Carse Kids Club Privacy Notice for Parents and Carers Using Kids Club HQ
Effective Date: June 2025
Reviewed: NA
Contact: smpwraparound@outlook.com
1. Who We Are
Carse Kids Club is a registered childcare provider based in Perthshire, Scotland. We use Kids Club HQ, a secure online platform, to manage bookings, registrations, and communications with families.
2. Purpose of This Notice
This privacy notice explains how we collect, use, and protect your personal information when you use Kids Club HQ to register your child, make bookings, or communicate with us.
3. What Information We Collect
When you use Kids Club HQ, we may collect the following information:
- Parent/Carer Information: Name, contact details, emergency contacts, and payment information.
- Child Information: Name, date of birth, medical conditions, allergies, dietary needs, and attendance records.
- Booking and Attendance Data: Dates and times of sessions booked and attended.
- Communication Records: Messages or notes shared via the platform.
4. Why We Collect This Information
We collect and process this data to:
- Manage bookings and attendance.
- Ensure the safety and wellbeing of children in our care.
- Communicate with parents and carers.
- Comply with legal and regulatory obligations (e.g. safeguarding, health and safety).
- Maintain accurate financial and administrative records.
5. Lawful Basis for Processing
We rely on the following lawful bases under the UK GDPR:
- Contractual necessity – to provide childcare services you have requested.
- Legal obligation – to comply with childcare regulations and safeguarding laws.
- Legitimate interests – to manage our service efficiently and ensure child safety.
- Consent – for specific uses such as photographs or marketing (where applicable).
6. How We Store and Share Your Data
Your data is stored securely on the Kids Club HQ platform, which complies with UK data protection laws. We may share relevant information with:
- Emergency services (in case of an incident).
- Local authorities or regulatory bodies (e.g. Care Inspectorate).
- Our staff and volunteers (only as necessary for care and safety).
- Payment processors (for billing purposes).
We do not sell or share your data with third parties for marketing.
7. How Long We Keep Your Data
We retain your data only as long as necessary to fulfil our legal and operational obligations. Typically, this is up to 7 years after your child leaves the club, unless required longer by law.
8. Your Rights
You have the right to:
- Access the personal data we hold about you.
- Request correction or deletion of inaccurate or unnecessary data.
- Object to or restrict certain types of processing.
- Withdraw consent (where applicable).
- Lodge a complaint with the Information Commissioner’s Office (ICO).
9. Contact Us
If you have any questions or concerns about this notice or your data, please contact:
Carse Kids Club
14 Priorland, PH2 7UQ
smpwrapaound@outlook.com
