Culture Tots is committed to keeping your personal information safe. Of course, I will never sell your data, and I will only share your data with other trusted organisations under very limited circumstances. Read on for some more information about the ways in which I'll use the information you give, the ways I keep it secure and your rights regarding your data.
Registration Form When you first attend a Culture Tots class, you will be asked to fill in a registration form, either online or on paper. This information is kept on the basis of legitimate business interest - it is useful for the running of the classes. However, you are perfectly welcome to leave any sections of the form blank if there is data you prefer not to disclose.
Registration will include details about your child 's name and age, which enables me to plan and deliver sessions effectively, and also contact details. I will use your contact details if I need to get in touch for a particular issue relevant to your child - for example, if I have a query about adapting classes for a special need you disclosed, or if I need to return lost property.
Data from registration forms is stored electronically in a password-protected file, and paper forms are stored in a locked file box for security, and shredded securely when no longer needed. I keep your registration form data for 5 years, since in my experience, families often attend classes on and off while their children are young, and it's helpful if they don't need to need to fill in a new registration form each time they come back!
Photos I sometimes take photos to record our activities and for the purposes of marketing and promotion on the Culture Tots website, print advertising and social media. Photos are stored securely on a password-protected cloud storage platform that is GDPR compliant. I sometimes invite professional photographers to take photographs of Culture Tots sessions. Where that happens, we will obtain additional, verbal consent in class, and the third-party photographers will delete photos from their own phone and devices once they have been transferred to Culture Tots. Children and adults will only be included in photographs if the adults have given consent, which they can opt into as part of the registration form. You can withdraw your consent at any time, in which case I will delete photos containing you and your child, and remove them from any online presence they might have on the website or social media.
Text Updates When you register, you can opt in to receiving text updates. These updates contain important information such as class cancellations, changes to the usual schedule, forthcoming classes that need to be pre-booked and any specific reminders for a class (e.g. a reminder to bring your teddy bear if we're having a teddy bears' picnic week!)
I may on some occasions use a third-party text message provider, but where I do so, I will ensure that they are fully GDPR compliant so that your data is secure. Any data accessible on my phone will be password protected and my phone is protected by a password and screen lock.
E-mail Updates When you complete the paper or online registration form, you have the choice to opt into receiving Culture Tots E-mail Updates. These updates include information about one-off classes and events organised by Culture Tots, School Holiday classes and any changes to the schedule.
I may use a third-party provider such as Mailchimp to deliver e-mail updates. I may gather statistics around email opening and clicks using industry standard technologies to help me monitor and improve our e-newsletter. You can unsubscribe to general mailings at any time of the day or night by clicking the unsubscribe link at the bottom of any Culture Tots emails or by emailing me at firstname.lastname@example.org.
Payment Processing I sometimes offer the option to make payments online, using reputable and secure third-party providers such as PayPal, Hoop or GoCardless. If you choose to take advantage of this method of payment, then your data will be securely stored on these sites according to their own privacy policies. I keep records of electronic payments for 7 years, to comply with HMRC regulations. However, I won't take information that you offered on these websites (for example, the e-mail address you use for PayPal) and store it elsewhere or use it for any other purposes. My own login details for these sites include secure passwords, to keep your information safe.
Communication You might communicate with me through e-mail, text message, Facebook Messenger, my social media pages on Instagram, Facebook and Twitter. In such communications, you might ask questions about the classes or reserve a place at a session. If you book a place at a class, I will write you and your child's first names on my paper register, but beyond that, I won't transfer any personal data that you send me via these communications into any other format, without your specific consent. I will keep such e-mails, texts and messages for 5 years, since many families will return to classes intermittently over this time frame and it's helpful to have a record of our past conversations.
I protect communications using secure passwords for social media platforms and e-mail services, and screen locks and password protection on my computer and mobile phone.
Your Rights You are entitled to view, amend, or delete the personal information that we hold. Email your request to Anna at email@example.com .