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Privacy policy

1. Introduction

At Coach Joe’s, we take your privacy seriously. This policy outlines how we collect, use, store, and share personal information about the children who attend our Club, as well as their parents or carers.

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2. Purpose of Data Collection

We collect personal information for the following purposes:

  • To provide appropriate care and support for your child

  • To deliver and manage our childcare services

  • To communicate effectively with parents and carers

The legal basis for processing this information is to fulfil our contract with you.

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3. Data Storage and Retention

  • All personal data is stored securely and accessed only by authorised personnel.

  • Information that is no longer required* is erased once your child stops attending the Club.

  • We retain some records (e.g. complaints, accidents, attendance) for legally required periods, even after your child leaves.
     

4. Communication

We may use your contact details (phone, email, social media, or post) to:

  • Share updates about your child

  • Provide activity-related information and relevant news

  • Communicate regarding payments or administrative matters

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5. Sharing of Information

We will only share personal information in the following cases:

  • Where there is a safeguarding concern

  • If required by law, government bodies, or law enforcement

  • With a third-party supplier acting on our behalf (e.g. online booking systems, invoicing platforms)

  • With your prior consent

 

6. Your Rights

You have the right to:

  • Request access to the personal data we hold about you or your child

  • Request corrections to inaccurate or outdated information

  • Request deletion of your data (with limitations noted below)

 

Please note:

  • We may be unable to provide care for your child if we do not have sufficient personal information

  • Certain data must be retained for statutory reasons and cannot be deleted immediately

All data requests will be addressed within one month.

 

7. Complaints

If you have concerns about how we manage your data or respond to your requests, you may contact:

Information Commissioner’s Office (ICO)
Website: www.ico.org.uk

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8. Data Retention Notice

We are required by law to retain certain information (such as records of attendance, accidents, and complaints) for specific periods after your child has left our care. All other personal data will be deleted as soon as possible.

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