When you register your child – we will collect relevant information we need to care for your child, process you’re booking, keep you informed of your booking details and future events!
When you contact us via phone or email- we will keep emails from you and we may make notes on your booking/registration form or on our database so that we can act in your child’s best interests.
When you complete our optional surveys- we will keep a record of your answers and may follow up with you, but you have the option to answer our surveys anonymously.
When you sign your child in and out of Clubland (breakfast, Afterschool & holiday) we will collect information about your sign in and out times, plus we may ask you to see and sign incident or accident forms.
When you apply for employment!
In order to fulfil our Ofsted regulations, we are required to collect personal data about the parents/carer and child to ensure we can meet the child(rens) needs and welfare requirements. This information needs to be updated annually to ensure all the information we hold is valid and current.
The personal data we need to collect includes, but is not limited to, date of birth, gender, medical information, specific needs (physical and behavioural) dietary requirements both religious or medical, religion, ethnicity and school details.
If your child is involved in an accident or incident whilst in our care we will complete a form detailing the nature of the accident or incident. You will be asked to sign it to confirm you have seen and understood it. Accident forms will be retained until the child reaches 21 years and 7 months.
In order that we can care for your child(ren), you will be asked at the time of registration to provide your name, contact details in case of an emergency, the names of people who have parental responsibility of your child(ren) and if there are any shared care arrangements that would impact on your child(ren) collection.
You will be asked to nominate a Password to be used to identify persons who are unknown to us collecting your child(ren) or to identify yourself.
At the point of registration we will ask for an email address where we can send invoices, respond to queries, changes to bookings, handle complaints and send you marketing products relevant to Clubland. We also keep records of communication between you and us so we can better understand and respond to your needs. This is done with your consent and on the basis that we have a legitimate interest to keep you informed. When booking holiday club we will ask you to send over a screen shot as proof of payment so that we can reconcile the accounts and secure your booking.
If you choose to pay over the phone via Chip & Pin, your details will not be retained, the only information we gather for reconciliation is date of payment, your name, child’s name, invoice number/venue and amount.
As an employee we need to access your suitability as a child carer and so request details of your work experience, evidence of qualifications, bank details so we can pay you, details of any health issues so that we can support you and contact details such as telephone numbers and email so that we can share the staff rota and contact you with important information pertaining to your employment.
Personal data, however provided to us, will be used for the purposes specified in this policy or in relevant parts of the website. We may use your personal information to:
We may use some of your personal information to analyse our digital performance, for example to see how our website can be improved to help us achieve our business objectives, to record how you are using the site or access the popularity of our marketing campaigns.
Where you have provided us with appropriate consent, we will contact you by email, texts and/or post with targeted marketing communications to let you know about our services and those with our partners which we consider be of particular interest to you. We will never rent or sell on your data to any third party companies and you can withdraw your consent to receive marketing communications at any time by clicking ‘unsubscribe’ at the bottom of an email. You can also request to be removed from our marketing list by emailing firstname.lastname@example.org.
In certain circumstances, the data protection Act allows personal data to be disclosed to law enforcement agencies without the consent of te data subject. Under these circumstances Clubland Playscheme Ltd will disclose requested data. However, the data controller will ensure that the request is legitimate, seeking assistance from the company’s legal advisers where necessary.
We will keep your information secure by taking appropriate technical and organisational measures against its unauthorised or unlawful processing and against its accidental loss, destruction, misuse, alteration, unauthorised disclosure or access to your personal information.
Your information is only accessible by appropriately trained staff. We may also use agencies and/or suppliers to process data on our behalf. We may also partner with other organisations and in doing so transfer and /or acquire personal data.
Please note that some countries outside the European Economic Area (EEA) have a lower standard of protection for personal data, including lower security requirements and fewer rights for individuals. We may transfer and /or store personal data collected form you to and/or at a destination outside EEA. Such personal data may be processed by agencies and /or suppliers operating outside the EEA. If we transfer and/or store your personal data outside the EEA, we will take reasonable steps to ensure that the recipients implements appropriate measures to protect your personal data.
Where we rely on your consent to use your personal information, you have the right to withdraw that consent at any time. This includes the right to ask us to stop using your personal information for direct marketing purposes or to be unsubscribed from our email list at any time. You also have the following rights.
As a childcare provider, under the Limitations Act 1980, Childcare Act 2006 we are required to retain some records until the child reaches 21 years 7 months old. These records include personal details at the time of booking, records of parents, any accident /incident/child protection referrals and any additional notes made whilst in our care.
Under the HMRC requirements we must keep financial records for 6 years from the end of the last company financial year they relate to- this includes all monies received and from who.
We do not store card details within our system or in paper form when paying over the phone.
We secure access to all transactions areas to our website using ‘https’ technology.
Access to your data on our system is password protected and all staff are DBS checked to ensure they are vetted to handle child data.
We ensure that the information we hold is relevant and up to date by asking parents to renew registration forms annually. The database is updated and old registration forms are shredded.
Paperwork containing your and/or your child’s personal data which is shared with our staff on site is stored securely in a secure room. Staff on site need this information to properly care for your child and to make appropriate decisions regarding their welfare. All staff are DBS checked.
When paperwork is returned to Head Office we shred the information we are not required to keep. Your child’s details are removed from our database and personal data is retained till the child reaches 21yrs 7 months (see above). The information we are required to keep is stored in a secure room, only Head office staff have access. At the end of this period your child’s details will be shredded.
All staff records are stored on our server which is password protected and limited to only senior management. Details of health concerns and next of kin is held securely at the setting for emergency use.
We are required to have one or more lawful grounds to process your personal information. Five of these are relevant to Clubland Playscheme Limited: