Our Private Policy Agreement
Welcome and Introduction
At Ahead we are committed to protecting your data and to handling it responsibly. The Ahead team provide a range of services but will only use your information for the purpose of the services provided or for the use of direct marketing to you. Your personal information and privacy is important to us and we won’t be sharing it with anyone else unless agreed with yourself.
The personal information that we collect about you and your child is used only to provide appropriate care for them, maintain our service to you, and communicate with you effectively. Our legal basis for processing the personal information relating to you and your child is so that we can fulfill our contract with you.
What We Do
The Ahead team provides a range of services for children between the ages of 4 – 18 years. Ahead Tuition, Ahead Camps, Ahead Parties and Ahead Transition run under the umbrella name ‘Ahead’ and provide these services respectively.
Ahead Tuition – Tutoring services provided to schools, institutions and individuals.
Ahead Camps – Multi activity camps for children aged between 4 – 11 years.
Ahead Parties – Themed parties for children of all ages.
Ahead Transition – Supporting children transitioning from primary to secondary school.
Your and Your Child’s Personal Information
Your Child’s information
Any information that you provide is kept secure. Data that is no longer required is erased after you have ceased using our services or have asked to remove your information.
We will only share personal information about you or your child with another organisation if we:
- have a safeguarding concern about your child
- are required to by government bodies or law enforcement agencies
- engage a supplier to process data on our behalf (eg to take online bookings, or to issue invoices)
- have obtained your prior permission.
We will use the contact details you give us to contact you via phone and email so that we can send you information about your child, our services and other relevant news, and also so that we can communicate with you regarding payment of our fees and your booking.
We may also use the contact details provided for ‘emergency contact details’ to contact you in regards to the child you are responsible for during periods of time when our services are running.
You are given the option to remove any contact details provided to us. If you would like to do this, please unsubscribe from our mailing list and/or email firstname.lastname@example.org.
Our payment system retains your payment information after paying for a service incase the information is required for a part or full refund for an unused service. For refunds to be made, notice must be given.
If you have chosen to volunteer with us, in addition to the details we need for members we will ask that you have a DBS check. We will not ask for your information to carry out that check unless you explicitly ask us to. We will need to retain a copy of it for our records but not any of the information submitted to make that check which will be carried out by a third party. We will retain a copy of that check for as long as it is relevant and for as long as you are volunteering with us. We will securely delete your data two years after you cease to be a volunteer.
Use of data processors
Data processors are third parties who provide a service. We use Mailchimp as a third party processor and have a contract in place with them to provide that service. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct.
We us Stripe as our payment system and have a contract for the service they provide to us also. Stripe will process payments made for the services you choose to use. Stripe can also generate invoices, send you confirmations and provide refunds if required.
How long is the information retained for?
Our customers use a range of our services sporadically and when needed for different purposes. However, if you cease to use any of our services for a period of 2 years, we will erase all personal information you have given.
You have the right to ask to see the data that we have about yourself or your child, and to ask for any errors to be corrected. We will respond to all such requests within one month. You can also ask for the data to be deleted. However, we obtain information about your child to make sure we can provide adequate care. Examples of this type of care include medical information, date of birth, emergency contact details and photo consent.
If you have a complaint about how we have kept your information secure, or how we have responded to a request to access, update or erase your data, you can refer us to the Information Commissioner’s Office (ICO).
You can read more about these rights here – https://ico.org.uk/for-the-public/is-my-information-being-handled-correctly/