Privacy Policy

Renfrewshire Council Data Protection

To facilitate the administration of registrations in relation to clubs, groups, activities and trips, Renfrewshire Council Community Learning & Development Services uses ClassForKids to process information about you and your child.

ClassForKids is an online application that provides a website to help promote our facilities and a booking system with online accounts, and the ability for parents to pay for bookings, when required, online.

You can access the Class4kids Privacy Notice here:

https://clubs.classforkids.co.uk/legal/data-protection-policy

 You can also access their Privacy and Cookies Policy, here:

https://clubs.classforkids.co.uk/legal/privacy-and-cookies-policy

Please be aware that the ClassForKids website may contains links to other websites. When accessing any such websites, you should always read their own privacy policies.

What information will ClassForKids process on the Council’s behalf

If you wish for your child to participate in Renfrewshire Community Learning & Development clubs, groups, activates & trips, we require the following information, which will be processed using the ClassForKids website:

·      Participant’s name

·      Participant’s address

·      Participant’s school

·      Participant’s date of birth

·      Participant’s Email

·      Participant’s Phone number

·      Emergency contact 1 & 2 information for the participant

·      The participant’s Doctor’s contact details

·      Details of languages spoken by the participant at home

·      Information pertaining to the participant’s disability, medical conditions and allergies

·      Details of medication required by the participant

·      Vaccination information relating to the participant

·      Details of the participant’s dietary requirements

·      Are you a lone parent family

·      Does anyone in your household have a disability

·      Is your family Minority Ethnic

·      Are you a parents under 25

·      Do you have a child /children under the age of 1

·      Does your family consist of 3 or more children

Why do we need your information & what will it be used for? 

Renfrewshire Council takes the privacy of your personal data very seriously. The information we have asked you to provide will only be used for the purposes of processing and administration of registrations, allowing us to contact you by post/email/telephone about groups, activities, trips, administering medication, emergency circumstances, maintaining our records, service improvement. Your information will not be used by the Council for any other purpose. All information will be processed in accordance with data protection legislation, including the Data Protection Act 2018 and the UK General Data Protection Regulation (UK GDPR).

Storage of Personal Data

Information that you provide to the Council via ClassForKids will be stored electronically by ClassForKids on servers within the European Economic Area (“EEA”). ClassForKids have been carefully selected by the Council to provide this service and have implemented appropriate technical and organisational measures to ensure that the personal data is kept secure.

Retention

The Council will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, insurance or reporting requirements.

The Council’s retention policy can be found here: https://www.renfrewshire.gov.uk/media/4584/Records-RetentionSchedule/pdf/RenfrewshireCouncilRetentionSchedule_1.5.pdf?m=1645095695573

 The ClassForKids Data Retention Policy can be found here:

https://clubs.classforkids.co.uk/legal/data-retention-policy

Who do we share your information with?

Your information may be analysed within the Council to help us improve Community Learning & Development and our funding partners. We may also share your information internally for fraud prevention purposes. We may share this information with other public bodies (and also receive information from these other bodies) for fraud checking purposes. We are also legally obliged to share certain data with other public bodies, such as HMRC and will do so where the law requires this. We will also generally comply with requests for specific information from other regulatory and law enforcement bodies where this is necessary and appropriate.

For details of how information may be shared by ClassForKids, please see their:

Data Protection Policy

https://clubs.classforkids.co.uk/legal/data-protection-policy

Privacy and Cookies Policy

https://clubs.classforkids.co.uk/legal/privacy-and-cookies-policy

More information & who to Contact

For more information on how the Council processes your information, including information on your data subject rights, please refer to the Council’s Privacy Policy which can be found here: https://www.renfrewshire.gov.uk/article/2201/Privacy-policy

If you have questions about the registration and or booking process or how your information will be handled, please contact summer@renfrewshire.gov.uk

If you are unhappy with the way the Council processes your personal data, you have the right to complain. Any complaints regarding your data should be addressed to the Data Protection Officer, Allison Black by emailing: dataprotection@renfrewshire.gov.uk