ActivKids UK LTD is committed to protecting the privacy and security of your personal information.
This privacy notice describes how we collect and use personal information about you during and after your working relationship with us, in accordance with the General Data Protection Regulation (GDPR)
It is important that you read this notice when we are collecting or processing personal information about you, so that you are aware of how and why we are using such information.
ActivKids UK LTD is a “data controller”. This means that we are responsible for deciding how we hold and use personal information about you. We are required under data protection legislation to notify you of the information contained in this privacy notice.
We will comply with data protection law. This says that the personal information we hold about you must be:
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data). There are “special categories” of more sensitive personal data which require a higher level of protection.
We will collect, store and use the following categories of personal information about you:
School Information
Parent/Guardian Information
Child Information
Staff data – employees and contractors (past & present)
We may also collect, store and use the following “special categories” of more sensitive personal information
Supplier data (past & present)
We will only use your personal information when the law allows us to do so and will only use it for the purposes for which we collected it. If we need to use your personal information for an unrelated purpose, we will notify you and will explain the legal basis which allows us to do so.
Please note that we may process your personal information without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
We may only use personal information relating to criminal convictions, cautions or other court actions where the law allows us to do so. This will usually be where such processing is necessary to carry out our obligations with respect to our child protection and safeguarding policies.
We will only collect such information about criminal convictions if it is appropriate given the nature of the role and where we are legally able to do so.
We do not envisage that any decision will be taken about you using automated means, however we will notify you in writing if this position changes.
We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, audit trail or reporting requirements. To determine the appropriate retention period for personal data, we consider the amount of time, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use and the applicable legal requirements.
In some circumstances we may anonymise your personal information so it can no longer be associated with you, in which case we may use such information without further notice to you.
It is important that the personal information we hold about you is accurate and correct. Please keep us information if your personal information changes during your working relationship with us.
Under certain circumstances you have the right to:
Information about children may be released to a person with parental responsibility. However, the best interests of the child will always be considered.
We will try to ensure the data collected is accurate and if we identify any data accuracy issues, we will communicate lessons learned to staff through internal staff training.
It is no longer necessary for us to hold it
You withdraw your consent for us to keep it
It was unlawfully processed (ie. in breach of the GDPR)
It has to be erased in order to comply with a legal obligation
We may refuse to comply with a request for erasure for the following reasons:
To exercise the right of freedom of expression and information
To comply with a legal obligation
The defence of legal claims
If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact the Data Protection Officer in writing and they will respond within 28 days.
You will not have to pay a fee to access your personal information. However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.
We may need to request specific information from you to help us confirm your identity and ensure you have the right to access the information. This is an appropriate security measure to ensure that personal information is not disclosed to any personal who has no right to receive it.
We reserve the right to update this privacy notice at any time and without notice.
Date Issued: 28th January 2023
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