Policies & T&Cs

📋Terms & Conditions 🛡️Safeguarding & Child Protection 🔒GDPR & Privacy Policy 📹CCTV Policy ⛑️Health & Safety 📷Photography & Filming 📱Social Media Policy 🤝Code of Conduct 📝Complaints Procedure

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Membership at The Grove Studios is open to all, subject to the following conditions. By booking a place you agree to these Terms & Conditions in full.

Liability
The Grove Studios accepts no responsibility for loss or damage of personal belongings while on the premises, and no liability for any injuries sustained whilst participating in a class or on the premises. Staff/teachers must be notified of any changes to information provided on the booking portal.

Staff
All staff, including cover teachers brought in at short notice, are qualified, experienced and DBS-checked. Volunteer class assistants and trainees on placement are also DBS-checked.

Supervision
Teachers supervise for the duration of the class only. Students must get full permission from staff before leaving class. Parents/carers are not permitted to watch classes unless invited. If a child is new or particularly unconfident, parents/carers may sit in for the first ten minutes of one class at the Site Manager's discretion.

Behaviour
Racist, sexist and other offensive language and behaviour is not tolerated. The Grove Studios reserves the right to terminate membership without notice — the final decision rests with the Principal. The behaviour of staff, parents and students must always follow our Code of Conduct. Pets are not permitted on the premises for health and safety reasons.

Uniform

• Students must not wear school uniform to any class — correct dance/fitness clothing is required for health, safety, child protection and a sense of belonging
• All t-shirts, shoes and bags must be clearly labelled — lost property is donated to charity at the end of every term
• Strictly no jewellery, including earrings (unsafe during physical activity)
• Hair must be tied back from the face for all classes
• Second-hand shoes and clothing are often available at a greatly reduced rate — donations of good-condition dancewear are welcome
• Shop Grove Studios & Robyn Academy branded dancewear at rddancecostumes.co.uk

Attendance

• Children must arrive and be collected promptly — please aim to arrive 5 minutes before the class starts
• Latecomers must wait outside until an appropriate time to join the class
• Children arriving more than 15 minutes late may be refused admission to avoid disrupting the class
• The Grove Studios will aim to give at least one week's notice of any changes to venue or class time

Illness & Injury
Students must not attend if they are unwell or have an injury preventing full participation. This includes any contagious illness such as Chicken Pox, Head Lice, Cold, Flu or COVID-19 symptoms.

Child Collection
Teachers ensure each child leaves with an authorised adult. If a parent/guardian does not collect on time:

1. The teacher will contact the parent/guardian directly
2. If unreachable and the teacher must leave, the entire Grove Studios Management Team is notified and a team member will remain until another arrives
3. If no adult is reachable, the child will be taken to the nearest police station — the parent/guardian will be informed of the child's location and all contact details provided to police

Booking & Priority
All classes must be booked in advance via our online portal — no pay-on-the-day. Placement priority is:

1. Current students continuing the same course
2. Current students changing or adding courses
3. Siblings of current students
4. Waiting list — new students

A two-week priority booking window opens before general booking each term. Waiting list members are contacted in list order — if unavailable, the next member is contacted.

Payment
At Robyn Academy, tuition fees are paid by monthly subscription. We operate for 34 weeks each year during the academic term. The annual tuition fee is divided into 12 equal monthly payments, making it easier to budget throughout the year. Taboo classes are pay-as-you-go — payment must be received no later than 15 minutes before the class ends. It is advisable to book Taboo classes in advance to secure your place. All payments are made via the online booking portal (Pebble). If payment is not received and the office has not been contacted, the place may be offered to another student. The Grove Studios reserves the right to withhold services for outstanding payments and may share data with debt collection agencies to recoup monies owed.

Cancellation
A minimum of one term's notice is required for termly bookings — fees for the notice term remain payable. The Grove Studios may cancel a course due to circumstances beyond its control, in which case customers will be offered an exchange or, in rare cases, a full refund. The Grove Studios reserves the right to cancel a course with fewer than seven participants, offering a pro-rata refund or alternative placement. Single cancelled classes will be treated as postponed and rescheduled.

Refunds
No refund is given for non-attendance. A full refund is given if a chosen course is fully booked on receipt of payment. Holiday courses are non-refundable.

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Last reviewed: 8th June 2026  ·  Next review: June 2027  ·  Based on Working Together to Safeguard Children (HM Government, 2023) & Children Act 1989 & 2004

Purpose & Statement
Children and young people have the right to be safe and happy whilst participating in activities organised by Grove Studios Gravesend. The company takes all reasonable precautions to safeguard the welfare of all young people who work and train with us. This policy applies to all teaching and support staff, voluntary class assistants and artists engaged by the company.

Designated Safeguarding Lead (DSL)
The person with overall responsibility for child protection is the Principal, Jacqueline Hadlow-Moore. All concerns regarding suspected child abuse must be reported to her immediately. In her absence, concerns should be brought to the attention of the teacher in charge.

Our Principles

• The welfare of the child is paramount
• All children, whatever their age, culture, disability, gender, language, racial origin, religious beliefs and/or sexual identity have the right to protection from abuse
• All suspicions and allegations of abuse will be taken seriously and responded to swiftly and appropriately
• All staff have a responsibility to report concerns to the Designated Person
• Staff and volunteers are not trained to decide whether abuse has occurred — this is the role of statutory authorities

Safer Recruitment
All staff and volunteers hold a current Enhanced DBS certificate. A minimum of two references are taken before appointment. New staff will not be left in sole charge of young people until all checks are complete.

Categories of Abuse Recognised (per Working Together to Safeguard Children 2023)

• Physical abuse — including hitting, shaking, burning, FGM
• Emotional abuse — persistent emotional ill-treatment causing adverse effects on development
• Sexual abuse — forcing or enticing a child into sexual activities, including non-contact and online
• Neglect — persistent failure to meet a child's basic physical or psychological needs
• Child Sexual Exploitation (CSE) — coercion into sexual activity in exchange for something the victim needs
• Child Criminal Exploitation (CCE) / County Lines — coercion into criminal activity; watch for unexplained gifts, excessive phone use, going missing
• Radicalisation (Prevent) — changes in behaviour, extremist views, contact with extremist individuals. Referral via Kent Police Channel programme: 101
• Online harm — grooming, cyberbullying, exposure to harmful content (Online Safety Act 2023)
• Domestic abuse — children who witness domestic abuse are recognised as victims (Domestic Abuse Act 2021)
• Modern slavery & trafficking — signs include being controlled, malnourishment, withdrawal, unknown home address

Reporting Concerns
Any concern must be reported to the DSL (Jacqueline Hadlow-Moore) immediately. Do not discuss suspicions with anyone other than the DSL or statutory authorities. If a child is in immediate danger, call 999.

Distribution: issued at induction for all permanent and freelance staff. Reviewed annually or upon legislative change. Full policy document available to download above.

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Date adopted: 14 March 2024  ·  Next review: March 2025  ·  Written in line with the Data Protection Act (2018) and UK-GDPR

Data Controller & DPO
The registered Data Controller and Data Protection Officer (DPO) is Principal Jacqueline Hadlow-Moore, registered with the Information Commissioner's Office (ICO).
Email: jacqueline@robynacademy.com  ·  Tel: +44 7310 265402  ·  37 The Grove, Gravesend DA12 1DX

Lawful Bases for Processing

• Legal obligation — UK-GDPR Article 6(1)(c)
• Legitimate interest — UK-GDPR Article 6(1)(f)
• Contract — UK-GDPR Article 6(1)(b)
• Explicit consent (special category data) — UK-GDPR Article 9(a)

Data We Collect — Participants

• Personal: Full name, date of birth, home address, sex, school, exam results, classes attended, permission to go home alone
• Special category (consent required): Medical/disability information, ethnicity, gender, sexuality
• Parent/guardian: Name, address, email, mobile, work/home number, emergency contact

Retention — Participants
Standard retention is 3 years post final attendance. Exceptions: financial records 6 years; first aid records 3 years; safeguarding records indefinitely (minimum 6 years); photo consent indefinitely; bank details deleted after action is complete.

Retention — Staff
Most staff data retained for 6 years post-employment. Exceptions: pension details 75 years; safeguarding records indefinitely; first aid records minimum 3 years; unsuccessful applicants 6 months post campaign.

Third Parties We Share Data With

• LoveAdmin — email newsletters (consent at enrolment; opt-out available at any time)
• PayPal — online booking payment processing
• Starling Bank — staff BACS payments
• HMRC — PAYE legal obligation
• Examination boards — ISTD, IDTA, RAD, BTDA, Trinity College (consent sought at time of entry)
• Local councils — child performance licensing and safeguarding referrals only
• Schools — name, DOB and payment info for internal classes only

Data is never sold. Third-party sharing is always consensual and only with UK-GDPR compliant organisations. Freelance teachers receive first names and relevant medical information only.

Your Rights (all requests responded to within one month)

• Access — request a copy of all data held about you/your child
• Rectification — correct inaccurate data
• Erasure — request deletion (does not apply to legal obligations)
• Restrict processing — note: may require suspension of membership for H&S / safeguarding reasons
• Data portability — obtain your data to reuse elsewhere
• Objection — object to processing (legal obligations may override)
• Automated decision-making — no decisions are automated; profiling is limited to health/disability needs for class safety

Photography & Social Media
Photos/videos are only used with written consent. On social media (Instagram, Facebook, X, email) we never share identifying information. First names may be used only with explicit parental consent. See our Photography & Filming Policy for full details.

Data breaches are reported to the ICO within 72 hours. Affected individuals are notified as soon as possible. All breaches are recorded. Full policy available to download above.

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Purpose
The Grove Studios operates CCTV on its premises for the prevention and detection of crime, the protection of individuals' safety, and the security of the building. CCTV is not used for any other purpose. The use of the system is regularly reviewed to ensure it remains necessary and proportionate.

Legal Basis
The system is operated in compliance with UK GDPR (Articles 6, 9 and 10) and the Data Protection Act 2018. The Grove Studios is registered as a Data Controller with the Information Commissioner's Office (ICO) for the purposes of CCTV processing. The lawful basis has been documented and is reviewed regularly.

Responsibility
A named individual within The Grove Studios is responsible for the operation of the CCTV system. The Data Protection Officer (DPO) is Jacqueline Hadlow-Moore — jacqueline@robynacademy.com · +44 7310 265402.

How We Operate the System

• Cameras are positioned to avoid unintentional capture of private land or individuals not visiting the premises
• Visible signage is displayed at the entrance indicating that CCTV is in operation, with contact details for the controller
• The system produces clear images that can be disclosed to authorised third parties (e.g. police) where required
• Footage is stored securely for a defined retention period with access limited to authorised individuals only

Your Rights
Individuals may request a copy of footage in which they appear, or request that footage is erased or restricted. All requests are handled in line with UK GDPR subject access request procedures and responded to within one month. To make a request contact the DPO above.

Escalation
If you have concerns about how CCTV footage is being used, you may contact the ICO for advice: ico.org.uk · 0303 123 1113.

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Date adopted / updated: July 2026  ·  Next review: July 2027  ·  Health & Safety at Work Act 1974 · RIDDOR 2013 · Fire Safety Order 2005

Statement of Intent
Grove Studios, Robyn Academy and Taboo Dance Company are committed to providing a safe and healthy environment for all students, staff, volunteers and visitors. We take all reasonable and practicable steps to prevent accidents, injuries and ill health.

Risk Assessments
Risk assessments are conducted and reviewed annually for all studio spaces, equipment and activities including acrobatic dance, lifts, partnering work, performances and external events. All identified risks are controlled to as low as reasonably practicable (ALARP).

First Aid
At least one qualified first aider is present in the building during all class times. First aid kits are maintained and checked regularly. The nearest A&E is Darent Valley Hospital, Dartford DA2 8DA. All accidents are recorded in the Accident Book and parents informed on the same day. Serious incidents are reported to the HSE under RIDDOR 2013 where required.

Fire Safety
Fire risk assessments are reviewed annually. Fire exits are clearly signed and kept unobstructed. Evacuation procedures and assembly point are displayed in all rooms. Fire drills are held at least once per academic year. Assembly point: outside the front of the building, away from the entrance.

Lone Working & Child Protection
No member of staff will be alone in a closed room with a single child. A parent/guardian must remain on the premises during one-to-one private lessons. Studio doors have vision panels or are left ajar where possible. Staff are not permitted to transport students in personal vehicles without written parental consent and a second adult present.

Physical Contact
Physical contact may occasionally be appropriate for technique correction. It will only occur when necessary, be explained beforehand, always take place in a visible location, and never cause pain or discomfort.

Medical Conditions
Parents/guardians must disclose relevant medical conditions, allergies or disabilities at enrolment and update us of any changes. Students training with an existing injury do so at their own risk with written parental consent. Students with severe allergies must provide an auto-injector kept accessible during class.

Premises & Equipment
Studio floors are checked before each class. Equipment is inspected regularly and defective items removed from use immediately. Adequate ventilation, lighting and heating are maintained. Pets are not permitted on the premises.

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Why This Matters
It is extremely important to be aware of child protection and safeguarding issues when photographing or filming at events. Images accompanied by personal information such as a child's name and hobby could be used to learn more about a child prior to grooming. The Grove Studios takes all reasonable steps to reduce these risks.

Risk Factors We Mitigate

• Children being identifiable when a photograph is shared with personal information
• Inappropriate photographs or recorded images of children
• Inappropriate use, adaptation or copying of images
• Direct and indirect risks when photographs are shared online with personal information

Consent

• A parental permission form is used to obtain consent for a child to be photographed or filmed — completed at enrolment and kept on file
• The child's own permission is also obtained for students aged 13+
• Consent may be withdrawn at any time in writing
• Do not use a child's name in photograph captions — if a child is named, avoid using the photograph

At Events & Performances

• Professional photographers or press invited to events must be given written expectations in line with our child protection policy and must not have unsupervised access to children
• Photography sessions outside the event or at a child's home are never approved
• Parents/carers may photograph their own child during designated periods (e.g. Parents Watching Week) for personal use only
• Photography by audience members at performances is for personal use only — images must not be shared publicly with identifying information

Storing Images Securely

• Hard copies of images are kept in a locked drawer; electronic images are stored in a protected, encrypted folder with restricted access
• Images are not stored on unencrypted portable equipment (laptops, memory sticks, mobile phones)
• Only cameras or devices belonging to Grove Studios are used to photograph or film children — personal devices are not used

Social Media
Images of students must not be shared on public social media without explicit parental consent. Names, school, age or location must never be included. Parents are asked not to share photos of other people's children on social media. See also our Social Media Policy.

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Date adopted: 10 March 2024  ·  Reviewed annually or on legislative change

Our Official Channels
The Grove Studios uses social media to advertise services and connect with our audience. Our official accounts are:
instagram.com/the.grovestudios  ·  Meta / Facebook
Meta has its own UK-GDPR policies and uses cookies — please refer to Meta's policies for full details. Only authorised Grove Studios staff are administrators of these accounts.

What We Post

• Marketing and advertisement of courses, events and workshops
• General news and updates including student achievements and photos from events (with consent)
• If you contact us via our page we will respond — all communications on a public page can be seen by anyone. For private matters, please contact the office directly
• You can 'like' or 'follow' our page and unlike/unfollow at any time

Anonymous Data (Meta Insights)
Meta provides page administrators with anonymous statistical data via Meta Insights, collected via cookies active for two years. This includes demographic information (age, sex, location), internet usage patterns, and sales categories. The Grove Studios does not actively collect, harvest or store this data — it remains within Meta's systems and is only used to inform the timing and targeting of our posts and to evaluate campaign effectiveness.

Non-Anonymous Data
When users like, follow, or message our page, Meta sends us their name as a notification. The Grove Studios does not record, export or use these names for any purpose beyond responding to the communication. No personal data is removed from Meta or stored elsewhere by us.

Images of Children
Photos or videos featuring students are only shared with explicit written parental consent. We never include a child's full name, school, age or location in captions. Under-13s are not tagged or identified on any of our channels.

Parents & Students
We ask all parents and students to be mindful of social media use. Negative or defamatory comments about the studio, staff or fellow students will be treated as a conduct matter. Parents are asked not to share photos of other people's children on social media without consent. See also our Photography & Filming Policy.

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Date adopted / updated: July 2026  ·  Underpinned by: UN Convention on the Rights of the Child · Children Act 2004 · Equality Act 2010

Our Values
Respect · Inclusion · Excellence · Integrity

Students agree to:

• Arrive on time, in correct uniform and ready to work
• Treat teachers, staff and fellow students with courtesy and respect at all times
• Listen to and follow all instructions given by teachers and staff
• Switch mobile phones to silent and refrain from using them during class time
• Care for studio equipment, premises and the property of others
• Report any concerns, worries or incidents to a teacher or the Principal
• Never engage in bullying, harassment or discrimination — verbal, physical or online

Parents & Guardians agree to:

• Ensure their child arrives on time and is collected promptly
• Keep emergency contact and medical information up to date at all times
• Pay fees on time and give the required notice before withdrawing
• Communicate concerns calmly and directly with the Principal — by email or phone, not at the studio door during class
• Not approach, confront or challenge staff in front of students or other parents
• Not share photos of other people's children on social media
• Support the studio's values of respect, inclusion and hard work

Staff & Volunteers agree to:

• Treat every student, parent and colleague with dignity, respect and fairness
• Maintain professional boundaries — not engaging with students on personal social media
• Follow all safeguarding, health & safety and data protection procedures without exception
• Report any concern about a student's welfare to the DSL immediately
• Never use physical punishment, humiliation or inappropriate language

Equality & Inclusion
In accordance with the Equality Act 2010, we do not discriminate on grounds of age, disability, gender reassignment, race, religion or belief, sex or sexual orientation. We celebrate diversity and actively promote inclusion in all our classes.

Breaches
Bullying, harassment or discrimination of any kind will not be tolerated. Persistent unacceptable behaviour — by students, parents or staff — may result in suspension or permanent exclusion from the studio. Where a safeguarding concern arises, our Safeguarding Policy takes precedence.

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Complaints contact: Jacqueline Hadlow-Moore  ·  jacqueline@robynacademy.com  ·  +44 7310 265402

Step 1 — Informal Resolution
Raise your concern directly with the class teacher or Principal — by email, phone or by appointment (not at the studio door during class time). Most concerns can be resolved quickly and informally. We aim to acknowledge concerns within 2 working days and resolve them within 10 working days.

Step 2 — Formal Written Complaint
If unresolved informally, submit a formal complaint to jacqueline@robynacademy.com including: your name and contact details, description of the complaint with dates, what you have already done to resolve it, and the outcome you are seeking. We will acknowledge within 5 working days and respond fully within 20 working days.

Step 3 — Escalation
If still unresolved, escalate to the relevant external body: ISTD (istd.org) · IDTA (idta.co.uk) · RAD (rad.org.uk) · RSL (rslawards.com) · BTDA (btda.org.uk) · ICO for data protection matters: ico.org.uk | 0303 123 1113

Safeguarding Complaints
Complaints about a child's safety or welfare must go to the DSL immediately. If the complaint is about the DSL, contact:

Record Keeping
All formal complaints and outcomes are recorded confidentially and retained for 3 years (longer where safeguarding is involved). Learning from complaints is used to improve our policies and practice.