Policies & Procedures
Kinetic Kids Academy acts as a Data Controller for the purposes of GDPR.
Kinetic Kids Academy is committed to ensuring that your privacy is protected. Any information by which you can be identified when using this website will only be used in accordance with this privacy statement.
Kinetic Kids Academy may change this policy by updating this page. You should check this page from time to time to ensure that you are happy with any changes and each time before you submit your personal information.
At Kinetic Kids Academy we respect the privacy of the children attending our clubs and the privacy of their parents or carers. The personal information that we collect about you and your child is used only to provide appropriate care for them, maintain our service to you, and communicate with you effectively. Our legal basis for processing the personal information relating to you and your child is so that we can fulfil our contract with you.
Any information that you provide is kept secure. Data that is no longer required is erased after you have informed us that your child has concluded attending our club.
We will use the contact details you give us to contact you via phone, text, email, social media, through our online booking system and post so that we can send you information about your child, our club, any promotions/discounts and other relevant news, and so that we can communicate with you regarding payment of our fees.
We will only share personal information about you or your child with another organisation if we:
- Have a safeguarding concern about your child
- Are required to by government bodies or law enforcement agencies
- Engage a supplier to process data on our behalf
- Have obtained your prior permission.
You have the right to ask to see the data that we have about yourself or your child, and to ask for any errors to be corrected. We will respond to all such requests within one calendar month. You can also ask for the data to be deleted, but note that:
- We will not be able to continue to care for your child if we do not have sufficient information about them.
- Even after your child has left our care, we have a statutory duty to retain some types of data for specific periods of time* so cannot delete everything immediately.
If you have a complaint about how we have kept your information secure, or how we have responded to a request to access, update or erase your data, you can refer us to the Information Commissioner’s Office (ICO).
By agreeing to our Terms and Conditions you are giving permission for us to contact you regarding relevant matters.
What information do we collect?
The law requires us to take reasonable steps to ensure data is kept accurate and up to date. We remind customers to update details when logging into their account and employees will also confirm customer’s details during telephone conversations.
What will we do with your personal information?
We require this information to understand your needs and provide you with a better service, and in particular for the following reasons:
- Internal record keeping.
- We may use the information to improve our products and services.
- We may periodically send promotional emails about new products, special offers or other information which we think you may find interesting using the email address which you have provided.
- From time to time, we may also use your information to contact you for market research purposes. We may contact you by email, phone, fax or mail. We may use the information to customise the website according to your interests.
- We may use your personal information to send you promotional information about third parties which we think you may find interesting if you tell us that you wish this to happen.
Who do we pass your information on to?
We will only disclose personal information to government bodies and law enforcement agencies, successors in title to our business and suppliers we engage to process data on our behalf.
We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so.
If you believe that any information we are holding on you is incorrect or incomplete, please write to or email us as soon as possible, at the above address. We will promptly correct any information found to be incorrect.
Is my information secure?
We are committed to ensuring that your personal information is secure. Whilst we make all reasonable efforts to maintain security of your personal information, we assume no responsibility for the security of such information.
Cookies and how we use them?
We may collect details about your device and visits to this site including IP address, browser type, device type, page interaction information, traffic data and location information. This is statistical information to help us provide the best online experience for our customers and does not identify any individual.
If you would like to opt out of targeted online advertising you can do this by visiting http://www.youronlinechoices.com/uk/. This site lists many networks not just those associated with Kinetic Kids Academy and opting out will only apply to the web browser on the device you are using at the time. If you choose to turn off online behavioural advertising you will still see advertising on the internet, however, it will not be tailored to your likely interests or preferences.
If you have a booking with us, in addition to the above, we will use your data in relation to delivering our childcare services, to contact you with information relating to your booking and your child(ren)’s time at camp, to protect the welfare of your child, to comply with our legal obligations and to process payments.
Opting In/Out – Your privacy is important to us which is why we like to make sure you’re in control. You can opt in or out at any time by ticking/unticking certain boxes that relate to your personal information and its use. You can do this yourself by logging into your account or contacting us at firstname.lastname@example.org or on 01480 467567. You can also click ‘unsubscribe’ at the bottom of any emails from us and can text ‘STOP’ to any SMS messages. We will then update your account accordingly.
Should any safeguarding concerns or legal proceedings require us to pass on your personal information we trust you will understand that we have a duty to comply with the law. Please be aware that the way in which your personal details would be legally protected within the UK may differ from other countries.
Our website contains links to and from other websites including schools and advertisers. If you follow a link from our site to another site, please be aware that the third party site will have its own privacy and data protection policies and we are not responsible for how they may collect their data.
How long do we keep data for?
There are legal requirements for how long we have to keep data for before destroying it. Due to the nature of our services involving children we are required to keep information relating to each child and their booking for 25 years after they leave camp. All data is archived by year of attendance and destroyed after 25 years. When the time arises, we securely delete and destroy all of the information we hold. Hard copies of personal data are shredded and electronic copies are securely deleted.
Whilst we hold data for longer, we will only actively use this to contact you regarding our products and services within a maximum of 3 years of your last booking/enquiry with us.
You have the following rights in relation to your data:
Right to access, rectification, erasure, data portability, object and automated decision making (including data profiling).
If you would like to exercise any of these rights please write to Kinetic Kids Academy Limited, Leigh-on-sea, SS9 3JY or by email to email@example.com or you can call us on 07391231669. Please note that in some circumstances we will still need to retain certain data in order to comply with our legal obligations.
If you are not happy with the way we have handled your data, or responded to your requests you can send a complaint with the Information Commissioner’s Office at www.ico.org.uk/concerns or by phone on 0303 123 1113.
Changes to our policy
We reserve the right to update this policy from time to time and we will keep you informed by updating this statement on our website.