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The Hive Kids Clubs  Privacy Policy

1. Introduction

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The Hive Kids Clubs (“we”, “our”, “us”) are committed to safeguarding your privacy. We respect any personal data you share with us, or that we receive from other organisations, and we are dedicated to keeping it safe.

This Privacy Policy (“Policy”) sets out how we collect, use, store, and share your personal information in relation to our Breakfast Club, After School Club, and Summer Club programmes, and your options regarding the ways in which your personal information is used.

This Policy contains important information about your rights to privacy. Please read it carefully. We may update this Policy from time to time without prior notice, so we encourage you to check it regularly.

The provision of your personal data to us is voluntary. However, without providing us with the necessary personal data, we may be unable to deliver our services or process applications for employment with us.

Our website complies with all UK national laws and requirements for user privacy.

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2. How We Use Cookies

A cookie is a small file which may be placed on your computer’s hard drive with your permission. Cookies help us analyse web traffic and improve your experience on our website. They allow web applications to respond to you as an individual, tailoring their operations to your needs and preferences.

We use:

  • Strictly necessary cookies – Required for website operation.

  • Analytical/performance cookies – Help us understand how visitors use our website.

  • Targeting cookies – Help us tailor information and offers to your interests.

You can disable cookies in your browser settings, but this may affect your ability to use certain parts of our site. More information: www.aboutcookies.org.uk.

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3. Personal Information We Collect

We collect personal information in several ways:

Directly – When you register for our services, make a booking, contact us, apply for a job, or sign up to receive updates.
Indirectly – When information is shared with us by schools, local authorities, or other service providers.
Publicly available sources – Information you choose to share on social media or other public forums.

The information we may collect includes:

  • Parent/guardian details (name, address, email, phone number)

  • Child details (name, date of birth, school, year group, medical needs, allergies, special educational needs)

  • Authorised pick-up contacts

  • Payment information

  • Employment application details (if applicable)

We may collect sensitive data (e.g., health information) to meet our safeguarding and Ofsted obligations, but only with your explicit consent.

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4. How We Use Your Personal Data

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We process your data to:

  1. Provide safe and high-quality childcare.

  2. Manage bookings and attendance records.

  3. Communicate important updates about your child’s care.

  4. Comply with safeguarding and legal requirements.

  5. Process payments and issue invoices/receipts.

  6. Administer job applications.

  7. Improve our services through feedback and surveys.

We never sell your personal data to third parties.

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5. Legal Basis for Processing

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We process your data based on:

  • Consent – e.g., for photographs or marketing communications.

  • Contractual necessity – e.g., bookings and payments.

  • Legal obligation – e.g., safeguarding, Ofsted requirements.

  • Vital interests – e.g., in a medical emergency.

  • Legitimate interests – e.g., improving our services.

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6. Storing and Protecting Your Data

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  • Data is stored securely in password-protected systems or locked filing cabinets.

  • Only authorised staff have access to personal data.

  • We retain records for the period required by law/Ofsted, after which they are securely destroyed.

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7. Sharing Your Information

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We may share your information with:

  • Medical professionals in emergencies.

  • Ofsted or local authorities for inspection or safeguarding.

  • Payment providers for processing transactions.

  • Approved service providers who support our operations (with strict confidentiality agreements).

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8. Children’s Data

We collect and process children’s personal information solely for the purpose of delivering our childcare services and in line with Ofsted requirements. This is always done with parental/guardian consent.

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9. Your Rights

You have the right to:

  • Access your personal data.

  • Request corrections.

  • Request deletion (where legally possible).

  • Withdraw consent (where applicable).

  • Restrict or object to processing.

  • Data portability (where applicable).

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You can make a request by contacting us (see Section 11).

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10. Data Retention

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We will only keep your personal data as long as necessary to:

  • Provide our services.

  • Comply with legal requirements.

  • Resolve disputes or enforce agreements.

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After this period, data will be securely deleted or anonymised.

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11. Contact Us

If you have questions about this Policy or your data rights, please contact:

The Hive Kids Clubs
Email info@hiveclubs.co.uk
Telephone: 07961 274550 or 07392 114262

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