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Privacy Policy

1. Who We Are

At Kids Club 5-1-5 Ltd, we are committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, and safeguard your personal information in line with the General Data Protection Regulation (GDPR) and the Data Protection Act 2018.

Kids Club 5-1-5 Ltd (“we”, “our”, “us”) is a private limited company providing childcare services across various locations in England and Scotland.

2. What Personal Data We Collect & Why

When you contact us or become a customer, we collect certain personal details about you (as a parent/guardian) and your child/children to process your enquiry, provide our services, and improve our offerings. This may include:

  • Contact Information – Name, email address, phone number.
  • Child’s Information – Name, date of birth, relevant health details.
  • Payment Details – To process payments, refunds, and financial transactions.

We only collect personal data that is necessary for providing our services and ensuring the safety and well-being of the children in our care.

3. When You Contact Us with an Enquiry

If you contact us by phone, email, or via our website, we will collect the necessary details to respond to your query. This may include:

  • Your name, email address, phone number.
  • Your child’s name and date of birth (if applicable).
  • Details of your enquiry.

If you arrange a nursery or childcare facility viewing, we may contact you via phone, email, or text message to confirm or rearrange appointments.

If, after responding to your initial enquiry, we do not hear from you, we will:

  1. Attempt a follow-up contact within a reasonable timeframe.
  2. If we still receive no response, we will make one final attempt before deleting your data unless you ask us to retain it.

If you opt-in to receive marketing communications, we may send you updates about our services via email. You can opt out at any time by clicking ‘Unsubscribe’ in our emails or contacting us directly.

4. If You Become Our Customer

If you enrol your child with Kids Club 5-1-5, we will collect and store personal data necessary for providing childcare services, including:

  • Emergency contact details.
  • Medical and dietary information to ensure the well-being of your child.
  • Billing and payment details for service fees, refunds, or financial transactions.

We take appropriate technical and organisational measures to store and process your data securely.

If you are an existing or former customer, we may occasionally send emails about relevant services, based on our legitimate business interests. You may opt out at any time.

5. Sensitive Personal Data (Special Category Data)

Under GDPR, certain data is classified as ‘special category data’ and requires extra protection. This includes:

  • Health information – For example, allergies, medications, or special needs.
  • Biometric data – Some of our facilities use biometric security scanners (fingerprint recognition) for access control.

We only process this data where necessary and legally compliant, ensuring strict confidentiality and security measures.

6. Photographs & Video

We sometimes capture photographs or videos for:

  • Marketing & promotional materials.
  • Website & social media content.

We will only publish images or videos of your child with your written consent, which you may withdraw at any time.

7. Where Is Your Information Stored?

  • If you visit or contact us, your details may be recorded in electronic and/or written forms.
  • Information is securely stored and processed only for the intended purpose.
  • Any written records are securely stored or disposed of following data protection standards.

8. Do We Share Your Information?

Your data is stored securely within Kids Club 5-1-5 and may be shared internally between our different locations.

We never share your data with third parties without your explicit permission, except where required by law, safeguarding policies, or legal obligations.

9. How Long Do We Retain Your Information?

  • If you become our customer, we will retain your data for as long as necessary to fulfil our legal obligations and services.
  • If you enquire but do not enrol, your data will be deleted after the final follow-up attempt, unless you ask us to retain it.
  • Any financial records will be kept for the legally required seven-year period.

10. Your Data Protection Rights

Under GDPR, you have the right to:

✔ Access – Request a copy of the personal data we hold about you.
✔ Rectification – Ask us to correct any inaccurate or incomplete data.
✔ Erasure (‘Right to Be Forgotten’) – Request deletion of your data.
✔ Restriction – Ask us to limit how we process your data.
✔ Portability – Request a copy of your data in a transferable format.
✔ Withdraw Consent – If you have given consent for marketing, you may withdraw it at any time.

To exercise any of these rights, contact us at enquiries@kidsclub515.co.uk.

11. How to Contact Us About Your Data

If you have any queries or concerns about how we handle your personal data, please contact:

📧 Email: enquiries@kidsclub515.co.uk
📍 Address:
Kids Club 5-1-5 Ltd
489 Barkerend Road,
Bradford, England, BD3 8QX
📞 Tel: 07594 878315

12. Complaints & Reporting Data Misuse

If you believe we have misused your data, we encourage you to contact us first so we can resolve the issue. However, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at:

📍 ICO Office Address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow, Cheshire, SK9 5AF

📞 Tel: 0303 123 1113
🌐 Website: www.ico.org.uk

13. Updates to This Privacy Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page, so we encourage you to review it regularly.

Last Updated: 18/01/2025