Privacy Policy

Privacy Policy – Summer Activity Camp

The Space @ Field Lane Community Hub

1. Introduction

The Space @ Field Lane Community Hub is committed to protecting the privacy and personal data of all children, parents, and carers in our Summer Activity Scheme. This policy explains how we collect, use, and store your information in line with the UK General Data Protection Regulation (UK GDPR).

2. What Information We Collect

We may collect the following information:

  • Child’s name, date of birth, address, and postcode
  • Parent/carer contact details
  • Emergency contact information
  • Medical information, allergies, and dietary requirements
  • Information about additional needs or support requirements
  • Attendance records
  • Photos and videos (where consent is given)

3. How We Use Your Information

We use this information to:

  • Ensure the safety and wellbeing of children
  • Plan and deliver activities appropriately
  • Contact parents/carers when necessary
  • Respond to medical needs or emergencies
  • Meet safeguarding responsibilities
  • Fulfil reporting requirements for our funder (e.g. National Lottery), where data is anonymised where possible

4. Lawful Basis for Processing

We process personal data under the following lawful bases:

  • Consent (e.g. photos, some medical information)
  • Legal obligation (safeguarding duties)
  • Vital interests (protecting a child’s health and safety)
  • Legitimate interests (running the programme effectively)

5. How We Store Your Data

  • Information is stored securely, either electronically (password-protected systems) or in locked files
  • Access is limited to authorised staff only
  • We take appropriate measures to prevent unauthorised access, loss, or misuse

6. How Long We Keep Data

  • Personal data will only be kept for as long as necessary
  • Typically, records are retained for up to 12 months after the programme ends
  • Some safeguarding records may be kept longer in line with legal requirements

7. Sharing Information

We do not share your data with third parties unless:

  • It is necessary for safeguarding or child protection
  • Required by law
  • Needed for emergency medical care
  • Required by our funders (in anonymised or minimal form)

8. Photos and Media

Photos and videos will only be taken and used where parental consent has been provided. These may be used for:

  • Promoting the programme
  • Reporting to funders
  • You can withdraw consent at any time.

9. Your Rights

Under UK GDPR, you have the right to:

  • Access the personal data we hold about you
  • Request correction of inaccurate information
  • Request deletion of your data (where appropriate)
  • Withdraw consent at any time

10. Contact Us

If you have any questions about this policy or how your data is handled, please contact:

Gemma Murphy contact; gemma@littlezoo.co.uk 07403140716

11. Updates to This Policy

We may update this policy from time to time. Any changes will be communicated clearly to parents and carers.