Privacy Policy

Aspen Consulting Limited operates the Membership Access Dance School app (the “App”). This notice explains how we process personal information when a dance school or similar activity provider uses the App with its Shopify-supported store.

The school remains responsible for its relationship with its families, guardians, students, teachers, and customers. In most cases, the school is the controller of this information and Aspen Consulting Limited processes it to provide the App and support the school’s instructions.

1. Information We Process

The App processes only the information needed to run the school workflows enabled by the merchant. This can include:

• Store and merchant information: shop domain, app installation and plan status, and settings needed to operate the App.
• Guardian and family information: names, email addresses, telephone numbers, household details, guardian roles, and Shopify customer identifiers where linked by the school.
• Student information: names, dates of birth or age information, family links, class enrolments, and operational notes the school enters.
• Class and attendance information: classes, sessions, teachers, attendance records, QR-pass identifiers, and school-managed attendance-access status.
• Purchase and entitlement information: Shopify order and product references, purchaser email, allocations to students, coverage dates, renewal status, and fee-control records. We do not receive or store payment card numbers.
• Portal and communication information: guardian sign-up details, expiring or hashed portal-access tokens, invitation records, and delivery status for operational emails.

This information is received from the merchant, approved school staff, guardians using the school’s portal, CSV imports, and Shopify APIs and webhooks for the permitted app scopes.

2. Why We Use Information

We use this information to provide the App’s school-management workflows, including:

• Setting up families, guardians, students, teachers, classes, sessions, and enrolments.
• Matching eligible purchases to students and maintaining paid-entitlement dates.
• Providing guardian portal access, enrolment selection, and renewal reminders.
• Recording attendance and presenting teacher-safe operational register information.
• Helping the school identify fee cases and manage attendance access according to its configured policy.
• Operating, securing, troubleshooting, and improving the App, and communicating about account, billing, and support matters.

We do not sell, rent, or trade personal information, and we do not use it for unrelated advertising.

3. Children’s and Student Information

The App can process information about students who may be under 18 because dance schools use it to administer classes, attendance, and payments. The App is not intended for independent use by children. The merchant is responsible for ensuring it has an appropriate lawful basis and any required guardian authority before entering or importing student information.

4. Service Providers and Sharing

We disclose information only where necessary to provide the App or meet legal obligations. This includes:

• Shopify: for app installation, app billing, customer and order data authorised by the merchant, and required webhooks.
• MongoDB Atlas and Railway: for the database and application hosting infrastructure that operates the App.
• Brevo: for transactional school emails where the merchant enables guardian invitations, sign-in links, or renewal reminders.
• Professional advisers, regulators, or law enforcement: only where disclosure is required by law or necessary to protect rights, safety, or security.

5. Retention and Data Rights

We retain data while the merchant uses the App and only as needed for the stated purposes, support, security, and applicable legal obligations. On receipt of Shopify’s mandatory redaction webhooks, the App acknowledges the request and performs the relevant customer or shop data cleanup. A shop-redaction request deletes tenant-scoped Dance School records and school configuration held by the App.

Individuals should normally make access, correction, or deletion requests through the school that collected their information. Merchants and individuals can also contact us using the details below. We will work with the merchant where needed to respond to verified requests within the applicable Shopify and legal timeframes.

6. Security

We use reasonable technical and organisational measures designed to protect App data, including encrypted HTTPS transport, tenant-scoped access controls, authenticated admin and webhook requests, and restricted operational access. No internet service can guarantee absolute security.

7. Changes and Contact

We may update this notice when our data practices or legal obligations change. The current version is published at this URL.

For questions, complaints, or data-rights requests, email contact@aspenconsulting.co.uk.

Aspen Consulting Limited
United Kingdom