancer portal where available, or contact the dance school's Designated Safeguarding Lead directly. The portal record does not replace an urgent report. If you believe a child is in immediate danger, call 999.

Concerns About Platform Misuse

If you believe the platform is being used inappropriately or content violates our policies, report it immediately to:

Email: safeguarding@mydanceschool.co.uk

We will investigate all reports promptly and may suspend accounts pending investigation where appropriate.

9. Our Staff

All My Dance School staff with access to user data undergo safeguarding training and background checks. Our team is trained to recognise signs of abuse and understands reporting procedures. Access to data is restricted on a need-to-know basis.

10. Useful Resources

The following organisations provide guidance on safeguarding in the UK:

NSPCC: 0808 800 5000 | help@nspcc.org.uk
Childline: 0800 1111
DBS Service: gov.uk/dbs-check
UK Council for Child Internet Safety (UKCCIS)

11. Policy Review

This policy is reviewed annually and updated to reflect changes in legislation, best practice, and platform features. The last review date is shown at the top of this page.

12. Contact

For questions about this Safeguarding Policy or to report concerns about platform misuse: