In Line We Dance - Our Policy Documents

CLASS & EVENTS TERMS & CONDITIONS

Please note: Everyone attending Line Dance classes (including spectators) (“Members”) must sign in on the sign in sheet and complete a Dancer Waiver, whether dancing or not. This is for insurance and fire safety purposes. Signing in confirms acceptance of the terms and conditions of the class. Copy available on request and detailed below.

All passes are for entertainment only and exclude insurance, accommodation, travel, parking, food and drink unless specified with the booking. In Line We Dance Vouchers are not valid as payment or part payment for any event unless specified on the Voucher.

You understand and agree that in participating in any dance class, workshop, rehearsal or performance, there is a possibility of physical injury. You understand that you should be aware of my physical limitations and agree not to exceed them. You recognise the physical risks associated with these activities and declare that you physically and mentally fit to participate safely in these activities and that you have not been advised otherwise by a qualified medical professional. you also understand that it is my responsibility to provide appropriate supportive footwear. In Line We Dance has the right to refuse entry to any of its classes or events at any time.

Safeguarding Policy: Please see Safeguarding Policy.

Children under the age of 18 must be accompanied by an adult.

Unreasonable Behaviour: For the convenience and safety of our guests, we reserve the right to terminate your pass without compensation, where the unreasonable behaviour of a person named on the confirmation paperwork or their guest might impair the enjoyment, comfort or health and safety of other guests or our staff. Definition of unreasonable behaviour is at the discretion of In Line We Dance and the Venue Management.

Photo’s & Videography: Permission is granted to ‘In Line We Dance’ to use photographs and videos of Members for publicity and record purposes. For example: - Website, Social Media etc.

Your Information: All information we collect from you at the time of booking/enquiry is kept secure on our internal database or alternatively safely locked away with limited access. This refers to a combination of information such as your name, contact details, travel preferences and special needs/disabilities/dietary requirements that you supply or is supplied to us (by the lead organiser). Your information is collected when information is requested from us for the purpose of a booking, you make a booking or connect with us via social media. We will update your information whenever we can to keep it current, accurate and complete or if requested by yourself. At In Line We Dance trading as In Line We Dance Events, we will never pass on your details to other companies and businesses for marketing purposes, your details will only be used for the intended purpose that you provided them to us. For legal, regulatory and contractual purposes, we are required to store your details for the intended purpose of your booking with us. After your booking has concluded you have the right to ask us to remove your details from our database, or request only to be sent marketing information relevant to your interests.

The Data we collect for marketing purposes: Due to some of the events we are able to arrange we are provided with your information from certain Associations. We use that information for several of reasons, including to able send you information and booking forms for up-coming events; to contact you if we need to obtain or provide additional information; in case of injury to contact your next of kin; to check our records are correct; and to check every now and then that you’re happy and satisfied.

We don’t rent or trade information with other organisations and businesses. As a current or existing customer of In Line We Dance trading as In Line We Dance Events we may send you, for specific events, up to-date brochures or newsletters on your booking interests. You can unsubscribe to general mailings at any time by emailing our data protection officer at info@inlinewedance.co.uk.

We will only share your information for the purpose of your booking, this will include your group/event organiser, hotels, ferry companies, airlines, coach companies where applicable. We will only provide the necessary information for them such as your name, special requests/dietary requirements and personal data required to proceed with your booking. (e.g. passport details, car registration, emergency contact number).

As part of our due diligence process, at In Line We Dance trading as In Line We Dance Events, we have sought assurance from such parties that they too are GDPR compliant and will protect your information.

Access to your Personal Information: You are entitled to view, amend, or request deletion of the personal information that we hold. Email your request to our data protection officer at info@inlinewendance.co.uk

You agree that you shall not approach other guests at any time with a view to encouraging or procuring them to attend any dance function, alternative dance class, event, Weekend or Workshop of any nature being held by you or your principal for which an admission fee (however described) is payable. Should this occur we reserve the right to remove you from the event, cancelling your pass without refund or compensation.

Without prejudice to your statutory rights in respect of death and personal injury occasioned by an act of negligence by an officer or employee of In Line We Dance in the course of its business, neither the company or its owner accept any responsibility for loss of any nature suffered by you at an event that is organised or run by In Line We Dance. In Line We Dance, Mathew Sinyard or any officer or employee will not be held liable for any injuries you may incur during any dance event. It is you the customer who has the responsibility to ensure you are carrying out our activities safely during any In Line We Dance event.

Event cancellations are extremely rare. Events incur huge costs and these are paid out in advance of the event date covering all sorts of requirements for the Choreographers, Artistes, Hall and Hotel fees.

In Line We Dance will not be held responsible or refund for anything outside of our control for example: - Airlines, Tour Operators, Strikes, Acts of God, Wars and Unsettlement, Pandemics, Epidemics, Industrial Action or enforced restrictions brought into place by any government to protect the general public etc.

IMPORTANT NOTE: You MUST take responsibility for YOUR travel and purchase travel/ holiday insurance to cover any cancellations / losses. You MUST ensure the level of cover is sufficient for your requirements. We are not responsible for this or your choice of policy etc.

Refunds or Credit Notes will be offered for events only, if the reason for the cancellation is the sole and full responsibility of ourselves (our illness for example).

In Line we Dance have the right to amend or cancel any part of the entertainment schedule including choreographers, venues and artists as we see fit. We will always do our utmost to provide the entertainment advertised but on rare occasions cancellations can happen. We will seek to contact guests by email should any changes occur.

Please note on paying your monies and booking an event with In Line We Dance you are confirming that all parties named on the booking have read and accepted these terms and conditions set out by In Line We Dance.

All the venues are covered by their own public and employee liability insurances and hold licenses to use copyright music.
Public liability insurance and public entertainment licences are also held by In Line We Dance.
Our electrical appliances are also certified PAT tested and marked accordingly (UK events).
We adhere to all health and safety precautions at all times (e.cg. maximum capacity of the ballroom, fire safety, dance floor etiquette etc)
Additional copies of these terms and conditions are available on request.

All correspondence should be sent to: -

In Line We Dance - 14 Fern Road, Langport, Somerset. TA10 9BW. United Kingdom

Safeguarding & Child Protection Policy

1. Our Commitment

In Line We Dance is committed to creating a positive, safe, and enjoyable environment for all dancers. We believe that everyone - regardless of age, disability, gender, racial heritage, religious belief, sexual orientation, or identity—has the right to be protected from abuse, bullying, and neglect.

We are committed to:

Prioritising the safety and well-being of all participants, particularly children and vulnerable adults.

Ensuring all staff/volunteers are suitable to work with children and vulnerable adults.

Responding promptly to any concerns or allegations of abuse.

2. Scope

This policy applies to all staff, volunteers, and freelance instructors working on behalf of In Line We Dance.

3. Key Principles

Safety First: The welfare of the dancer is paramount.

Open Environment: We operate an open, transparent environment, avoiding unobserved situations.

Inclusivity: We promote equality, respect, and dignity in all interactions.

Respectful Touch: Physical contact is limited to necessary, professional, and agreed-upon teaching adjustments (e.g., correcting footwork), and never used for inappropriate contact.

4. Procedures

Safe Recruitment: All instructors are insured.

Record Keeping: We maintain accurate records of attendance, registration forms, and any incident reports.

Photography/Filming: No filming or photography of classes will take place without explicit consent from participants or parents/carers.

Concerns: If anyone has a concern about the safety or well-being of a participant, they should report it immediately to our Designated Safeguarding Lead (DSL).

5. Designated Safeguarding Lead (DSL)

Name: Mathew Sinyard

Role: Owner

Contact: mat@inlinewedance.co.uk

In the absence of the DSL, concerns should be reported directly to local authority social care services.

6. Code of Conduct for Participants

Treat others with respect and kindness.

Bullying, harassment, or inappropriate language will not be tolerated.

If you feel uncomfortable or unsafe, please tell the instructor immediately.

7. Policy Review

This policy is reviewed annually to ensure compliance with the latest legislation.

Date Updated: 21/08/2026

Client Privacy Notice

This privacy notice tells you what to expect us to do with your personal information

What information we collect, use, and why
Lawful bases and data protection rights
Where we get personal information from
How long we keep information
Who we share information with
How to complain
What information we collect, use, and why

We collect or use the following information for service updates or marketing purposes

Names and contact details
Addresses
Recorded images, such as photos or videos
Records of consent, where appropriate
Insurance waivers

We collect or use the following information to comply with legal requirements

Name
Contact information
Financial transaction information
Sensitive personal data
Any other personal information required to comply with legal obligations
Health and safety information
Safeguarding information
Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR.

You can find out more about lawful bases on the Information Commission’s Office (“ICO”) website

Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website.

Your right of access

You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with.

There are some exemptions which means you may not receive all the information you ask for.

Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete.

Your right to erasure - You have the right to ask us to delete your personal. information.
Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information.
Your right to object to processing - You have the right to object to the processing of your personal data.
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you.
Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact by email at: info@inlinewedance.co.uk.

Our lawful bases for the collection and use of your data:

Consent - for marketing purposes
We have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Legal obligation – we have to collect or use your information so we can comply with our legal, regulatory and contractual obligations. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk.
This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to

object and the right to portability.

Where we get personal information: Directly from you.

How long we keep information

Our standard retention period is 7 years. For more information on how long we store your personal information or the criteria we use to determine this please contact us using the details provided above.

Who we share information with:

Others we share personal information with: insurance companies, emergency services, publicly on our website, social media or other marketing and information media.

Other relevant third parties: hotels and event organisers, ferry companies, airlines, coach companies where applicable,

for the purpose of booking accommodation, arranging travel or a place at an event. We will only provide the necessary information for them such as your name, travel preferences any special needs/disabilities/special requests/dietary requirements and personal data required to proceed with your booking. (e.g. passport details, car registration, emergency contact number) that you supply, or is supplied to us (by the lead organiser). As part of our due diligence process, at In Line We Dance trading as In Line We Dance Events, we have sought assurance from such third parties that they too are GDPR compliant and will protect your information.

How to complain - If you have any concerns about our use of your personal information, you can make a data protection complaint to us by email to: info@inlinewendance.co.uk

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the Information Commissioner’s Office Website: https://www.ico.org.uk/make-a-complaint

Line Dance Weekends & Holidays Terms & Conditions

In Line We Dance T/A Inline We Dance Events act as agents for hotel which you are booking, therefore any accommodation contract is between the hotel and you the guest.

BOOKING: We must receive your booking in writing on our booking form together with a non – refundable, non - transferable deposit of £35 per guest. An invoice will be sent no later than 9 weeks prior to the Lead Name showing any deposits paid and detailing how to make the final payment the final balance being due no later than 8 weeks before the event. The balance must be received by us no later than the due date on the invoice. Regrettably we are no longer able to accept cheques, we do accept credit or debit card payments but these may attract a 3% handling fee. We do not send email reminders and ask that you make a note in your diary. Non-payment of the balance by the due date shall be construed as a cancellation of the contract and the deposit will not be refunded and you may be liable for a cancelation fee as detailed below. Please note there is no contract between us until In Line We Dance has received cleared funds accompanied by the appropriate booking form. Once you have paid your initial deposit to us and have received your booking confirmation or receipt the contract between us comes into force and it is therefore assumed that you have accepted the Terms and Conditions clearly set out herein. No Variations to these terms are valid unless formerly agreed by In Line We Dance in writing. Please note on paying your monies and booking an event with In Line We Dance you are confirming that all parties named on the booking have read and accepted these terms and conditions set out by In Line We Dance.

CANCELLATION BY YOU: You may cancel your booking at any time before departure. In the event of a cancellation, we will make every effort to re-sell the booking in which case all monies will be returned to you less your deposit and an administration fee. However, if we are unable to re-sell, we have to advise you that you will be liable for the full cost of the holiday as per the timings below. Notice of cancellation must be in writing and because we incur costs from the time we confirm your booking, the following charges will apply.

TIMING CHARGES

More than 52 weeks 10%

Between 52 and 26 weeks 25%

Between 26 and 12 weeks 50%

Between 12 and 8 weeks 75%

After 8 weeks 100%

CANELLATION BY US: We reserve the right to cancel your booking if there are insufficient bookings on your trip or for other unforeseen operational reasons. Refunds or Credit Notes will be offered, however, if the reason for the cancellation is the sole and full responsibility of ourselves (our illness for example). In such an event, we will provide you with notice of cancellation. In Line We Dance will not be held responsible or refund for anything outside of our control for example: - Airlines, Tour Operators, Strikes, Acts of God, Weather, Wars and Unsettlement, Pandemics, Epidemics, Industrial Action or enforced restrictions brought into place by any government to protect the general public etc.

CHANGES BY US: In Line we Dance have the right to amend or cancel any part of the entertainment schedule including Choreographers, Venues, and Artists as we see fit. We will always do our utmost to provide the entertainment advertised but on rare occasions cancellations can happen. We will undertake to contact guests by email should any changes occur. We do our utmost to ensure that all the arrangements and visits are as described. However, it is in the nature of travel that changes are sometimes inevitable, although most of these will be minor in nature.

IMPORTANT NOTE: You MUST take responsibility for YOUR travel and purchase Travel/Holiday Insurance to cover any cancellations / losses. You MUST ensure the level of cover is sufficient for your requirements. We are not responsible for this or your choice of policy etc. Event cancellations are extremely rare. Events incur huge costs and these are paid out in advance of the event date covering all sorts of requirements for the Choreographers, Artistes, Hall and Hotel fees.

FLIGHTS & TICKETS: Any travel arrangements are the responsibility of the guest and In Line We Dance will not be held responsible for any booking pertaining to these.

ACCOMMODATION: Accommodation in hotels is in single, twin/double bedded rooms, we cannot specify whether you will have a bath or shower but all rooms have private facilities. Single rooms are available on a first come first serve basis and attract a single supplement charge

FITNESS: The holiday is for dancers and their guests and are active in nature and as such, they require a certain minimum level of mobility, physical and mental fitness, and stamina. We carefully consider the intensity and fitness of the holiday and will provide opportunities for beginners, improvers and intermediates to participate. As minimum participants are required to complete a Participation Questionnaire if they haven’t already done so at an In “Line We Dance” class or attend regular classes with their locality. If you have a medical condition, disability or restriction on your mobility (whether age related or not) which requires special arrangements or adjustments, please provide us with all relevant information and discuss this with us prior to booking. If we do not feel that we can reasonably accommodate your needs and restrictions, we reserve the right to decline your booking. If you have a medical condition, disability or restriction (from whatever cause) which develops or becomes worse after booking your tour and before travelling, please let us know as early as possible so that we can discuss the situation including any new requirements. In certain such circumstances, we reserve the right to cancel your booking if we reasonably feel unable to accommodate your requirements or limitations. Please ensure you inform your GP if you feel you have any conditions which may impact your ability to join in the holiday. You also understand that it is your responsibility to provide your own appropriate supportive footwear. In Line We Dance has the right to refuse entry to any of its Classes or Events at any time. You understand and agree that in participating in any dance class, workshop, rehearsal or performance, there is a possibility of physical injury. You understand that you should be aware of your physical limitations and you agree not to exceed them. You recognize the physical risks associated with these Activities and declare that your are physically and mentally fit to participate safely in these Activities and that you have not been advised otherwise by a qualified medical professional Without prejudice to your statutory rights in respect of death and personal injury occasioned by an act of negligence by an officer or employee or assistant of In Line We Dance in the course of its business, neither the company or its owner accept any responsibility for loss of any nature suffered by you at an event that is organised or run by In Line We Dance Events. In Line We Dance Events, Mathew Sinyard or any officer or employee or assistant will not be held liable for any injuries you may incur during any dance event. It is you the customer who has the responsibility to ensure you are carrying out our activities safely during any event.

DIETARY AND SPECIAL REQUESTS: Please advise us at the time of booking of any food allergies or special dietary requirements you may have for medical or religious reasons and we will do our very best to assist. Please note, it is important that you distinguish between food allergies and other dietary requirements which have or are likely to have medical consequences if they are not met and food or dietary preferences. It is your responsibility to ensure that requirements which have (or are likely to have) medical consequences if not met are clearly communicated in writing as such. We are entitled to assume that failure to meet a request will not have medical consequences if the risk/likelihood of medical consequences is not made specifically clear in writing at the time the request is made. We may ask for independent verification of the medical consequences where we consider it appropriate to do so.

Safeguarding Policy: The safeguarding policy will be in line with the hotels policy and procedures.

Children under the age of 18 must be accompanied by an adult.

Unreasonable Behaviour: For the convenience and safety of our guests, we reserve the right to terminate your pass without compensation, where the unreasonable behaviour of a person named on the confirmation paperwork or their guest might impair the enjoyment, comfort or health and safety of other guests or our staff. Definition of unreasonable behaviour is at the discretion of In Line We Dance and the Venue Management.

Photo’s & Videography: Permission is granted to ‘In Line We Dance’ to use photographs/videos of members for publicity and record purposes.

Your Information: All information we collect from you at the time of booking/enquiry is kept secure on our internal database or alternatively safely locked away with limited access. This refers to a combination of information such as your name, contact details, travel preferences and special needs/disabilities/dietary requirements that you supply or is supplied to us (by the lead organiser). Your information is collected when information is requested from us for the purpose of a booking, you make a booking or connect with us via social media. We will update your information whenever we can to keep it current, accurate and complete (if requested by yourself). At In Line We Dance trading as In Line We Dance Events, we will never pass on your details to other companies and businesses for marketing purposes, your details will only be used for the intended purpose that you provided them to us, for a booking or enquiry. For legal, regulatory and contractual purposes, we are required to store your details for the intended purpose of your booking with us. After your booking has concluded you have the right to ask us to remove your details from our database, or request only to be sent marketing information relevant to your interests.

The Data we collect for marketing purposes: Due to some of the events we are able to arrange; we are provided with your information from certain Associations. We use that information for several reasons, including to send you information and booking forms for up-coming events; to contact you if we need to obtain or provide additional information; to check our records are correct; and to check every now and then that you’re happy and satisfied.

We don’t rent or trade information with other organisations and businesses. As a current or existing customer of In Line We Dance trading as In Line We Dance Events we may send you, for specific events, up to-date brochures or newsletters on your booking interests. You can unsubscribe to general mailings at any time by emailing our data protection officer at info@inlinewedance.co.uk.

We will only share your information for the purpose of your booking, this will include your group/event organiser, hotels, ferry companies, airlines, coach companies where applicable. We will only provide the necessary information for them such as your name, special requests/dietary requirements and personal data required to proceed with your booking. (e.g. passport details, car registration, emergency contact number).

As part of our due diligence process, at In Line We Dance trading as In Line We Dance Events, we have sought assurance from such parties that they too are GDPR compliant and will protect your information.

Access to your Personal Information: You are entitled to view, amend, or request deletion of the personal information that we hold. Email your request to our data protection officer at info@inlinewendance.co.uk

You agree that you shall not approach other guests at any time with a view to encouraging or procuring them to attend any dance function, alternative dance class, event, Weekend or Workshop of any nature being held by you or your principal for which an admission fee (however described) is payable. Should this occur we reserve the right to remove you from the event, cancelling your pass without refund or compensation.

All the venues are covered by their own public and employee liability insurances and hold licenses to use copyright music.
Public Liability Insurance and Public Entertainment Licences are also held by In Line We Dance Events.
Our electrical appliances are also certified PAT tested and marked accordingly (UK events).
We adhere to all health and safety precautions at all times (maximum capacity of the ballroom, fire safety, dance floor etiquette etc.).
Additional copies of these terms and conditions are available on request.

Correspondence should be sent to: -

In Line We Dance Events, 14 Fern Road, Langport, Somerset. TA10 9BW. United Kingdom.

Contact us by Phone 07548 601518 or 07545 121951 or Email info@inlinewedance.co.uk

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