Privacy Policy

Privacy Policy for Parents

Purpose: To inform parents about how we collect, use, store, and protect personal data relating to their child and family, in compliance with UK GDPR and the Data Protection Act 2018.

Policy Statement: Kowley’s Children’s Fitness and Well-Being values your privacy and is committed to protecting your personal data. This Privacy Policy explains what information we collect, how we use it, and your rights regarding that information.

1. Information We Collect: We may collect and process the following types of information:

  • Child’s full name, date of birth, and school year
  • Parent/guardian names and contact details
  • Emergency contact information
  • Medical and allergy information relevant to the child’s care
  • Consent for photos/videos for promotional purposes
  • Attendance records

2. How We Use This Information: We collect this data to:

  • Ensure the safety and welfare of children during sessions
  • Contact parents or guardians in case of emergency
  • Maintain accurate registers and attendance records
  • Share important updates or newsletters (with consent)
  • Promote the club (with specific consent for image use)

3. Legal Basis for Processing: We process personal data on the following legal bases:

  • Legitimate interest (e.g. managing and running the club)
  • Consent (e.g. for image use and marketing communication)
  • Legal obligation (e.g. safeguarding and health records)

4. Data Sharing: We will never sell or rent your data. We only share data:

  • With emergency services if required
  • With safeguarding authorities when obligated
  • With insurers or regulatory bodies, if required

5. Data Storage and Security:

  • All paper-based data is kept in a locked, secure cabinet.
  • Electronic data is stored on password-protected systems.
  • Data is retained only as long as necessary for legal or administrative purposes.

6. Your Rights: As a parent/guardian, you have the right to:

  • Access the data we hold about you or your child
  • Correct any incorrect or outdated information
  • Withdraw consent (for non-essential data processing)
  • Request deletion of your data (unless it is needed for legal purposes)

7. Consent and Agreement: By registering your child at Kowley’s Children’s Fitness and Well-Being, you acknowledge that you have read and understood this Privacy Policy. You will be asked to sign a consent form confirming agreement and, where applicable, give or withhold specific consents (e.g. photography).

8. Contact Us: If you have any questions or concerns about how we handle your data, please contact: Data Protection Lead – [Christopher Cowley