When you book with Crafty Critters Club, then Crafty Critters Club Limited is the data controller.
When do we collect your data?
When you make a booking with us – we will collect relevant information we need to process your booking, care for your child(ren) and keep you informed of your booking details.
When you contact us via phone, social media or email – we will keep emails and information that relate directly to your booking or to your child’s welfare. Our phone calls are not recorded, and we delete inquiries that come from our website as soon as they have been responded to.
When you sign-up to our mailing list and newsletter – we will collect basic contact information to keep you informed of our camp locations, dates, themes and offers, as well as information on workshops or special events that we might be launching.
When you complete our optional surveys – we will keep a record of your answers and may follow up with you, but you have the option to answer our surveys anonymously.
When you sign your children in and out of camp – we will collect information about your sign in and out times, plus we may also require you to see and sign incident or accident forms.
When you visit our website, we do not collect information on you, and our website does not contain cookies at this point.
When you interact with our social media channels – you may choose to ‘Like Us’ or ‘Follow Us’ in which case you will share your social media user name with us
What information do we collect and why?
In order for us to fulfil our contractual obligation to provide our services, best care for your children during their time with us and to keep you informed of your booking(s) with us, we need to collect personal data about the booker (usually the parent/carer) and any children being booked on.
The personal data we need to collect includes, but is not limited to, date of birth, address, gender, medical information, specific needs (physical and behavioural) and school details. This information is used to ensure that we have all the relevant information to best care for children and make informed decisions in the best interest of the children in the absence of parents/carer.
While your children are in our care, if there is a reportable accident or incident, we will complete a form detailing the nature of the accident or incident. You will be asked to sign it to confirm you have seen and understood it – you may request a copy of you wish.
Parents, Carer and People Booking
If you book with us, in order for us to register you and your child(ren) and fulfil our contractual obligation to provide our services, we need to collect your personal contact information so we can reach you before, during and after any periods that we are looking after your child, should there be any problems with your child(ren) while they are in our care. This will also include information about the value of your booking and how you paid (i.e. childcare vouchers or bank transfer).
We may use your information to respond to queries, changes to your booking, details or handle complaints. We also keep records of communication between you and us so we can better understand and respond to your needs. This is done with your consent and on the basis that we have a legitimate interest to keep you informed.
If you sign up to our newsletters or have given us consent to send you marketing information then we will collect your contact details including name and email address. With your consent, we will use your personal data to keep you informed by email, text, telephone and through our customer support team about our programmes including dates, special offers, promotions, events, competitions and so on.
You are free to opt out/unsubscribe from these communications at any time – every marketing email we have ever sent has an unsubscribe option at the bottom of the email, by e-mailing us at firstname.lastname@example.org or call us on 0208 643 9164 during our office hours.
To process your booking, we will collect and store information about payments you make to us including the date, amount and method of payment. We do not store any payment card details or bank details.
How long do we keep personal data for?
Child Personal Data
As a childcare provider, under the Limitations Act 1980 and Childcare Act 2006, we are required keep records of children under our care until they are 21 years old. As well as the personal information given at the time of booking, this includes keeping records of who the parent/carer (or booker) is, any incident or accident forms that are completed during the time children are with us and any additional notes made during their time in our care.
Under HMRC requirements, we must keep financial records for 6 years from the end of the last company financial year they relate to – this includes all money received and from who.
How do we protect personal data?
We know that you expect us to protecting and secure the personal data you share with us about you and your child(ren), And that is why we take protecting your data very seriously.
We secure access to all booking and transactional areas of our website using ‘https’ technology.
Access to your data on our system is password protected and all our staff are DBS checked to ensure they are vetted to handle child data.
Paperwork containing your and/or your child’s personal data which is shared with our Camp staff is stored in a secure box, on a secure school location. Camp staff need this information to properly care for children and make appropriate decisions in their best interests. All Camp staff are DBS checked. Paperwork containing your and/or your child’s personal data which is shared with our after-school club staff and/or Art Academy staff is kept to a minimum, and is kept securely and under the responsibility of a named DBS-checked member of staff at all times.
When paperwork is returned to our office, we shred the information we are not required to keep. Personal data we are required to keep until the child’s 21st birthday (see above) is archived in our locked storage facility which only company directors and key members of staff have the access to. After the child’s 21st birthday we will erase your and your child’s data that we are required to keep from our systems or records.
We regularly monitor our booking system for possible vulnerabilities and attacks, and we carry out security updates to ensure the latest online threats and risks are mitigated.
When do we share personal data with?
We will never share your child’s personal data with anybody or organisation outside of Crafty Critters Club Limited unless legally required for safeguarding reasons under the Childcare Act 2006.
Your details are also used on our accountancy software, Xero, to enable us to send you invoices and receipts for your child’s booking.
What are your rights over your personal data?
You have the right to request:
- Access to the personal data we hold about you and your child(ren).
- To amend your personal data when incorrect or incomplete.
- That we stop using your personal data for direct marketing.
- To be informed as to how we use and process personal data.
If we cannot action your request, we may have legitimate grounds not to – we will let you know why in this instance.
You have the right to withdraw consent to send you direct marketing at any time and we will always honour this.
Contacting the Regulator
We are registered with the Information Commissioner’s Office so if you think that your data has not been processed correctly, or you are unhappy with our response to any requests you have made to us regarding the use of your personal data, you have the right to lodge a complaint with them.
You can contact them by calling 0303 123 1113 and our registration number is A8360742. Or visit www.ico.org.uk.
Our contact details
Crafty Critters Club Limited
Address: Nork House, 33 Nork Way, Banstead SM7 1PB
Phone Number: 02086439164