Privacy Policy

Privacy Policy and Notice

Theatrical Experience — Take Part Saturday School

Take Part Wellbeing CIC (“Take Part”, “we”, “us”) respects the privacy of children, parents and carers. This notice explains how we collect, use, store and share personal information when you enquire about, book or attend Theatrical Experience.

1. Who is responsible for your information?

Take Part Wellbeing CIC is the data controller for personal information used to administer and deliver Theatrical Experience.

For privacy enquiries or to exercise your information rights, please contact Louise Coker, CEO, through Take Part’s published administration contact details or the contact form at www.wearetakepart.com. Please mark your enquiry “Privacy enquiry — Theatrical Experience”.

2. Information we collect

We collect information relevant to bookings, payments, participation and children’s safety. This may include:

• Your child’s name, date of birth and class or group.
• Parent or carer names, contact details and relationship to the child.
• Emergency contacts and authorised collection arrangements.
• Relevant medical conditions, allergies, medication, disabilities and additional support needs.
• Bookings, attendance, payment records and correspondence.
• Records of accidents, incidents, concerns, complaints and support arrangements.
• Photographs, video or audio recordings where appropriate permissions are in place.
• Records of consent and communication preferences.

Please provide accurate information and tell us promptly when important details change. If you give us another adult’s details, such as an emergency contact, please make them aware of this notice.

3. Where information comes from

Most information comes directly from parents and carers through registration forms, ClassForKids bookings and communications with Take Part.

We may also receive information from children themselves, staff observations or relevant professionals where sharing is necessary and lawful.

We collect only information relevant to our work.

4. How we use information

We use personal information to:

• Respond to enquiries and manage enrolment.
• Organise classes, registers and performances.
• Administer monthly card payments, invoices and refunds.
• Communicate about bookings, classes and changes.
• Understand children’s needs and plan appropriate support.
• Manage safe arrival, attendance and collection.
• Respond to accidents, emergencies and safeguarding concerns.
• Address complaints and maintain appropriate records.
• Meet applicable legal and accounting requirements.

Essential information is needed to provide a safe and properly administered service. If it is not supplied, we may be unable to confirm a booking or arrange suitable support. We will discuss this with you where possible.

5. Our legal grounds for using information

Depending on the purpose, we rely on:

Contract: to arrange and deliver the service agreed with the parent or carer, including booking and payment administration.

Legitimate interests: to operate our activities safely and effectively, maintain attendance and communication records, support children’s participation and handle concerns. We consider these interests alongside individuals’ rights, giving particular attention to children’s privacy.

Legal obligation: where a specific legal requirement requires us to keep, use or disclose information.

Vital interests: where necessary to protect someone’s life in an emergency.

Consent: for optional uses, such as promotional photographs or marketing communications where consent is required.

Where applicable, we may rely on the recognised legitimate interest basis for safeguarding, subject to its legal conditions.

We do not treat agreement to our enrolment terms as consent to every use of personal information.

6. Medical and other sensitive information

Health information and some other sensitive information receive additional protection under data protection law.

We use this information only where necessary and where an appropriate additional legal condition applies. For routine health and support information, where we rely on explicit consent, we request it separately and explain its purpose.

In safeguarding situations, an applicable substantial public interest condition may permit processing without consent. In a life-threatening emergency, the vital interests condition may apply where the person cannot give consent.

We restrict access to sensitive information to people who need it to provide support, manage safety or fulfil an appropriate responsibility.

Where we rely on consent, you may withdraw it. We will explain any practical effect on the support we can provide and consider alternative arrangements.

7. ClassForKids and card payments

We use ClassForKids, also known as Class4Kids, to manage bookings, registration details and payment administration. Card payments are processed through Stripe.

Payment card details should be entered through the secure payment system. Please do not send full card details to Take Part by email or message.

Take Part can access relevant booking and transaction information for administration. ClassForKids and Stripe also handle information under their own applicable privacy notices:

• ClassForKids: https://www.classforkids.com/legal/privacy-policy/
• Stripe: https://stripe.com/privacy

Please keep your account details secure and your contact and payment information up to date.

8. Who we share information with

We share information only where necessary, proportionate and lawful. Recipients may include:

• Authorised teaching, administration, leadership and safeguarding staff.
• Booking, payment, IT and secure storage providers.
• Accountants, insurers or professional advisers where relevant.
• Emergency services and medical professionals.
• Children’s services, police or other appropriate safeguarding agencies.

We do not sell personal information.

Where safeguarding information needs to be shared, consent is not always required. We will normally explain relevant sharing unless doing so would increase risk, prejudice an investigation or otherwise be inappropriate or unlawful.

9. Photographs, filming and marketing

We ask separately for permission to use identifiable photographs, videos or recordings for publicity, including our website, social media and promotional materials.

Refusing promotional permission will not prevent your child from attending.

We consider children’s wishes and understanding as well as the authority of the person giving permission. We will explain arrangements for filming or photographing performances separately.

You may withdraw consent for future promotional use by contacting administration. We will stop new uses covered by that consent and take reasonable steps to remove material within our control. We may be unable to retrieve printed materials already distributed or copies shared independently by others.

Optional marketing preferences are separate from essential messages about your child’s booking, payments or attendance. You can unsubscribe from optional marketing at any time.

10. Security and international processing

We use appropriate organisational and technical measures to protect personal information, including restricted access and secure systems.

Some service providers may process information outside the UK. Where a restricted international transfer occurs, we must ensure that an appropriate legal safeguard applies, such as an adequacy regulation or approved contractual safeguards.

You may contact us for information about relevant transfers and safeguards. Our providers’ privacy notices also explain their arrangements.

11. How long we keep information

We retain information only for as long as necessary for its purpose.

Retention depends on the type of record, applicable legal requirements, safeguarding needs, accounting obligations and the need to resolve complaints or legal claims.

Routine booking and contact information is reviewed when enrolment ends. Financial, accident and safeguarding records may need to be retained for longer.

We do not automatically delete all records when a child leaves. When information is no longer required, it is securely deleted, destroyed or anonymised. You can request details of the retention period or criteria applying to a particular record.

12. Your information rights

Depending on the circumstances and the legal basis used, individuals may have the right to:

• Access their personal information.
• Correct inaccurate or incomplete information.
• Request deletion or restriction of its use.
• Object to certain processing.
• Receive or transfer certain information in a portable format.
• Withdraw consent where processing relies on consent.

These rights are subject to legal conditions and exceptions.

Children have their own information rights. Parents and carers may act on their behalf where appropriate, taking account of the child’s understanding, wishes and best interests.

Please contact us to make a request. We may need to verify identity and authority before disclosing information. We normally respond within one month, subject to any lawful extension.

13. Concerns and complaints

Please contact Louise Coker, CEO, if you have concerns about how we handle personal information.

You also have the right to complain to the Information Commissioner’s Office (ICO):

Website: https://ico.org.uk/make-a-complaint/

Telephone: 0303 123 1113

You do not have to contact us first before approaching the ICO.

14. Changes to this notice

We review this notice when our practices or relevant requirements change. The current version will be available through our website or booking platform, and we will communicate significant changes where appropriate.

This notice explains how we use information. Reading or accepting it does not replace any separate consent we need to request.