Privacy Policy

The Clubhouse is a children's holiday club providing outdoor, farm-based activities. We are the data controller for the personal information we collect and process.

Contact Details:
The Clubhouse
West Craigie Farm, South Queensferry EH30 9AR
Email: [email protected]
Phone: 07907 879303

2.1 Parent/Carer Information:

• Name and contact details (address, phone, email)
• Emergency contact information
• Payment information
• Communication preferences

2.2 Child Information:

• Name, date of birth, and gender
• School and year group
• Medical conditions, allergies, and dietary requirements
• Special educational needs or disabilities
• Photograph consent status
• Authorised collection persons

2.3 Website Information:

• IP address and browser type
• Pages visited and time spent on our website
• Newsletter subscription details

We use your information to:

• Process bookings and payments
• Provide safe and appropriate care for your child
• Contact you about your booking and in emergencies
• Administer medication (where consent is given)
• Comply with our legal and regulatory obligations
• Send you marketing communications (where consent is given)
• Improve our services and website

We process your data based on:

• Contract: To fulfil our booking agreement with you
• Legal obligation: To comply with childcare regulations and safeguarding requirements
• Consent: For marketing communications and photography
• Legitimate interests: To improve our services and maintain security
• Vital interests: In medical emergencies involving your child

We will never sell your personal information. We may share your data with:

• Emergency services in case of an accident or medical emergency
• Ofsted or other regulatory bodies for inspection purposes
• Local authority safeguarding teams if we have concerns about a child's welfare
• Our insurance providers in the event of a claim
• Payment processors to handle transactions securely
• Email service providers for newsletters (with your consent)

We take appropriate measures to protect your personal information, including:

• Secure, encrypted storage of electronic records
• Password protection on all devices and systems
• Limited access to personal data on a need-to-know basis
• Secure disposal of paper records
• Regular staff training on data protection

We retain your information for the following periods:

• Registration records: 3 years from the child's last attendance
• Accident records: Until the child reaches 21 years old (or 24 for serious injuries)
• Safeguarding records: 25 years from the child's date of birth
• Financial records: 7 years for tax purposes
• Marketing data: Until you unsubscribe

Under data protection law, you have the right to:

• Access your personal data
• Rectify inaccurate or incomplete data
• Erase your data in certain circumstances
• Restrict processing of your data
• Object to processing based on legitimate interests
• Data portability to receive your data in a structured format
• Withdraw consent at any time for consent-based processing

To exercise any of these rights, please contact us using the details above. We will respond within one month.

Our website uses cookies to improve your browsing experience. These include:

• Essential cookies: Required for the website to function properly
• Analytics cookies: To understand how visitors use our site

You can control cookies through your browser settings. Note that disabling certain cookies may affect website functionality.

We may update this Privacy Policy from time to time. Significant changes will be communicated to you via email or through our website. Please review this policy periodically.

If you have concerns about how we handle your data, please contact us first so we can try to resolve the issue. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO):

Information Commissioner's Office
Website: ico.org.uk
Phone: 0303 123 1113