Privacy Policy

THE BREEZY CLUB LTD – PRIVACY POLICY (PRIVACY NOTICE)

Effective date: 13 January 2026

This Privacy Policy explains how The Breezy Club Ltd (“we”, “us”, “our”) collects, uses, stores and protects personal data about children, parents/carers, and website visitors, in line with the UK GDPR and the Data Protection Act 2018.

1) Who we are (Data Controller)

The Breezy Club Ltd is the “Data Controller” for the personal information we collect.

Contact details:

The Breezy Club Ltd

Address: 35 Grafton Way, London, W1T 5DB

Email: theteam@thebreezyclub.co.uk

Phone: 0203 355 6805

If you have any questions about this Privacy Policy or how we handle your information, please contact us using the details above.

2) What personal data we collect

We may collect and store the following types of personal information:

A) Parents / Carers

Name and contact details (email, phone number, address)
Emergency contact details
Relationship to child
Payment and booking information
Communications with us (emails, messages, calls)
Consents (e.g., photography consent, medical consent)

B) Children

Child’s name, date of birth and age
Medical information (allergies, medication, health needs)
Additional needs information (SEND/support requirements)
Dietary needs
Collection/drop-off permissions (authorised adults and passwords where used)
Behavioural support information (only where needed for safeguarding and care)
Attendance records and incident/accident records

C) Website / Booking Platform Data

Bookings, cancellations and attendance
IP address and device information (where collected by web services)
Basic analytics data (cookies where applicable)

3) How we collect your data

We collect personal data when you:

Register or book a place with us through ClassForKids.io
Complete forms (registration forms, feedback forms, consent forms)
Contact us via email, phone, or social media
Attend our club
Visit our website (cookies/analytics if enabled)

4) Why we use your data (and our lawful basis)

We only use personal data when we have a lawful reason under UK GDPR. Most commonly:

A) Contract (to deliver the service)

We use personal data to:

Manage bookings and registrations
Provide childcare and activities
Contact you about your booking, changes, or important updates
Process payments and issue receipts/invoices

B) Legal obligation

We may use and store personal data to:

Meet safeguarding obligations
Maintain accident/incident records
Comply with insurance and regulatory requirements
Respond to lawful requests from authorities

C) Vital interests (safety)

We may use medical and emergency data to:

Protect a child’s health and wellbeing
Respond to an emergency

D) Legitimate interests (running our club properly)

We may use data to:

Improve our services
Manage communications and customer support
Prevent fraud or misuse of our services
Maintain internal records, training, and service quality

E) Consent (where required)

We use consent for:

Photography/video use of children (marketing, social media, website)
Certain optional communications or promotions (if applicable)

You can withdraw consent at any time (see Section 9).

5) Special category data (health, medical, additional needs)

Some information we collect is “special category data” (e.g., allergies, medical conditions, SEND support needs). We only collect this where it is necessary to provide safe childcare and support.

This is processed for:

Health and social care purposes
Safeguarding and protection of children
Vital interests (in emergencies)

Access to this information is restricted to trained staff who need it to care for your child.

6) How we store and protect your information

We take data security seriously and use appropriate measures to protect personal information, including:

Secure digital storage and password-protected systems
Limiting access to staff who need the data
Staff training on safeguarding and data protection
Secure disposal of paper records where used
Safe handling of incident, accident, and medical records

We also work with trusted service providers who process personal data securely on our behalf (see Section 7).

7) Who we share personal data with

We do not sell personal data.

We may share personal data only when necessary, including:

A) Booking & payments provider

We use ClassForKids.io as our booking system. This means relevant booking/registration data is processed and stored through their platform to manage registrations, payments, and attendance.

B) Staff and contractors

Only staff who need information to care for children will have access to relevant details.

C) Safeguarding / legal authorities

We may share information with relevant agencies such as:

Social services
Police
NHS services

…where necessary for safeguarding, child protection, legal obligation, or immediate safety.

D) Insurers

We may share necessary information for accident/incident claims or safeguarding matters.

8) How long we keep your data (retention)

We keep personal data only as long as necessary for our operational, legal, and safeguarding obligations.

Typical retention periods include:

Registration and booking data: kept for a reasonable period for administration and financial records
Accident/incident records: kept longer where required for safeguarding and insurance purposes
Financial records: kept for legal/tax purposes
Photographs/videos: kept until consent is withdrawn or no longer needed for the purpose

If you request deletion, we will comply where possible, but some records must be retained for legal/safeguarding reasons.

9) Your rights under UK GDPR

You have rights including:

Right to be informed (this policy)
Right of access (request a copy of your data)
Right to rectification (fix inaccurate data)
Right to erasure (delete data, where applicable)
Right to restrict processing
Right to object
Right to data portability
Rights relating to automated decision-making (we do not use this in a way that affects your rights)

To exercise any of these rights, contact: theteam@thebreezyclub.co.uk.

10) Photography and video

We may take photos/videos during activities to celebrate the club and share updates.

We only use images for marketing (website/social media/printed materials) if:

You have provided consent, OR
The use is clearly within what you’ve agreed to

You can change or withdraw your consent at any time by emailing us.

11) Marketing communications

We may contact parents/carers with important service updates (these are not marketing).

If we send marketing messages (e.g., offers, early bird bookings, newsletters), we will only do so where permitted by law and you can opt-out anytime.

12) Cookies (website)

If our website uses cookies or analytics tools, we may collect basic usage information (e.g., page visits, device type).

Where required, cookies will only be used with your consent through a cookie banner/settings.

13) International data transfers

Our primary operations are UK based. Some service providers may store data outside the UK. Where this happens, we ensure appropriate safeguards are in place.

14) Complaints

If you are unhappy with how your data has been handled, please contact us first so we can resolve the issue.

You also have the right to complain to the Information Commissioner’s Office (ICO) (the UK data protection regulator).

15) Changes to this Privacy Policy

We may update this policy from time to time. The latest version will always be available via our website or on request.

If you want, I can also create:

a short “parent-friendly” privacy notice (1-page)
a Photography & Video Consent Form
a Data retention schedule table to match Ofsted-style documentation