Parent Sanctuary CIC is committed to protecting your privacy and handling your personal information responsibly and in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
This privacy notice explains how we collect, use, store and protect your information when you make a booking through our Bookwhen booking system
Who we are
Parent Sanctuary CIC
21 Busker Lane
Scissett
Huddersfield
HD8 9JU
Email: info@parentsanctuary.co.uk
Parent Sanctuary CIC is the Data Controller for the personal information collected through our booking system.
What Information We Collect
When you make a booking through Bookwhen, we may collect:
- Your name
- Email address
- Telephone number
- Postal address (where relevant)
- Names and ages of children attending activities
- Emergency contact details
- Medical, allergy or accessibility information that you choose to provide
- Booking and attendance records
- Payment information (payments are processed securely by third-party payment providers; we do not store full payment card details)
How We Use Your Information
We use your personal information to:
- Process and manage your bookings
- Communicate with you about sessions, events or activities you have booked
- Ensure the safety and wellbeing of participants
- Manage attendance records
- Respond to enquiries and support requests
- Meet legal, insurance and safeguarding requirements
- Evaluate and improve our services
We will only use your information where we have a lawful basis to do so under UK GDPR.
Lawful Basis for Processing
We process your personal data under one or more of the following lawful bases:
- Contract – to provide the activities or services you have booked.
- Legal Obligation – where we are required to comply with legal or regulatory requirements.
- Legitimate Interests – to manage and improve our services and ensure participant safety.
- Consent – where we request your explicit consent, such as for marketing communications, photographs or certain health-related information.
Special Category Data
Where you provide information about health conditions, allergies, disabilities or additional needs, we will only process this information where necessary to ensure participant safety and accessibility.
We will handle such information with additional care and confidentiality.
How We Store Your Information
Booking information is stored securely within the Bookwhen platform and any associated systems used by Parent Sanctuary CIC.
We take reasonable steps to protect your information from unauthorised access, loss, misuse or disclosure.
Access to personal information is limited to authorised staff and volunteers who require it for their role.
How Long We Keep Your Information
We retain booking records only for as long as necessary to fulfil the purposes for which they were collected and to meet legal, safeguarding, insurance and financial record-keeping requirements.
Typically, booking records will be retained for up to 7 years unless a longer retention period is required by law.
Sharing Your Information
We will not sell your personal information.
We may share information with:
- Bookwhen, our booking platform provider
- Payment processing providers
- Insurers where required
- Regulatory bodies where legally required
- Emergency services where necessary to protect health or safety
Any third-party providers we use are required to handle your information securely and in accordance with data protection laws.
Your Rights
Under UK GDPR, you have the right to:
- Access the personal information we hold about you
- Request correction of inaccurate information
- Request deletion of your information in certain circumstances
- Restrict or object to certain processing activities
- Request transfer of your data where applicable
- Withdraw consent where processing is based on consent
To exercise any of these rights, please contact us using the details above.
Cookies and Bookwhen
When you use our Bookwhen booking page, Bookwhen may use cookies and similar technologies to ensure the website functions correctly and to improve user experience.
For further information, please refer to Bookwhen’s own privacy and cookie policies.
Complaints
If you have concerns about how we handle your personal information, please contact us in the first instance.
You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO):
Information Commissioner’s Office (ICO)
Changes to This Policy
We may update this privacy policy from time to time. Any changes will be published on our website and booking pages.
Website: Comments
When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.
An anonymized string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.
Website: Media
If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.
Website: Cookies
If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.
If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.
When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.
If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.
Website: Embedded content from other websites
Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.
These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.
Website: Who we share your data with
If you request a password reset, your IP address will be included in the reset email.
Website: How long we retain your data
If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognize and approve any follow-up comments automatically instead of holding them in a moderation queue.
For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.
What rights you have over your data
If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.
Where your data is sent
Visitor comments may be checked through an automated spam detection service.
GDPR
Visitor comments may be checked through an automated spam detection service.