School’s Out Activities (SOA) operates as a Data Controller for a GDPR cause. To process your booking we must collect personal details about you and all the children on your booking. This policy outlines how we will collect, use and store personal data about you and your children. At all times we will protect and respect your privacy.
By generating an account with us, you are consenting to us storing and processing this information as set out below. It is your responsibility to ensure agreement from all persons associated with your booking that their details can be provided to us.
When do we collect data?
When registering your details with us or creating a booking we must collect specific personal details in order to process your booking and make appropriate arrangements for your child(ren) to attend camp.
Prior to the start camp we will also need to collect more sensitive data, specifically relating to the children on the bookings, such as medical conditions, allergies and educational needs in order to confirm we can provide the most appropriate care and experience for your child. During camp you may also require you to complete forms which will request personal information relating to you or your child or if you contact us with a query/complaint.
We may also collect data from you for marketing purposes, this data could include your name, address, email address and phone number. An example of this would be during competitions, surveys, social media posts or when you sign up to receive emails or text messages.
What data do we collect?
Parent / Account Holder details: Name, address, telephone numbers, email address, encrypted log in password, details of your interactions with us e.g. a query on your account/complaint, details of your visits to our website (see Cookies), personal details to help tailor our services to you, payment card details and a secondary contact telephone number.
Children’s details – Name, address, DOB, medical, behavioural or educational needs, school and registered GP. We ask customers to update details when logging into their account, we are required to take reasonable steps to make sure data is accurate and up to date.
Cookies are not harmful and do not hold any information e.g. address or DOB. You can choose to accept cookies by ticking the notice which appears at the top of the screen when you enter the site, alternatively you can ignore this notice which could result in some of our site not operating properly for you and your use of the site may be impaired.
We may collect details about your device and visits to this site including IP address, browser type, device type, page interaction information, traffic data and location information. This is information to help us provide the best online experience for our customers and does not identify any individual.
How do we use your data?
If you have registered an account with us we may use your provided data to contact you via post, email, phone or text message with information about offers, news and products or to send surveys or feedback requests.
We will only do this if you have opted in to receive such information from us and you have the right to opt out of your data being used for marketing purposes at any time. Please login to your account and tick or untick the relevant boxes to opt in or out according to your preferences. You can complete this yourself by logging into your account or alternatively give us a call on 07766220075. You can also select ‘unsubscribe’ at the bottom of any emails from us.
If you have a booking with us, in addition to the above, we will use your data in relation to delivering our childcare services, to contact you with information regarding your booking and your child(ren)’s time at camp, to protect the welfare of your child, to comply with our legal responsibility and to process payments.
Should any safeguarding concerns or legal proceedings require us to pass on your personal information we trust you will understand that we have a duty to comply with the law. Please be aware that the way in which your personal details would be legally protected within the UK may differ from other countries.
Our website contains links to and from other websites including childcare voucher providers and advertisers. If you follow a link from our site to another site, please be aware that the third party site will have its own privacy and data protection policies and we are not responsible for how they may collect their data.
How do we protect data?
Storage – Once data is received, we will take all reasonable steps to ensure your data is secure to prevent unauthorised access to it. All information you provide is stored on secure databases, our IT systems are password protected, hard copy information at camp is held in lockable containers and all payment transactions are encrypted.
Security and passwords – Your account will require an email and password so that you can access your details online. We advise your password should consist of at least six characters that are a combination of letters and numbers. It should also contain letters in both uppercase and lowercase.
Please do not share your password with anyone. Unfortunately, the passing of data via the internet is not completely secure therefore any transmission is at your own risk. Please keep these details safe. If you change your personal details or if you suspect that someone else has used your password, then please let us know as soon as possible.
How long do we keep data for?
There are legal requirements for how long we have to keep data for before destroying it. Due to the nature of our services involving children we are required to keep information relating to each child and their booking for 15 years after they leave camp. All data is archived by year of attendance and destroyed after 15 years. When the time arises, we securely delete and destroy all of the information we hold. Hard copies of personal data are shredded and electronic copies are securely deleted.
What is our legal basis for processing data?
Our lawful bases for processing data are as follows;
Consent – consent has been obtained to use personal data
Contract – the processing of data is required to meet our service agreement with parents
Legitimate Interest – we use your data to pursue our legitimate interests in such ways which would be reasonably expected in order to operate our business and which does not impact on the freedom or rights of customers
You have the following rights in relation to your data: Right to access, rectification, erasure, data portability, object and automated decision making (including data profiling).
If you would like to exercise any of these rights please write to School’s out Activities. 6 The Shamrock, Regatta Quay, IP4 1FG or by email to firstname.lastname@example.org or you can call us on 07766220075.
Please note that in some circumstances we will still need to retain certain data in order to comply with our legal obligations. If a subject access request is put forward, we will send the information within one month and free of charge – this will be sent in a protected file. Please note that we will ask some security questions to prove your identity before disclosing any data.
If you are not happy with the way we have handled your data, or responded to your requests you can lodge a complaint with the Information Commissioner’s Office at www.ico.org.uk/concerns or by phone on 0303 123 1113.
Changes to our policy
We reserve the right to update this policy from time to time and we will keep you informed by updating this statement on our website.