Privacy Policy
Here’s a professional privacy policy template you can use for your holiday club such as SOCA – School of Creative Arts. You can edit the contact details and specific systems you use.
Privacy Policy
SOCA – School of Creative Arts Holiday Club
Privacy Policy
SOCA – School of Creative Arts is committed to protecting the privacy and security of all children, parents/carers, staff, and visitors. This privacy policy explains how we collect, use, store, and protect personal information in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1. Who We Are
SOCA – School of Creative Arts Holiday Club provides creative and recreational childcare services for children during school holidays.
We are responsible for ensuring that personal information is handled safely and securely.
Contact Details
SOCA – School of Creative Arts
Email: elainor.sarai@yahoo.com
Phone: 07491 696204
2. Information We Collect
We may collect and process the following information:
Parent/Carer Information
- Full name
- Address
- Email address
- Telephone numbers
- Emergency contact details
- Payment information
Child Information
- Full name
- Date of birth
- Medical information
- Dietary requirements
- Allergy information
- Additional needs or support requirements
- School attended
- Emergency contact information
Staff and Volunteer Information
- Contact details
- DBS information
- Qualifications and training records
- Employment documentation
3. Why We Collect Information
We collect personal information to:
- Provide safe and appropriate care for children
- Contact parents/carers in emergencies
- Manage bookings and payments
- Support children’s health, safety, and wellbeing
- Meet safeguarding and legal obligations
- Communicate updates, activities, and important information
- Improve our services
4. Lawful Basis for Processing
We process personal information under the following lawful bases:
- Consent
- Legal obligation
- Vital interests
- Contractual necessity
- Legitimate interests
5. How We Store Information
All personal information is stored securely. We use password-protected systems and secure storage methods to protect confidential information.
Paper records are kept in locked storage and electronic records are securely protected.
Information is only retained for as long as necessary in line with legal and regulatory requirements.
6. Sharing Information
We will never sell personal information.
We may share information with:
- Emergency services
- Medical professionals where necessary
- Local authorities
- Regulatory bodies such as Ofsted
- Safeguarding agencies where legally required
Information will only be shared when necessary and appropriate.
7. Photographs and Media
Photographs or videos may occasionally be taken during activities for promotional or social media purposes.
We will always request parental consent before using any child’s image.
Parents/carers may withdraw consent at any time.
8. Your Rights
Under UK GDPR, you have the right to:
- Access your personal information
- Request corrections to inaccurate information
- Request deletion of information where appropriate
- Withdraw consent
- Object to certain processing activities
- Make a complaint to the Information Commissioner’s Office (ICO)
9. Data Security
We take appropriate security measures to prevent:
- Unauthorised access
- Loss of data
- Misuse of information
- Disclosure of confidential records
All staff and volunteers are expected to maintain confidentiality at all times.
10. Changes to This Policy
We may update this privacy policy from time to time. Any updates will be communicated to parents/carers and published where appropriate.
11. Contact Us
If you have any questions about this privacy policy or how your information is handled, please contact:
SOCA – School of Creative Arts
Email: elainor.sarai@yahoo.com
Phone: 07491 696204