References to parents in this Notice also apply to guardians or carers, where applicable.

The main reason that Edventure Kids processes personal data is because it is necessary in order to comply with its legal obligations and to enable it to perform tasks carried out in the public interest.

Edventure Kids may also process personal data if at least one of the following applies:

• in order to protect the vital interests of an individual;

• there is explicit consent;

• to comply with legal obligations in the field of employment and social security and social protection law;

• for the establishment, exercise or defence of legal claims or whenever courts are acting in their judicial capacity;

• for reasons of public interest in the area of public health;

• for reasons of substantial public interest, based on law, which is proportionate in the circumstances and which has provided measures to safeguard the fundamental rights and the interests of the data subject.

The categories of information that we collect and hold and share about children, and their parents where relevant, include:

• Personal information (such as name, address and contact details, parents’ details);

• Characteristics (such as ethnicity, language, nationality, country of birth, religion);

• Attendance information (such as sessions attended, number of absences and absence reasons,

behavioural information, details of any exclusion information);

• Notes on their experiences;

• Any special educational needs or disabilities as well as relevant medical information;

• Personal information relating to the children and those involved in their care.

We may also receive information from other educational facilities, schools, the local authority and/or the Department for Education (DfE).

We use this personal data to:

• support children’s learning;

• support children’s welfare;

• monitor and report on children’s progress;

• provide appropriate pastoral care;

• assess the quality of our services;

• process any complaints;

• protect vulnerable individuals;

• prevention and detect crime.

We may pass data to:

• the local authority;

• schools that a child attends;

• The Department for Education (DfE);

• NHS;

• third-party organisations, as allowed by law;

• agencies that provide services on our behalf;

• agencies with whom we have a duty to co-operate;

• External agencies, e.g. social care services, the police.

Personal data will not be retained by Edventure Kids for longer than necessary in relation to the purposes for which they were collected.

Edventure Kids takes photographs or videos of children for official use, monitoring and for educational purposes. Parents will be made aware that this is happening and the context in which the photograph will be used. Photographs may also be taken of those attending an event which may appear in the media. You will be made aware that this is happening and the context in which the photograph will be used.

You have the right to:

• be informed of data processing (which is covered by this Privacy Notice);

• access information (also known as a Subject Access Request);

• have inaccuracies corrected;

• have information erased;

• restrict processing and data portability (this is unlikely to be relevant);

• intervene in respect of automated decision making (this is unlikely to be relevant);

• withdraw consent (see below);

• complain to the Information Commissioner’s Office (see below).

Parents and visitors are aware that CCTV may be used for security at Skeet Hill House.

Withdrawal of consent

The lawful basis upon which Edventure Kids processes personal data is that it is necessary in order to comply with its legal obligations and to enable it to perform tasks carried out in the public interest.

Where Edventure Kids processes personal data solely on the basis that you have consented to the processing, you will have the right to withdraw that consent.

Complaints to Information Commissioner’s Office (ICO)

If you are unhappy with the way your request has been handled, you may wish to ask for a review of our decision by contacting the Directors. If you are not content with the outcome of the internal review, you may apply directly to the ICO for a decision. Generally, the ICO cannot make a decision unless you have exhausted our internal review procedure. The Information Commissioner can be contacted at: The Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.

Policy Written By A Smith, August 2023

Staff Responsible for Policy A. Smith and J. Easter

Policy Review Cycle

This Policy is a working document and will be revised and updated throughout the year, as and when is necessary. The Directors will review and update it on an annual basis.

Policy Date August 2023

Review Date August 2024