Privacy and Data Policy

Strive PE and Sport — Privacy and Data Policy

Introduction

At Strive PE and Sport, we are dedicated to protecting and respecting your privacy. This Privacy Policy details how we collect, use, and share your personal data when you engage with our services, which include our multi activity holiday camp programmes, after-school club provisions, community clubs, work within schools, Sport consultancy and our specialised division, Strive to Be CIC, which supports children with Special Educational Needs and Disabilities (SEND).

We are committed to complying with the General Data Protection Regulation (GDPR) and the Data Protection Act 2018. The safeguarding of children’s personal information is a priority for us, and we aim to be clear and transparent about how this data is collected, used, and managed.

Who We Are

Strive PE and Sport is a company focused on providing physical education, sport programmes, holiday camps, and after-school clubs for children. In addition to these services, we operate Strive to Be CIC, which offers tailored support for SEND children. For the purposes of this Privacy Policy, both Strive PE and Sport and Strive to Be CIC are referred to collectively as “we”, “our”, or “the Company”.

Contact Information

If you have any questions or concerns regarding this Privacy Policy or how we handle your personal information, you can reach us using the following contact details:

Email: admin@strivepeandsport.co.uk
Address: Strive PE and Sport Ltd, 34 Crosier Court, Upchurch, Kent, ME9 7AR
Telephone: 07378 951411

Information We Collect

We collect and process a variety of personal data depending on how you interact with us, whether as a parent, guardian, or child. This information is essential for the delivery of our services and ensuring the safety and wellbeing of children.

For parents and guardians, we may collect:

Your name and contact details (address, phone number, email)
Payment information for service fees
Emergency contact details for use in urgent situations
Signed consent and permission forms that outline agreements for participation

For children and participants, we may collect:

The child’s name and date of birth
The school attended
Health and medical information, including details of allergies, disabilities, or special needs, especially for SEND children enrolled in Strive to Be CIC
Attendance records and participation details for specific programmes
Photographs and videos, but only with explicit consent from parents or guardians

This information is gathered to ensure the safety, security, and individual needs of each child in our care.

When Do We Collect Data?

When you register your details with us or make a booking we will need to collect certain personal details in order to process your booking and make the necessary arrangements for your child.

Prior to attending a Strive event, we will also need to collect more sensitive personal data, specifically relating to the children on your bookings, such as medical conditions, allergies and educational needs in order to ensure we can provide the appropriate care for your child.

You may need to complete forms which will require personal information relating to you or your child or if you contact us with a query/complaint.

We will also collect data from you for monitoring and marketing purposes including when you visit our website, follow us through social media or sign up to email or text messages.

How We Use Your Information

We use the personal information we collect to provide our services effectively, ensure compliance with regulations, and maintain the safety and wellbeing of children. The data we process is essential for the following reasons:

Service Provision: We use the information to register children for holiday camps and after-school clubs, manage bookings, and tailor activities to each child’s needs. For SEND children in Strive to Be CIC, health and medical information is used to ensure appropriate care is provided.
Communication: We use contact information to provide updates, inform you of any changes to our services, and communicate in emergencies. This allows us to keep parents and guardians informed at all times about their child’s activities.
Health and Safety: We collect health-related data to ensure that appropriate measures are in place for any medical conditions or special needs. For example, staff may be informed of allergies or specific requirements on a need-to-know basis to safeguard children during their time with us.
Legal Compliance: We are required by law to collect and retain certain information to comply with child protection, safeguarding, and regulatory obligations.
Photographs and Videos: With your consent, we may capture images and videos of your child during activities for promotional purposes or internal newsletters. However, no such materials will be used without prior explicit permission.

We will never use your personal data for purposes beyond those outlined in this policy unless we have obtained your explicit consent or are required to do so by law.

Legal Basis for Processing

We rely on different legal bases to process personal data, depending on the context:

Contractual Necessity: To provide services, such as registering your child in our programmes and facilitating communication with parents and guardians.
Legal Obligation: To comply with statutory requirements, including child protection laws and safeguarding regulations.
Consent: For the collection and use of photographs, videos, and sensitive personal data, especially concerning the health of SEND children.
Legitimate Interests: To manage the day-to-day operations of our services and improve service delivery, ensuring that we meet the needs of children and parents.

Your personal data is shared only when absolutely necessary and always in a secure manner. We may share information with:

Service Providers: Third parties that support our administrative processes, such as payment processing companies, to ensure smooth service delivery.
Medical Professionals: In the case of an emergency, health-related information may be shared with medical personnel to provide the appropriate care for a child.
Regulatory Bodies: If required by law, we may need to share personal information with child protection or safeguarding authorities.

Under no circumstances will we sell or trade your personal data to third parties.

Security of Personal Data

We will take appropriate technical and organisational precautions to secure your personal data and to prevent the loss, misuse or alteration of your personal data. We will store your personal data on secure servers, personal computers and mobile devices, and in secure manual record-keeping systems. Only appropriate members of the company have access to secure data as required for the necessary running of the company. Data relating to enquiries that are sent from your web browser to our web server, or from our web server to your web browser, will be protected using encryption technology. You acknowledge that the transmission of unencrypted (or inadequately encrypted) data over the internet is inherently insecure, and we cannot guarantee the security of data sent over the internet.

Data Retention

We retain personal data only for as long as it is necessary to fulfil the purposes described in this Privacy Policy or to comply with legal obligations. The specific retention periods include:

Registration and attendance records: Kept for six years after a child has stopped attending our services.
Health and safety records: Retained for up to 25 years in the case of incidents or accidents.
Financial records: Stored for seven years for auditing and tax compliance.

After these periods, we will securely destroy or anonymise the data.

Third Party Websites

Our website may include hyperlinks to, and details of, third party websites. We have no control over, and are not responsible for, the privacy policies and practices of third parties.

Your Rights

As a data subject under the GDPR, you have a number of rights regarding your personal data, including:

Right to Access: You can request a copy of the personal information we hold about you or your child.
Right to Rectification: If you believe the data we hold is inaccurate or incomplete, you have the right to ask us to correct it.
Right to Erasure: In certain circumstances, you can request the deletion of your personal data, although some records may need to be retained for legal reasons.
Right to Restrict Processing: You can request that we restrict how we process your data in specific situations.
Right to Object: You have the right to object to the processing of your data in some cases, such as for direct marketing purposes.

To exercise any of these rights, please contact us using the details provided in the Contact Information section above. We will respond to your request within one month.

Data Security

We take data security very seriously and have implemented appropriate measures to protect personal information from loss, unauthorised access, and misuse. These measures include the secure storage of paper records, encryption of digital data, and regular staff training on data protection and safeguarding practices.

In the event of a data breach, we will follow all legal requirements, including notifying affected individuals and reporting the incident to the relevant regulatory authorities if necessary.

Cookies and Website Usage

When you use our website, we may collect anonymised data through the use of cookies. These are small text files that help us analyse how visitors use our website, allowing us to improve its functionality and user experience. You can manage your cookie preferences through your browser settings.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, data processing practices, or legal obligations. Any significant changes will be communicated to you directly, either via email or through other communication channels. We recommend that you review this Privacy Policy regularly to stay informed of how we handle your personal data.

Contact Us

If you have any questions or concerns about this Privacy Policy or the way we handle your personal data, please feel free to contact us using the details provided.

If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at www.ico.org.uk or by phone on 0303 123 1113.

By using our services, you acknowledge and agree to the terms set out in this Privacy Policy.

This Privacy Policy has been developed in accordance with UK GDPR and the Data Protection Act 2018, to provide clarity on how Strive PE and Sport processes, stores, and protects personal data, particularly for children involved in our services.