At The Kids Clubs Family we take the privacy of parents and children very seriously. The Privacy Policy outlines how we collect, use, communicate and store information about you.

All personal data provided by you will be held by Reigate Tea Club. Our head office address is: Kids Tea Clubs Ltd, 40 Croydon Road, Reigate, RH2 0PQ. Our UK data protection registration number is ZA204591. Full details of our notified purposes can be viewed at the website of the Information Commissioner’s Office www.ico.org.uk

Personal data we collect – We will only collect personal data about you and your child(ren) that we require to provide services, and nothing additional. Due to the nature of our services we do ask for medical and behavioural information about children – this is classed as Special Category data. We collect:

• Contact details – name, address, email address, phone number, date of birth

• Medical details – medical history, allergies, medication being administered, development needs, special educational needs

• Emergency details – next of kin contact (name, phone number)

• Preferences including details about family and siblings

• Photographs – these are taken and stored with your consent only

• Data collected whilst at the setting –  accident details, observations, administration of medicine, intimate care

Changes to personal data – If your personal data requires updating at any stage please contact us.

Data retention – We will only retain personal data for as long as required, including retention for legal or accounting reasons. For information relating to children this is typically 3 years after their final session at our setting, however information relating to other occurrences such as accidents may need to be retained longer for legal reasons. Please request a copy of our Retention Policy for further details.

Data Collection – We will collect personal data by lawful and fair means and, where appropriate, with the knowledge or consent of the individual concerned.

Data Sharing – We do not share personal data with other organisations or individuals without your prior consent unless obliged to for legal reasons (including emergencies and safeguarding). Organisations we may share your child’s data with include:

• Ofsted

• Reigate Parish School

• The local authority

• Emergency services

Data Protection – We will protect personal data by reasonable security safeguards against loss or theft, as well as unauthorised access, disclosure, copying, use or modification.

Data Usage – We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

Where we need to perform the contract we are about to enter into or have entered into with you (providing after-school childcare).

Where we need to comply with a legal or regulatory obligation, including provision of information to local authorities, emergency services and the school.

Where it is necessary for our legitimate interests (us giving you the best possible product, service, experience & security) and your interests and fundamental rights don’t override those interests.

Your rights – you do have the right to request access, erasure (unless we need to retain for legal reasons), rectification and transfer of data relating to you and your child.

We are committed to conducting our business in accordance with these principles to ensure that the confidentiality of personal information is protected and maintained. If you have any questions about this Privacy Policy please contact us.