Camp Fantastic Ltd is a Limited Company. Our customers are parents,guardians or carers of children who have attended, will be attending or have registered an interest to attend one of our camps. We provide the opportunity for the children to participate in our holiday camps.

We are registered with Ofsted. We are insured by Michele Morton.

Information we collect about you

The categories of personal information we process includes:

. Contact details (child, parent/guardian, school and emergency contacts)

. Child's date of birth

. Child's gender

. Any relevant medical conditions and/or disabilities and additional related information

. Other relevant individual needs for example, information about learning, religious or other support needs.

. Details of any reasonable adjustments or steps taken to support your individual needs

. Child's attendance and achievement records

. Any communications from, to or relating to you

. Details relating to standards of conduct

. Any accident or incident reports including details of injuries

. IP address, browser identifier and the time of access (collected when you complete online forms to register)

. Record of payments made through childcare voucher providers.

. Experience, qualifications, training and confirmation that you have completed a criminal record check (prospective or existing Activity Instructors, Group Leaders.
Camp Managers and volunteers)

If you have a request for the child to be with particular friendship circles we will also store that request.

If you attend an event or trip with the club, we will also collect the following information where relevant:

. Dietary requirements and any other relevant information that we need to know to ensure your needs are met; and

. Passport information if the trip is abroad.

We use the information we hold about you for a variety of purposes which are outlined below. Data protection law requires us to tell you what our legal reason is for each purpose.

Contractual purposes

When you ask us to provide you a service, such as a holiday camp we usually need to use information about you to provide this product or service, for example:

• To contact you to confirm arrangements;

• To notify you about changes to classes, terms and conditions, emergencies, etc.

• To tell you when it is time to renew or re-register for activities

• To process payments or send you receipts required.

• To provide you with the benefits and services to which you have subscribed.

We do so because it is necessary for the performance of a contract.

Legal obligations

We have a duty of care to ensure it is safe for you or your child to take part in our holiday camp and to keep you/them safe while participating. Some individuals may be at risk of harm from participating in our holiday camp as a result of a pre-existing condition. It is vital that you let us know if there is any reason why taking part in our holiday camp may be unsafe prior to participation. With your agreement, we will review any information you provide and undertake risk assessments in consultation with yourself and any appropriate trained professionals e.g. medical consultants. When we ask participants to provide relevant health information such as details of medical conditions, medication needs, allergies or injuries, this is because we have a legal obligation.

When you tell us about any special needs such as disabilities or other support information we may use relevant information to comply with our legal obligations under the Equality Act 2010. We will also use this information to ensure we comply with Ofsted guidelines etc. We will use it where appropriate to adapt your child's care. We will review any information you have provided to help us identify any actions we can take to support inclusion. We may need to ask you for more information to help us to best meet your or your child’s needs. We will keep a record of any steps we take to support inclusion.

If you are wishing to volunteer or work for us, we may need to ask you to complete a criminal record check if you pass the eligibility requirement as we have a legal obligation to do so. We jointly control the checking process with British Gymnastics who is responsible for the assessment of any content on the check and will only share information with us where it is appropriate. We may share relevant and proportionate information about criminal offences where it is deemed that while you are not considered unsuitable to take on the role, if it is considered necessary for safeguarding purposes.

When we retain information about you, even after you are no longer taking part in our Camps, this is often because we are required to do so by law such as records we are required to keep for business and accounting purposes. Sometimes we are also legally obliged to share information about you with third parties. More information it provided below.

We rely on legitimate interests for the following purposes:

. Responding to communications, concerns or complaints and seeking feedback from you about our services. We will use the information you provide
to respond to any comments or questions you raise and where appropriate to undertake investigations into any complaints or concerns. On occasion, we may
contact you to seek your views on the services we provide.

. Holding emergency contact information. When you register with Camp Fantastic, we collect contact details. We also ask you to provide an alternate/emergency
contact which we will only use in exceptional circumstances if we are unable to contact your primary contact e.g. a parent.

. Maintaining attendance registers. For health and safety purposes and our records, we need to maintain a register of those in attendance at camp or other club
activities.

. If there are no places in the camp, we can place you on our waiting list and will contact you using the details you provide to inform you when a place is available
and to invite you to camps and events we are hosting as and when possible.

. Collecting additional information to support a participant attending a club trip. Occasionally, we may organise residential events or trips. If you or your child
registers for one of these events, we will need to collect additional information, that may vary dependent on the specific activities
and whether they involve meals and travel. Additional information we require may include passport information and any other relevant information necessary to
provide support whilst away from home.

. To monitor that you have completed any required safeguarding training and criminal record checks. If you undertake a role where a criminal record check and
safeguarding training are required, we will require proof of this check and will request it have been issued within the last 3 years as is deemed good practise.

. Photography and filming to promote the camp. During camp we may take photos or videos to promote camp activities. We publish images on our website, social
media account and in our communications. Any images of children will be published in line with our safeguarding policy. This will only be done where you have
indicated on your registration form that you consented to this.

If we are filming or taking photos for any other purpose, we will ask for your consent.

Running and monitoring our website and social media.

We do not use any tracking or analytics on our website outside the built-in analytics provided by our website host Squarespace. Please see HERE for their privacy policy. Your IP address will be logged by our web server but we would not be able to identify you from this information alone.

We have carried out a legitimate interest assessment (LIA) to ensure that the above processing is necessary and is carried out in a way that ensures a balance between the club’s interests and your individual interests, rights and freedoms with appropriate safeguards, especially to protect the interest of data subjects who are children. We can provide details of these assessments on request.

You have a right to object to the use of your information for any purposes we undertake based on legitimate interests. Further information is provided in the section below on individual rights.

We rely on consent in the following circumstance:

• To use your email or telephone numbers for marketing purposes

With your consent, we may also take photos during camp to promote Camp Fantastic on our website, social media accounts and in communications. All film and photos of children will be published in line with our safeguarding policy.

When you have given us your consent for your personal information to be used for a particular purpose, you have the right to withdraw this consent at any time, which you may do by contacting us by Clicking Here

Special categories of personal data are a category of information that is more sensitive and requires greater protection. Some of the information we process falls into this category (e.g. health/medical data or any information you provide to us about a disability or your religion, race or gender identity). It is unlawful for organisations to process this type of information unless an additional legal condition applies. We will only process this type of information if one of the following applies:

• You have given your explicit consent or have made this information public;

• We are required to do so to establish, exercise or defend a legal claim;

• We are required to do so to comply with employment or social security or social protection law;

• There is a substantial public interest in doing so; or

• It is in your vital interests and you are unable to provide consent e.g. if you are unconscious or do not have sufficient mental capacity.

With your consent, we will send you information about our activities, services and our products that we think might be of interest to you based on your age, interests and experience. We will send you this information by email.

You can ask us to stop sending you this information at any point by opting out. As email is the primary way we communicate, opting out will mean you will not be informed of any future camps.

To opt-out please click Here.

We may also be required to share your personal information in the following reasons:

• Complying with legal and/or regulatory responsibilities

We may be required to share information with bodies such as Her Majesty’s Revenue & Customs (HMRC), Health & Safety Executive (HSE), Police and Information Commissioner’s Office (ICO) and Social Services. We may also share information with other organisations to safeguard children. Any information that is shared will be strictly limited to what is required to ensure children are protected from harm and will be carried out in accordance with the law and relevant government guidance.

• Insurance

• Obtaining legal or professional advice

• Obtaining a service from a third party

All service providers are contractually required to ensure your information is secure and cannot use this information for their own purposes. Where we are required to share information with them to provide the service, we only disclose information that is strictly necessary to deliver the service.

Except for the above, will only share your information with any other third parties with your prior agreement.

We may transfer your personal information to countries which are located outside the European Economic Area (EEA) for the follow purposes:

• To the United States of America in order to provide online form services. This service is provided by Zoho Surveys and Typeform who are certified as adhering to the
EU-US Privacy Shield. For more information, please see Zoho and Typeform Privacy Policy Here and Here.

We will not transfer your information to any other country or organisation unless there is a European Commission adequacy decision for the specific country to which the data is transferred or where we can be certain that there are adequate safeguards provided for your information and individual rights standards that meet the GDPR requirements.

You have important rights under data protection law. In summary these include:

• To be informed about how your information is processed (set out above)

• To access any personal data held about you. You have the right to access the personal information we hold about you. You can request a copy of any information
we hold by writing to us using the contact details below.

• To have your data rectified if it is inaccurate. If you think that any of the information we hold is inaccurate, you can ask that corrections are made. We will either
make the requested amendments or provide an explanation as to why we are not making changes

• To have your data deleted (except if there is a valid lawful reason to retain it). If you cease to have a relationship with Camp Fantastic we will delete any
information you provided within two years except for any financial/accounting records which need to be retained for six years in line with UK tax law. Additional
information that has been provided solely for the purpose of participating in a specific activity will be deleted after the event.

Photographs and other video footage captured for promotional purposes will be retained for up to 4 years. After this time, they will be deleted unless we consider them to be of public interest and should consequently be archived for historical purposes. Where images have been published on social media, these platform providers may continue to process your data after the retention period has lapsed.

You have a right to request the deletion of your information in advance of the above retention periods. We will delete this information unless there is a lawful reason for the information to be retained.

• To have your information restricted or blocked from processing. If you object to processing, we will restrict the processing of your information for the purpose to
which you are objecting whilst we review your objection.

• To object to any processing based on legitimate interests. The right to object is specific to the data subject’s particular situation. We will stop processing your
personal data unless we can demonstrate compelling legitimate grounds for the processing, which override your individual interests, rights and freedoms or we
need to continue to process your information in connection with a legal claim.

• Your personal information being used for direct marketing activities

Click Here to learn more about your rights.

To exercise any of your rights or if you have any questions about our privacy notice please contact:

Aisha Walters, Data Protection Officer via email admin@campfantastic.co.uk

While we hope to be able to resolve any concerns you have about the way that we are processing your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) if you believe your data has been processed in a way that does not comply with the GDPR or have any wider concerns about our compliance with data protection law. You can do so by calling the ICO helpline on 0303 123 1113 or via their website.

We have appropriate security measures in place to prevent personal information from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine reason to need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

We also have procedures in place to deal with any suspected data security breach. We will notify you and the ICO of any personal data breaches in line with our legal obligations.

We keep our privacy notices under regular review. This privacy notice was published on 5th Oct 2022.

We may change this privacy notice from time to time, when we do we will inform you via email.