Studio Policies

PRIVACY POLICY

House Of Motion Studio Ltd

1 Cranmore House, Lisburn Road, Belfast

1.Introduction

House Of Motion Studio Ltd is committed to protecting and respecting your privacy.

This policy explains how we collect, use, and protect personal data in accordance with UK data

protection legislation, including the UK General Data Protection Regulation (UK GDPR).

2.Information We Collect

We may collect and process the following data:

• Personal details (name, email address, phone number)
• Parent/guardian details (for children’s programmes)
• Child’s name, age, and relevant information
• Emergency contact information
• Medical or additional needs information (where provided)
• Booking and payment details
• Marketing preferences

3.How We Use Your Information

We use your information to:

• Manage class bookings and payments
• Communicate important information regarding classes and services
• Ensure the safety and wellbeing of participants
• Provide customer support
• Send updates, offers, and marketing communications (where consent has been given)

4.Legal Basis for Processing

We process personal data based on:

• Contractual necessity (to deliver services)
• Legal obligations
• Legitimate business interests
• Consent (for marketing and media use)

5.Data Sharing

We do not sell or share personal data with third parties for marketing purposes.

We may share data with:

• Payment processors
• Booking platforms
• Legal or regulatory authorities (if required)

6.Data Storage & Security

House Of Motion Studio Ltd takes appropriate measures to protect personal data, including:

• Secure digital systems
• Restricted access to information
• Password-protected platforms

Data is only retained for as long as necessary for operational and legal purposes.

7.Your Rights

Under UK GDPR, you have the right to:

• Access your personal data
• Request correction of inaccurate data
• Request deletion of your data
• Object to processing
• Withdraw consent at any time

Requests should be made in writing to House Of Motion Studio Ltd.

8.Marketing Communications

You will only receive marketing communications where:

• you have opted in, or
• there is a legitimate interest based on your engagement with our services

You may opt out at any time.

9.Children’s Data

We only collect children’s data where necessary for participation in our programmes and with

parent/guardian consent.

We take additional care to ensure such data is handled securely and appropriately.

10.Updates to This Policy

House Of Motion Studio Ltd reserves the right to update this policy at any time.

The latest version will always be available upon request or via our website.

HEALTH & SAFETY POLICY

House Of Motion Studio Ltd

1 Cranmore House, Lisburn Road, Belfast

1.Policy Statement

House Of Motion Studio Ltd is committed to providing a safe, secure, and healthy environment for

all participants, staff, and visitors.

We recognise our responsibility to:

• minimise risks
• prevent accidents and injury
• ensure all activities are conducted safely

This policy applies to all classes, programmes, events, and activities delivered by House Of Motion

Studio Ltd.

2.Responsibilities

Directors (Kylee & Stephen Vincent)

The Directors are responsible for:

• ensuring compliance with health and safety legislation
• maintaining safe premises and equipment
• carrying out regular risk assessments
• ensuring appropriate insurance is in place

Staff & Instructors (current and future)

All staff are required to:

• take reasonable care of their own safety and that of others
• follow all health and safety procedures
• report hazards, accidents, or concerns immediately
• ensure classes are delivered in a safe and controlled manner

Participants & Parents

Participants and parents/guardians must:

• follow all safety instructions
• inform staff of any injuries, medical conditions, or concerns
• ensure children are supervised appropriately outside of class times

3.Risk Management

House Of Motion Studio Ltd will:

• carry out regular risk assessments of the studio and all activities
• identify and minimise potential hazards
• review safety procedures on an ongoing basis

Specific attention is given to:

• dance flooring and surfaces
• slips, trips, and obstacles
• class sizes and supervision ratios
• use of equipment and props

Stairs / Access

The studio is located upstairs. Clear signage and handrails are in place to reduce risk.

Participants and parents are advised of this prior to attendance.

Staff will supervise and assist where necessary to reduce the risk of slips, trips, or falls.

Risk assessments are reviewed regularly to ensure safe access.

4.First Aid & Accidents

A fully stocked first aid kit will be available on site at all times.

At least one responsible person will be designated to manage first aid where required.

All accidents and injuries will be recorded in an accident log and reported to parents/guardians

where applicable.

In the event of a serious incident, emergency services will be contacted immediately.

5.Fire Safety

House Of Motion Studio Ltd will ensure:

• Clear and accessible fire exits at all times
• Fire evacuation procedures are in place and communicated
• Fire safety equipment is installed and maintained

In the event of a fire:

• all participants must evacuate immediately
• staff will guide individuals to the designated exit point
• re-entry will not be permitted until deemed safe

6.Premises & Equipment

House Of Motion Studio Ltd will ensure that:

• All equipment is maintained in safe working condition
• Studio spaces are kept clean and free from hazards
• Any defects or issues are addressed promptly

Participants must:

• use equipment appropriately
• follow instructor guidance at all times

7.Health & Wellbeing

Participants are responsible for ensuring they are physically fit to take part in classes.

House Of Motion Studio Ltd must be informed of injuries, medical conditions, and additional needs

that may affect participation.

House Of Motion Studio Ltd reserves the right to refuse participation where it is deemed unsafe.

8.Hygiene & Cleanliness

The studio will be maintained to a high standard of cleanliness, including:

• regular cleaning of floors and surfaces
• maintaining hygienic facilities
• encouraging good personal hygiene among participants

9.Incident Reporting

All incidents, hazards, or near misses must be reported immediately to a member of staff and

recorded where necessary.

This allows House Of Motion Studio Ltd to improve safety procedures and prevent recurrence.

10.Review

This policy will be reviewed annually or as required to ensure ongoing compliance and

effectiveness.

COMPLAINTS POLICY

House Of Motion Studio Ltd

1 Cranmore House, Lisburn Road, Belfast

1.Policy Statement

House Of Motion Studio Ltd is committed to delivering a high standard of service across all

programmes, classes, and events.

We value feedback and take all complaints seriously, viewing them as an opportunity to improve

our services and maintain the highest standards.

2.Scope

This policy applies to:

• All participants (adults and children)
• Parents/guardians
• Clients attending any class, programme, or event

3.How to Make a Complaint

Complaints should be submitted in writing via email or official communication channels provided by

House Of Motion Studio Ltd.

The complaint should include:

• name of the individual raising the complaint
• details of the issue
• relevant dates and times
• any supporting information

4.Handling of Complaints

House Of Motion Studio Ltd will:

• Acknowledge receipt of the complaint within 3 working days
• Review the matter thoroughly and fairly
• Provide a response within 7–10 working days, where possible

All complaints will be handled professionally, confidentially, and without bias.

5.Resolution

Where appropriate, House Of Motion Studio Ltd may:

• provide an explanation or clarification
• offer a resolution or corrective action
• implement changes to prevent recurrence

Resolutions are provided at the discretion of House Of Motion Studio Ltd.

6.Escalation

If the complainant is not satisfied with the outcome, they may request a further review.

A final decision will be issued following this review and will be considered conclusive.

7.Conduct

All complaints must be raised respectfully.

House Of Motion Studio Ltd reserves the right to refuse to engage with complaints that are abusive,

defamatory, or unreasonable.

8.Review

This policy will be reviewed periodically to ensure effectiveness and alignment with business

operations.

EQUALITY & INCLUSION POLICY

House Of Motion Studio Ltd

Lisburn Road, Belfast

1.Policy Statement

House Of Motion Studio Ltd is committed to creating an environment where everyone is treated

fairly, with respect, and has equal opportunity to participate in our programmes, classes, and

events.

We value diversity and strive to make our offerings as inclusive and accessible as reasonably

possible.

2.Scope

This policy applies to all:

• Participants (children and adults)
• Parents and guardians
• Staff, instructors, and volunteers
• Contractors, visitors, and partners

3.Principles

House Of Motion Studio Ltd will:

• Promote equality regardless of age, race, gender, sexual orientation, religion, disability, or

socio-economic background

• Provide programmes and classes that are accessible where reasonably possible
• Ensure that all promotional materials, social media, and communications reflect diversity and

inclusion

• Encourage respectful behaviour and language at all times

4.Accessibility & Physical Considerations

The main studio is located upstairs and includes stairs.

We recognise that this may limit access for some participants.

House Of Motion Studio Ltd will make reasonable adjustments where possible, including:

• alternative arrangements for participation (online classes or pre-recorded sessions)
• assistance for participants navigating stairs, where appropriate

We encourage parents or participants with accessibility needs to contact us in advance to discuss

how we can support participation safely.

5.Complaints and Concerns

Any concerns regarding discrimination, exclusion, or accessibility should be raised via the

Complaints Policy.

House Of Motion Studio Ltd will investigate all matters promptly and fairly.

6.Monitoring & Review

House Of Motion Studio Ltd will monitor the effectiveness of this policy and review it regularly to

ensure ongoing improvement and compliance with best practices.

SAFEGUARDING & CHILD PROTECTION POLICY

House Of Motion Studio Ltd

1 Cranmore House, Lisburn Road, Belfast

1.Policy Statement

House Of Motion Studio Ltd is fully committed to safeguarding and promoting the welfare of all

children and young people participating in its programmes, including but not limited to the

Dancewise and One Motion curricula.

We recognise our duty of care to ensure that all children:

• are protected from harm
• feel safe, respected, and valued
• are able to participate in a positive and supportive environment

All staff, instructors, and volunteers are required to adhere to this policy at all times.

2.Scope

This policy applies to:

• All children under the age of 18
• All staff, contractors, and volunteers
• All activities conducted by House Of Motion Studio Ltd, including classes, workshops, events,

and external programmes

3.Designated Safeguarding Lead (DSL)

House Of Motion Studio Ltd appoints a Designated Safeguarding Lead (DSL), responsible for:

• Managing safeguarding concerns
• Acting as the primary point of contact
• Liaising with external authorities where necessary

Kylee Vincent

4.Cancellations & Refunds

All bookings are non-refundable unless exceptional circumstances apply.

Missed classes are not refundable.

House Of Motion Studio Ltd may, at its discretion, offer a transfer or credit.

5.Class Changes & Cancellations

House Of Motion Studio Ltd reserves the right to cancel or reschedule classes and change

instructors where necessary.

In such cases, clients will be offered a rescheduled class or a credit where appropriate.

6.Reporting Concerns

Any safeguarding concern must be reported immediately to the Designated Safeguarding Lead,

recorded in writing, and escalated where required.

House Of Motion Studio Ltd will take all concerns seriously, act promptly, and maintain

confidentiality where possible.

7.Parental Responsibility

Parents/guardians must:

• Ensure children are dropped off and collected on time
• Inform the studio of any relevant medical or behavioural conditions
• Provide accurate emergency contact details

8.Photography & Media

No images or videos of children will be used for marketing, promotional, or commercial purposes

unless prior written consent has been obtained from a parent or guardian.

Where consent has not been provided, House Of Motion Studio Ltd will ensure that the child is not

included in any media capture or usage.

9.Review

This policy will be reviewed annually or as required by changes in legislation or operational needs.