Who is responsible for your information
[LEGAL_OPERATOR] operates London Adventure Club and is the controller for the personal information described here. Contact [PRIVACY_CONTACT, EMAIL AND POSTAL ADDRESS]. ICO registration or fee status: [CONFIRM APPLICABLE POSITION]. This notice covers club enquiries and, once launched, bookings and attendance. Staff and applicants receive a separate privacy notice.
Information we use and why
For enquiries we use your name, contact details, preferred area, programme interest, child’s age band and the information you choose to provide. We use these details to respond and, at your request, discuss a possible booking. Do not send children’s medical records through a public enquiry form.
For confirmed attendance we collect the child’s name, date of birth, relevant support needs, emergency contacts, authorised collectors and attendance records. We need information about allergies, health and medication where relevant to safe care. We record accidents, concerns and safeguarding action where necessary. We also keep bookings, communications, invoices and payment references. We do not ask for complete medical histories when a focused care plan is sufficient.
Information usually comes from you and your child. Where necessary we may also receive relevant information from a school, an authorised carer, an activity provider, emergency services or safeguarding agencies. We explain this to you unless a lawful restriction prevents it. Please tell other adults whose contact details you give us about this notice.
Our lawful bases
Parent enquiries, contract administration and payments: taking requested steps towards a contract or performing our contract with the parent, where applicable.
A child’s routine attendance and safe supervision information, and emergency collector details: our assessed legitimate interests in delivering and organising a safe club, balanced against the person’s rights. A parent’s contract does not automatically make contract the correct basis for every use of the child’s information.
Specific legal duties: legal obligation, where we identify an actual duty applying to the processing.
Optional marketing and promotional photographs: consent. Refusal does not prevent attendance and consent can be withdrawn.
Safeguarding and emergencies: the lawful basis appropriate to the facts, including legal obligation, applicable recognised legitimate interests or other assessed legitimate interests, and vital interests where its conditions are met. We document the basis; we do not rely on a blanket permission to use information for anything.
We use relevant health information to plan and provide safe care. Our Article 6 lawful basis and additional Article 9 condition for this processing are [HEALTH DATA LAWFUL BASIS AND CONDITION]. For safeguarding information we rely on [SAFEGUARDING LAWFUL BASIS AND CONDITION]. We apply the relevant legal safeguards and explain any specific consent choices before collection. We do not rely on a blanket permission to use information for unrelated purposes.
Sharing and service providers
We share only what is needed with authorised staff and, where necessary, schools involved in collection, activity providers, emergency services, safeguarding agencies, insurers or professional advisers. We do not sell family information. We do not automatically add families to London Advice Centre, LAC Academy or Dudu Products marketing lists.
Our service providers are [HOST], [BOOKING_SYSTEM], [EMAIL_PROVIDER] and [PAYMENT_PROVIDER], plus [OTHER ACTUAL PROVIDERS]. They may process information under contract; some payment or other providers may act as independent controllers for their own functions. Their roles and privacy notices are [SUPPLIER ROLES AND NOTICE LINKS]. We use only the supplier access necessary for the service.
International access or storage: [IDENTIFY ACTUAL COUNTRIES AND APPLICABLE ADEQUACY ARRANGEMENT OR TRANSFER SAFEGUARDS, AND HOW TO OBTAIN DETAILS]. We do not claim that everything stays in the UK without checking our suppliers and their support arrangements.
Retention and security
We use access controls, strong authentication, secure systems and restricted paper storage. No system is risk-free. Staff report suspected loss or misuse promptly and we follow our breach procedure.
We keep information only for as long as needed for the purpose concerned. Enquiries: [ENQUIRY RETENTION PERIOD]. Booking and complaint records: [CONTRACT AND COMPLAINT RETENTION PERIODS]. Financial records: [FINANCIAL RETENTION PERIOD]. Attendance and routine care records: [ATTENDANCE AND CARE RETENTION PERIODS]. Accident and safeguarding records: [APPROVED PERIODS OR CLEAR RETENTION CRITERIA]. Relevant records may be kept longer while a claim, investigation or safeguarding matter is ongoing. We review and securely delete information when it is no longer needed.
Your choices and rights
You can ask to access or correct personal information, and in appropriate circumstances request deletion, restriction or portability, object to processing, or withdraw consent. These rights have legal conditions and exemptions. Withdrawal does not undo earlier lawful processing, and some records must be kept for a different lawful reason.
Children have their own rights. We consider their understanding and best interests, and verify a parent’s authority before sharing information. We do not make solely automated decisions with legal or similarly significant effects about admission or support.
Contact [PRIVACY_CONTACT] to exercise rights or complain. We normally respond to a rights request within one month; if a lawful extension or clarification process applies, we explain it. We acknowledge data-protection complaints within 30 days at the latest, investigate without undue delay and explain the outcome. You may complain to the Information Commissioner at https://ico.org.uk/make-a-complaint/ or 0303 123 1113. Our complaints route does not remove that right.
A short explanation for children
We keep some information so we know who you are, who can collect you and how to help you enjoy the club safely. Only people who need it should see it. If we are worried about your safety, we may tell someone who can help. You can ask what we know about you or tell us if it is wrong. You can say no to a photo and still join in. Ask a staff member to help you contact [PRIVACY_CONTACT].