The small print
What we do with your information.
We hold health information about children, which is about as serious as data gets. So this is written plainly rather than defensively.
Who we are
Sportivity Limited, company number 06004431, registered in England and Wales. We are the data controller for the information described here. Email [email protected] about anything on this page.
What we collect, and when
When you reserve a place we ask for your name, email address and mobile number, and your child's first name and school year. That is all. We deliberately do not ask about health at this stage, because we do not need it yet.
When we confirm the place and take payment we ask for allergies, dietary requirements, medical conditions and medication, SEN and additional needs, anything else you want us to know, an emergency contact, and the password for collection.
When you contact us or a school engages us we hold the contact details and correspondence you would expect.
We do not hold your card details. Payments are handled by our payment provider and the card number never reaches us.
Why we are allowed to hold it
- To do what you booked. Your contact details and your child's name are needed to perform the contract between us.
- Health, SEN and medical information is special category data under UK data protection law. We hold it on the basis of your explicit consent, which is what the tick box on the form is for. You can withdraw it at any time, although if you do we may not be able to keep your child safe on the day.
- Safeguarding and emergencies. If a child is at risk of harm we may share information without consent, because the law expects us to and because it is right.
- Our legitimate interests for keeping business records and improving what we do.
Who sees it
The Sportivity staff running the day, and nobody else. We do not sell it, we do not share it for marketing, and we do not pass it to the school whose hall we are using.
Some suppliers process it on our behalf under contract: our website and database host, our email provider, our payment provider and our customer records system. They act on our instructions and cannot use it for their own purposes.
Health details are never put in an email. They are held behind a staff login, and the alert we get when a booking lands deliberately contains none of them.
How long we keep it
Health and emergency information is deleted within three months of the day it related to. We keep accident records, and anything our insurer requires, for longer where the law or the insurance says so.
Basic booking and financial records are kept for six years, because HMRC requires it.
Children
Everything we hold about a child comes from their parent or guardian, not from the child. We do not market to children, we do not profile them, and we do not let anything about a child feed an advertising system.
Photographs
We take photographs at some events. We never publish a photograph of a child whose parent has not agreed, and we never name a child. You can say no when you book or change your mind afterwards. Where we run competitions for schools, photography follows the school's own rules, and images stay with the school.
Our website
We use cookies and a customer records system to see which pages people read and to follow up enquiries. That is how we know whether anybody read this. You can block cookies in your browser and the site will still work.
What you can ask us to do
- Tell you what we hold about you and your child
- Correct anything wrong
- Delete it
- Withdraw your consent for the health information
- Give you a copy to take elsewhere
Email [email protected] and we will answer within one month. There is nothing to pay.
If you are not happy
Tell us first and we will try to sort it. If we do not, you have the right to complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.
See also our safeguarding statement and our booking terms.