Privacy Policy

Last updated: August 2025

1. Introduction

Live Laugh Learn 4 Life CIC ("we," "our," or "us") is a Community Interest Company (Company Number: 15931406) committed to protecting the privacy and personal data of children, families, and all individuals who engage with our services.

This Privacy Policy explains how we collect, use, store, and protect your personal information when you:

• Use our website
• Book our sports programmes
• Participate in our activities
• Contact us for information

We are committed to compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

3. Information We Collect

3.1 Programme Booking Information

When you book our services, we collect:

Parent/Guardian Information:

• Full name
• Email address
• Phone number
• Emergency contact details
• Home address (including postcode)

Child Information:

• Full name
• Age and date of birth
• School name
• Medical conditions and allergies
• Dietary requirements
• Any additional support needs
• First aid consent preferences

3.2 Website Usage Information

We may collect:

• IP addresses
• Browser type and version
• Pages visited and time spent
• Referring website information
• General location data (city/region level)

3.3 Photography and Video

During our programmes, we may take photographs and videos for:

• Safeguarding and safety monitoring
• Marketing and promotional purposes (with separate consent)
• Programme evaluation and improvement

4. Legal Basis for Processing

We process personal data under the following legal bases:

• Contract Performance: To deliver the sports programmes you have booked
• Legitimate Interests: To run our CIC effectively, improve our services, and ensure child safety
• Consent: For marketing communications and promotional photography
• Legal Obligation: To comply with safeguarding requirements and health & safety laws
• Vital Interests: To protect the health and safety of children in our care

5. How We Use Your Information

5.1 Primary Purposes

• Programme Delivery: Managing bookings, attendance, and programme activities
• Safety & Safeguarding: Ensuring child protection and emergency response
• Health Management: Addressing medical needs, allergies, and dietary requirements
• Communication: Sending programme updates, important notices, and emergency communications
• Legal Compliance: Meeting our obligations under child protection and health & safety legislation

5.2 Secondary Purposes (with consent)

• Marketing Communications: Newsletter, programme announcements, and special offers
• Promotional Materials: Using photographs/videos in marketing materials and social media
• Service Improvement: Analysing feedback to enhance our programmes

7. Data Sharing and Third Parties

7.1 Essential Service Providers

• Payment Processors: For secure payment handling
• Insurance Companies: For claims and liability purposes
• Medical Professionals: In emergency situations
• IT Support Providers: For system maintenance (under strict data processing agreements)

7.2 Legal Requirements

• Local Authorities: For safeguarding referrals when required
• Emergency Services: In health and safety emergencies
• Regulatory Bodies: When legally required to do so
• Law Enforcement: When required by law

We never sell or rent personal data to third parties for marketing purposes.

8. Data Retention

We retain personal data for the following periods:

• Active Programme Participants: During participation plus 3 years
• Booking Records: 7 years for tax and accounting purposes
• Safeguarding Records: As per local authority guidelines (typically 25 years)
• Marketing Consent: Until consent is withdrawn
• Website Analytics: 26 months
• CCTV/Photography: 1 year unless required for safeguarding purposes

9. Your Rights

Under UK GDPR, you have the following rights:

• Right of Access: Request a copy of the personal data we hold about you or your child
• Right to Rectification: Request correction of inaccurate or incomplete personal data
• Right to Erasure: Request deletion of personal data in certain circumstances
• Right to Restrict Processing: Request that we limit how we use your personal data
• Right to Data Portability: Request your data in a portable format
• Right to Object: Object to processing based on legitimate interests or for marketing purposes

10. Children's Rights

10.1 Age and Consent

• Children under 13: Parental consent required for all processing
• Children 13-16: May provide own consent for some services, but we recommend parental involvement
• Children 16+: May provide own consent

10.2 Child-Friendly Explanations

We provide age-appropriate explanations of data processing to children participating in our programmes.

11. Data Security

We implement appropriate technical and organisational measures including:

Technical Measures

• SSL encryption for data transmission
• Secure password policies
• Regular security updates and patches
• Secure backup systems
• Access controls and user authentication

Organisational Measures

• Staff training on data protection
• Regular security risk assessments
• Data processing agreements with third parties
• Incident response procedures
• Physical security of paper records

12. Data Breaches

In the event of a data breach affecting children's personal data:

• We will notify the ICO within 72 hours if required
• We will inform affected individuals without delay if there is a high risk
• We will take immediate steps to contain and remedy the breach
• We will review and strengthen our security measures

13. Changes to This Policy

We may update this Privacy Policy to reflect changes in:

• Legal requirements
• Our services
• Best practices

We will notify you of significant changes via:

• Website notice
• Email (if we have your consent)
• During programme registration

This Privacy Policy is effective from August 2025 and applies to all personal data processing activities of Live Laugh Learn 4 Life CIC.