Privacy Policy

Last updated: June 2026

This Privacy Policy applies to all websites and services operated by Soul2sole Dancewear, including:

  • http://www.soul2soledancewear.co.uk — our main website
  • soul2soledancewear.company.site — our online shop powered by Lightspeed
  • Our Calendly booking page — used to book pointe shoe fitting appointments

We are committed to protecting your personal data and being transparent about how we use it, in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

  • Trading name: Soul2sole Dancewear
  • Address: 5/6 Swinfens Yard, High Street, Stony Stratford, MK11 1SY
  • Email: vanessa@soul2soledancewear.co.uk
  • ICO Registration Number: [Awaiting registration number— ico.org.uk/registration]

2. What Personal Data We Collect

When you place an order (online shop)

  • Name, email address, telephone number
  • Delivery and billing addresses
  • Payment information (processed securely — we do not store full card details)
  • Order history
  • IP address and browser/device information

When you book a fitting appointment (Calendly)

  • First name, surname, email address, telephone number (mandatory)
  • Age range, dance school, teacher recommendation for pointe, dancing experience, hours of ballet, dance grade (optional — provided to help us prepare for your fitting)

⚠  If the person being fitted is under 13, this booking form must be completed by a parent or guardian. We take extra care with children’s personal data and only use it for the purpose of the fitting appointment.

3. Why We Collect Your Data and Our Lawful Basis

To process and fulfil orders

Lawful basis: Contract — we need this to complete your purchase and arrange delivery.

To manage fitting appointments

Lawful basis: Contract (mandatory fields) and Consent (optional fitting fields) — we need the mandatory information to confirm your booking, and use the optional information only with your permission to prepare for your fitting.

To improve our websites

Lawful basis: Legitimate Interest — we use anonymised data about how people use our sites to improve them.

To comply with legal obligations

Lawful basis: Legal Obligation — for example, keeping financial records for up to 7 years for HMRC.

4. How Long We Keep Your Data

  • Order and transaction records: up to 7 years (HMRC requirement)
  • Customer account information: duration of account, plus 2 years after last order
  • Fitting appointment records (digital, via Calendly): up to 2 years after your last appointment. Physical fitting records (written records including measurements and fitting notes, held in locked storage): up to 3 years after your last appointment, then securely shredded
  • Marketing consent records: until you unsubscribe or withdraw consent
  • Website usage data: typically 26 months

We do not keep data longer than necessary. When no longer needed, it is securely deleted.

5. Who We Share Your Data With

We do not sell your personal data. We only share it with trusted third parties who help us run our business:

  • Royal Mail — to deliver your orders (name and delivery address only)
  • Lightspeed — our online shop platform, which also processes payments securely on our behalf
  • Calendly — our appointment booking platform, which collects and stores your fitting booking information. Calendly is US-based — see Section 6 below. 
  • Xero — our accounting software, which holds customer names, addresses, and transaction records for sales made outside of our online shop. Xero is also US-based (hosted via Amazon Web Services) but has a Data Processing Agreement in place that covers UK GDPR requirements. We use Xero solely for accounting and financial record-keeping. 
  • Google Drive (Google Workspace) — we store copies of customer invoices from our online sales on Google Drive for record-keeping purposes. We use a paid Google Workspace business account, which includes a Data Processing Agreement with Google. Access to the Drive is restricted to authorised staff only. Files containing personal data are never shared via public or open links.

All third parties are required to handle your data securely and in line with UK data protection law. We have Data Processing Agreements in place with each of them. A full list of our third party processors and the data they handle is available on request.

6. International Data Transfers

Calendly is a US-based company. When you book a fitting appointment, your booking information is stored on Calendly’s servers in the United States. To protect your data, Calendly has incorporated the UK Addendum to Standard Contractual Clauses into their Data Processing Agreement, which ensures your data is protected to the same standard as within the UK.

Lightspeed may also process some data outside the UK. Where this happens, equivalent safeguards are in place. Xero stores data via Amazon Web Services in the United States. Xero’s Data Processing Agreement covers UK GDPR requirements including appropriate safeguards for international transfers. Google Drive (Google Workspace) may store data on servers outside the UK. Google’s Data Processing Addendum includes Standard Contractual Clauses covering UK GDPR requirements for international data transfers. In all cases, your data is protected to the same standard as if it were held within the UK.

7. Children’s Data

⚠  We take the protection of children’s personal data very seriously. If you are booking a fitting appointment on behalf of someone under 13, the booking must be completed by a parent or guardian. We do not knowingly collect personal data directly from children under 13 without parental consent.

For young people aged 13-17, we encourage a parent or guardian to be aware of and involved in any booking made.

Fitting information relating to under-18s is used solely for the purpose of their appointment and is not used for marketing purposes.

8. Cookies

Our websites use cookies — small files placed on your device. These may include:

  • Essential cookies: needed for the website to function (e.g. your shopping basket)
  • Analytics cookies: to understand how visitors use our site
  • Marketing cookies: used to show relevant adverts

You will be asked for consent before any non-essential cookies are placed. You can manage cookie preferences through our cookie banner or your browser settings.

9. Your Rights

Under UK GDPR, you (and parents/guardians acting on behalf of a child) have the right to:

  • Access — request a copy of the data we hold about you
  • Rectification — ask us to correct inaccurate data
  • Erasure — ask us to delete your data (‘right to be forgotten’)
  • Restrict processing — ask us to limit how we use your data
  • Data portability — request your data in a digital format (electronically held data only)
  • Object — object to processing for marketing or legitimate interest purposes
  • Withdraw consent — where we rely on consent, you can withdraw it at any time

To exercise any of these rights, contact: vanessa@soul2soledancewear.co.uk. We will respond within one month and may ask you to verify your identity first.

10. Right to Complain

If you are unhappy with how we have handled your data, you have the right to complain to the ICO:

  • Website: ico.org.uk
  • Helpline: 0303 123 1113

We would always welcome the chance to resolve concerns directly with you first.

11. Data Security

We use appropriate technical and organisational measures to protect your personal data. Payment transactions are processed securely by Lightspeed. Digital booking information is held within Calendly’s secure, encrypted platform. Physical fitting records — which include measurements, fitting notes, and assessments of pointe suitability — are stored in a locked storeroom and are only accessible to Vanessa and a small number of authorised staff members. These records are never left unattended or accessible to the general public.

In the event of a data breach that poses a risk to individuals, we will notify the ICO within 72 hours and inform affected individuals where required.

12. Changes to This Policy

We may update this policy from time to time. The ‘last updated’ date at the top reflects any changes. We encourage you to check this page periodically.

13. Contact Us

  • Email: vanessa@soul2soledancewear.co.uk
  • Post: Soul2sole Dancewear, 5/6 Swinfens Yard, High Street, Stony Stratford, MK11 1SY

For fitting appointment bookings specifically, please also read our Fitting Appointment Privacy Notice, which is available on our booking page.