PRIVACY NOTICE
At Grovelands Active we take data privacy very seriously. The following information sets out the uses to which we will put the information that we have about parents/carers and children, and the legal basis for this, as well as introducing the rights that parents/carers have over the way that we use their information. This policy should be read in conjunction with our Policies and Procedures document and Data Protection Policy. For the purposes of the General Data Protection Regulation (the “GDPR”), and any subsequent UK legislation covering data protection, the Data Controller is Kids Active Zone Ltd no ZA334245, whose Principal Office is Archer House, Britland Estate, Northbourne Road, Eastbourne, East Sussex, BN22 8PW. All queries relating to this policy and/or data protection more generally should be referred to Daniel Angella.
The information that we collect will be used to process bookings of breakfast, after school and holiday clubs at Grovelands Active. It will also be used to inform parents/carers of other breakfast, after school and holiday clubs at Grovelands Active and any changes to such clubs that we need to tell them about. It will be kept on file for the period specified in our Policies and Procedures document.
The use of information for these purposes is lawful because:
It is necessary for processing bookings of a club at Grovelands Active and receiving payment and for continuing to have contact with parents/carers in relation to any booking. These things are in our legitimate interests as a before/after-school club provider.
Parents/carers have given their consent to informing them of other before/after school and holiday clubs at Grovelands Active. Parents/carers may withdraw their consent to this use at any time by contacting the Kids Active Zone Ltd or logging into their account. This will not affect the lawfulness of the processing of their data prior to their consent being received and actioned;
Parents/carers information will be stored for the period referred to in the Policies and Procedures document.
Your Rights
Parents/carers have the right to request details of their processing activities that we carry out with their personal information through making a Subject Access Request. Such requests have to be made in writing. More details about how to make a request, and the procedure to be followed, can be found in our Data Protection Policy which can be accessed at by writing to Kids Active Zone Ltd. Archer House, Britland Estate, Northbourne Road, Eastbourne, East Sussex, BN22 8PW
Parents/carers also have the following rights:
The right to request rectification of information that is inaccurate or out of date
The right to erasure of their information (known as the “right to be forgotten”)
The right to object to the way in which we are dealing with and using their information and,
The right to request that their information be provided to them in a format that is secure and suitable for re-use (known as the right to portability).
All of these rights are subject to certain safeguards and exemptions, further details of which can be found in our Data Protection Policy. To exercise any of these rights, parents/carers should contact us by writing to Kids Active Zone Ltd. Archer House, Britland Estate, Northbourne Road, Eastbourne, East Sussex BN22 8PW.
If parents/carers are not happy with the way in which we have processed or dealt with their information, they can contact us by writing to Kids Active Zone Ltd. Archer House, Britland Estate, Northbourne Road, Eastbourne, East Sussex, BN22 8PW. If parents/carers are not satisfied with our response, they can complain to the Information Commissioner’s Office. Further details about how to complain can be found at www.ico.org.uk or they can telephone their helpline on 0303 123 1113.
Image Consent
As a sport, activity and childcare club, we benefit from using images of young participants to promote and celebrate activities, events and competitions. We will only take and share images (photographs and videos) of children within our clubs on our social media sites, website, newsletters, emails and marketing material with parental permission (selected on our parents/carers online booking accounts). Parents/carers retain the right to withdraw consent at any time. We will never share images to third parties and never use childrens names alongside images.
Secure storage of images
Images or video recordings of children we take will be kept securely:
hard copies of images will be kept in a locked drawer and shredded when no longer needed
electronic images will be in a protected folder with restricted access (company desktop)
images will not be stored on unencrypted portable equipment such as laptops, memory sticks or mobile phones
using Kids Active Zone Ltd company camera when taking photos or videos where possible
if using mobile phone, stored images will be transferred as soon as possible on to encrypted folder (within company desktop computer) and then deleted off mobile phone
electronic images will be deleted from desktop (encrypted folder) once used
