ZAC’S CLUB LIMITED - DATA
PROTECTION PRIVACY NOTICE
Collecting data
As a Before & After
School Club it is necessary for us to collect personal information about you
and your child. For the majority of data we collect, the lawful basis for doing
so falls under the category of ‘legal obligation’ such as names, date of birth
and addresses as we have a legal requirement to obtain this data.
Some data we collect,
for example, photographs of your child, requires you to give consent for us to
do so. Where this is the case, there are consent confirmations to ‘opt in’ on
our online registration and booking system and you have the right to withdraw
your consent at any time. These consents are available for you to view at any
time by logging into your account at the following link: https://zacsclub.kidsclubhq.co.uk/rdr?u=home
You may also be
required to provide data as part of your contract with the setting or local
authority, for example, in order for us to claim government funding for your
child.
In
order for us to collect data from you, you will be required to complete electronic
registration forms, and other paper forms such as accident and permission forms
etc. The types of data we collect from you include:
-
Full names
-
Your child’s date of birth
-
Home address
-
Religion and nationality
-
Work address and contact numbers
-
Telephone number(s)
-
Names, contact numbers and addresses of
your emergency contacts
-
Your email address
-
Your child’s medical conditions
-
Any court order information relating to
yourself or your child
Whilst
your child attends with us, we may also collect the following information:
-
Ongoing progress and development records
-
Photographs
-
Accident records
-
Medical records
-
Attendance records
-
Safeguarding/child protection logs and
reports
-
Your date of birth and national
insurance number (for funding purposes)
-
Birth certificate, red book or passport
(for funding purposes)
Sharing information with others
The
information that you provide to us, whether mandatory or voluntary, will be
regarded as confidential. We do not share information about your child with
anyone without consent unless the law and our policies allow us to do so. We are
obliged to share confidential information without authorisation from the person
who provided it, or to whom it relates, when:
-
there is evidence that the child is suffering, or
is at risk of suffering significant harm.
- There is
reasonable cause to believe that a child may be suffering, or is at risk of
suffering, significant harm
-
It is to prevent significant harm arising to
children, young people or adults, including the prevention, detection and
prosecution of serious crime.
Security
We
will keep data about you and your child secure. We will protect your data
against unauthorised change, damage, loss or theft. All data collected is only
accessed by authorised individuals. All paper forms are kept locked away and
all computers and tablets are password protected. All companies that we use to
process our data such as our software provider for our registration and
invoicing software Kids Club HQ, our website host Feel Design, all Childcare
Voucher providers and the Local Authority (NYCC) etc are fully compliant with
GDPR and we have obtained details confirming their policy and their
responsibilities as Data Processors. Any
possible data breaches will be investigated and where necessary, reported to
the ICO.
Data retention
We will hold
information about you and your child only for as long as the law says and no
longer than necessary. After this, we will dispose of it securely. Please see
appendix i. of our General Data Protection Regulation policy for more
information.
Your rights
Whenever
possible, we will let you see the information we hold about you and correct it
if it is wrong. This needs to be requested in writing and the deadline for us
to respond is 40 days; a small fee may be charged depending on the amount of
data requested. You also have
the right to:
- object to processing of personal data that is
likely to cause, or is causing, damage or distress;
- withdraw consent where given;
- prevent processing for the purpose of direct
marketing;
- object to decisions being taken by automated means;
- in certain circumstances, have inaccurate personal
data rectified, blocked, erased or destroyed; and
- claim compensation for damages caused by a breach
of the Data Protection regulations.
Our Commitment
We will only collect
information that is necessary for what we do and will make sure that it is
accurate and up to date when we collect or use it. You can help us with this by
keeping us informed of any changes to the information we hold about you. You
are able to update all personal details for your own account on the online
booking system https://zacsclub.kidsclubhq.co.uk/rdr?u=home
We will be fair in the
way we collect information about you. We will tell you what we intend to do
with the information about you. Where possible, we will collect information
directly from you. If we collect information about you from someone else, we
will make sure you know what information we hold on you, where possible and
legal to do so.
We
will comply with the General Data Protection Regulation 2018 (GDPR) and any
subsequent legislation on information handling and privacy. We will do this
through Zac’s Club Limited GDPR policy and procedures. We will support you with
any questions or problems that you may have with the Data Protection Act 1998,
General Data Protection Regulation 2018, the Human Rights Act 1998 or the
Freedom of Information Act 2000. If we cannot help you, we will give you advice
on where to get the information you may need.
The member of
staff responsible for ensuring that the setting is compliant with the GDPR is
Ruth Newton (Director, Zac’s Club Limited). The main duties are to ensure that
the provision is compliant with GDPR and audit all personal data held;
establish an Information Asset Register and maintain it; ensure all staff are
aware of their responsibilities under the law, including delivering staff
training; undertake investigations when there is a breach of personal data
reporting to the ICO where necessary and keeping up to date with the
legislation.
Zac’s Club Limited is also registered with the
Information Commissioners Office.
For more information or
if you have any queries, you can contact Ruth Newton on 07796 265978 or via
email at ruth@zacsclub.co.uk
You can also visit the ICO website at https://ico.org.uk