Privacy Policy

Privacy Policy – Shamrocks Sports and Childcare Holiday Club

Shamrocks Sports and Childcare is committed to protecting the privacy and security of your personal information. This Privacy Policy explains how we collect, use, store, and protect your data when you book a place at our Holiday Club.

1. Who We Are

Shamrocks Sports and Childcare operates seasonal holiday clubs for children. In doing so, we collect and process personal information about children and their families to deliver a safe and effective service.

2. What Information We Collect

We may collect the following personal data:

  • Parent/guardian name, email address, home address, and contact numbers
  • Child’s name, date of birth, medical conditions, allergies, dietary requirements
  • Emergency contact details
  • Payment details (processed via secure third-party platforms – no card data is stored by us)
  • Photos or videos (only with prior consent)

3. How We Use Your Information

We collect your data to:

  • Manage your booking and payment
  • Ensure the health, safety, and wellbeing of your child
  • Contact you in the case of emergency or important updates
  • Maintain accurate attendance and safeguarding records
  • With your consent, share photos for promotional use on social media or marketing materials

We will never sell or share your data with third parties for marketing purposes.

4. Lawful Basis for Processing

We collect and use your information based on:

  • Contractual obligation – to provide the childcare service you have booked
  • Legal obligation – to comply with health, safety, safeguarding, and financial regulations
  • Consent – for optional things like marketing photos
  • Legitimate interest – to run and improve our services

5. Data Storage and Security

All data is stored securely and only accessed by authorised staff. We use secure online booking systems and encrypted storage where applicable. Paper records are stored in locked cabinets and destroyed securely when no longer needed.

6. How Long We Keep Your Data

We keep your information for as long as necessary to fulfil our legal, contractual, and safeguarding obligations. Typically, records are retained for up to 6 years in line with childcare and financial regulations, unless you request deletion sooner (where legally permissible).

7. Your Rights

You have the right to:

  • Access the personal data we hold about you
  • Correct inaccurate or incomplete data
  • Request deletion of your data (where not legally required to retain it)
  • Withdraw consent at any time (e.g., for photo use)
  • Lodge a complaint with the Information Commissioner’s Office (ICO) if you believe your data has been misused

8. Contact Us

If you have any questions about this Privacy Policy or would like to exercise your rights, please contact us at:

📧 Email: holidays@st-patricks.southampton.sch.uk

📞 Phone: 023 8044 8502