privacy & data policy

1purpose

This Privacy Policy explains how Camp 4 Champs Ltd collects, uses, stores and protects personal data as part of its day-to-day operations, in line with UK GDPR and data protection legislation.

This policy applies to personal data relating to children, parents and carers, staff, volunteers and contractors.

2data controller

Camp 4 Champs Ltd is the Data Controller for all personal data processed as part of its operations.

Registered office:
85 Great Portland Street
London
W1W 7LT

Data protection enquiries should be directed using the contact details provided by Camp 4 Champs.

3personal data we process

Camp 4 Champs processes personal data provided by parents or carers in relation to a child, including:

• child registration and attendance details
• emergency contact information
• medical, allergy, send and safeguarding information
• behaviour and incident records where required

We also process personal data relating to:

• Parents and carers (contact and communication details)
• Staff and volunteers (recruitment, employment and safeguarding records)
• Contractors and external providers where applicable

Camp 4 Champs does not collect personal data directly from children online or in writing without parental involvement.

4how we use personal data

Personal data is used to:

• Deliver childcare services safely and effectively
• Meet safeguarding and welfare obligations
• Communicate with parents and carers
• Manage staffing, supervision and compliance
• Meet legal, regulatory and insurance requirements

5lawful basis for processing

Personal data is processed under one or more of the following lawful bases:

• Contract – to deliver booked services
• Legal obligation – including safeguarding and record-keeping duties
• Vital interests – to protect health and safety
• Legitimate interests – for operational management and safeguarding
• Consent – where required, such as photography

Safeguarding data is handled with enhanced protection.

6data sharing

Personal data may be shared, where necessary, with:

• Medical professionals or emergency services
• Local Authority safeguarding partners
• Ofsted and regulatory bodies
• Insurers and professional advisers

Data is shared only where lawful and necessary.

7data retention

Personal data is retained in line with the Camp 4 Champs Data Retention Policy, which sets out specific retention periods for different record types, including safeguarding, accident and personnel records.

8data security

Camp 4 Champs takes appropriate technical and organisational measures to protect personal data, including:

• Secure storage systems
• Restricted access to authorised personnel
• Separation of safeguarding records
• Staff training and confidentiality expectations

9data subject rights

Individuals have rights under UK GDPR, including the right to:

• Access personal data
• Request correction of inaccurate data
• Request erasure where applicable
• Restrict or object to processing
• Lodge a complaint with the Information Commissioner’s Office (ICO)

Requests are handled in line with data protection law, with safeguarding exemptions applied where necessary.

10data breaches

Any personal data breach is managed in line with the Camp 4 Champs Data Breach Response Policy, including assessment, notification and recording where required.

11review

This policy is reviewed annually or sooner if legislation, guidance or operational practice changes.