How we look after your information.

Kool Kidz Club
Last updated: 12/07/26

Kool Kidz Club respects your privacy and is committed to protecting the personal information you share with us.

This Privacy Policy explains what information we collect, how we use it, how we keep it safe, and what rights you have.

1. Who we are

Kool Kidz Club provides holiday club childcare and activity sessions for children.

Business name: Kool Kidz Club LTD
Location: Larwood School, Stevenage, SG1 5BZ
Email: kkidzclub@gmail.com
Phone: 07946773531

For the purposes of data protection law, Kool Kidz Club is responsible for the personal information we collect and use.

2. What information we collect

We may collect personal information when you contact us, book a place, complete a registration form, or use our website.

This may include:

• Parent or carer name
• Parent or carer contact details, including phone number and email address
• Child’s name
• Child’s date of birth and age
• Child’s school or main setting
• Home address
• Emergency contact details
• Doctor or medical contact details
• Booking and payment information
• Information about attendance and sessions booked
• Dietary requirements and allergies
• Medical information and health conditions
• SEND, additional needs or support requirements
• Language, religion or cultural requirements where relevant
• Ethnicity information, where requested
• Social care or locality team information, where relevant
• Consent and permission choices, including photo/media consent
• Messages or enquiries sent to us
• Website usage information, where cookies or analytics are used

We only ask for information that helps us run the club safely, manage bookings, communicate with parents and carers, and support children appropriately.

3. Special category and sensitive information

Some of the information we collect may be sensitive, including health information, SEND/support needs, dietary needs, ethnicity, religion, and social care information.

We collect this information so that we can keep children safe, provide appropriate care, make reasonable adjustments, meet safeguarding responsibilities, and plan activities in a way that supports each child.

We treat this information with extra care and only share it where necessary.

4. How we use your information

We use personal information to:

• Manage bookings and attendance
• Contact parents or carers about bookings, sessions or emergencies
• Understand each child’s needs before they attend
• Provide safe and suitable care
• Manage allergies, medical needs and dietary requirements
• Support children with SEND or additional needs
• Keep appropriate registration, consent and attendance records
• Process payments
• Respond to enquiries
• Send booking confirmations and important service updates
• Meet safeguarding, legal and regulatory responsibilities
• Improve our website and services
• Use photos or videos for publicity only where consent has been given

We do not sell personal information.

5. Our lawful basis for using information

We only use personal information where we have a lawful reason to do so.

Depending on the situation, we may rely on:

• Contract: to manage bookings and provide the holiday club services you have requested.
• Legal obligation: where we need to keep records or meet legal, safeguarding or regulatory duties.
• Legitimate interests: to run Kool Kidz Club, respond to enquiries, manage attendance and keep parents informed.
• Consent: for optional uses, such as photo or media permissions.
• Vital interests: in an emergency where information may be needed to protect a child’s health or safety.

For sensitive or special category information, such as health or SEND information, we use it only where necessary to provide appropriate care, protect children, meet safeguarding responsibilities, or where you have provided the information for that purpose.

6. Booking and payment information

Bookings may be handled through an online booking provider, such as Ticket Tailor, and payments may be processed by a payment provider, such as Stripe.

These providers may collect and process information needed to complete your booking and payment. Their own privacy policies will also apply.

Kool Kidz Club does not store full card payment details.

7. Registration forms and parental agreements

Before a child attends Kool Kidz Club, parents or carers may be asked to complete a registration form and parental agreement.

This information helps us understand the child’s needs, emergency contacts, medical information, permissions and any support required.

Parents and carers should let us know if any information changes.

8. Photographs and videos

We may take photographs or videos during club activities.

Photos or videos will only be used for displays, publicity, social media, website content or promotional purposes where appropriate consent has been given.

You can withdraw photo or media consent at any time by contacting us.

9. Who we share information with

We only share personal information where necessary.

This may include:

• Kool Kidz Club staff who need the information to care for and support children
• Emergency services or medical professionals in an emergency
• A child’s school or relevant professionals, where appropriate
• Safeguarding bodies or local authorities where required
• Website, booking, payment, email or IT service providers who help us run the service
• Legal or regulatory bodies where we are required to do so

We may share children’s information where there is a safeguarding reason or another clear reason connected to the child’s best interests.

10. How long we keep information

We keep personal information only for as long as needed.

Registration, attendance, safeguarding, accident, incident and payment records may need to be kept for legal, insurance, safeguarding or accounting reasons.

Where information is no longer needed, we will delete it securely or anonymise it.

11. How we keep information safe

We take reasonable steps to protect personal information from loss, misuse, unauthorised access or disclosure.

This includes limiting access to information, using secure systems where possible, and only sharing information with people or providers who need it.

12. Cookies and website analytics

Our website may use cookies or analytics tools to help the site work properly and understand how visitors use it.

Where required, you will be asked to accept or manage cookies when using the website.

13. Your rights

You have rights over your personal information.

These may include the right to:

• Ask for a copy of the information we hold about you or your child
• Ask us to correct inaccurate information
• Ask us to delete information in certain circumstances
• Ask us to restrict how we use information
• Object to certain uses of information
• Withdraw consent where we rely on consent
• Complain if you are unhappy with how your information is used

To make a request, please contact us using the details below.

14. Contact us

For questions about this Privacy Policy or how we use personal information, please contact:

Kool Kidz Club
Email: kkidzclub@gmail.com
Phone: 07946773531
Address: Larwood School, Stevenage, SG1 5BZ

15. Complaints

If you are unhappy with how we use your information, please contact us first so we can try to help.

You also have the right to complain to the Information Commissioner’s Office, the UK regulator for data protection.

Website: ico.org.uk
Phone: 0303 123 1113

16. Updates to this policy

We may update this Privacy Policy from time to time.

The latest version will be available on our website.