Holiday Activities and Food Privacy Notice

Holiday Activities and Food Privacy Notice

This privacy notice applies to the Holiday Activities and Food service provided by Worcestershire County Council and should be read in addition to Worcestershire County Council's Full Privacy Notice.

Download a copy of the privacy notice

Holiday Activities and Food service's privacy notice (PDF)

Purpose for processing

We collect and process information relating to you, your child or children, or your organisation’s participation in the HAF Programme. This information will be used for the following purposes:

  • self-service booking of children and young people onto activities that are running across Worcestershire as part of the HAF programme, this enables your children to attend the selected session, receive an appropriate meal, and that the provider can be made aware of any medical conditions or allergies to keep children safe and well
  • provide an account facility for you to make and track multiple bookings onto activities
  • enable your organisation to support and participate in the programme, including applying for funding to run activities
  • help us to develop and improve our services
  • complete statistical returns and reports on the HAF programme in Worcestershire to the Department for Education (DfE)

Personal information collected and lawful basis

The programme processes personal information to deliver the holiday activities which is relevant to individual bookings and children which may include, but is not limited to, the following personal data:

  • your name
  • your address
  • your contact details
  • name and ages of children taking part in activities
  • ethnic origin (for equality monitoring purposes only)
  • school attended by the children
  • Free School Meal eligibility
  • SEND information and young carer information
  • information about other family members including siblings, parents, carers

We may also process some special category (sensitive) information, which is relevant to individual children and may include some of the following but is not limited to:

  • any special dietary requirements, medical conditions, health needs, or allergies of children attending activities

The legal basis for processing this personal data is:

  • necessary for the performance of a task carried out in the public interest or in the exercise of our official authority

The special category condition for processing is:

  • explicit consent given on the booking form for this data to be used for the purposes detailed in this privacy notice

Who we may share your information with

We may need to share the personal information you have given to us or we’ve collected about you with partner organisations where relevant to the individual and/or their care provision. These include but are not limited to:

  • Sutton Croft Ltd, who are administering and coordinating the programme on our behalf
  • Co-ordinate Sport SAAS, who provide our online booking system
  • Department of Education, who are providing the grant funding for the programme
  • relevant provider of the activity or activities booked, these providers include:
  • Active discovery Camps
  • Active Youth Outreach Services
  • ALAC/Kixx
  • All Sorts of Performing Arts CIC
  • Arrow vale youth centre
  • Aspire Active Camps Ltd
  • Avoncroft Museum
  • BDHT
  • Birchensale Middle School
  • Boughton Park Tennis Club
  • Bromsgrove IDC
  • Bromsgrove youth and community hub
  • BSLC
  • Building Bridges
  • Chaddesley Corbett Endowed Primary School
  • Confi-kids Holiday Club
  • Empower Active CIC
  • Energ!se Ltd
  • Evesham Adventure Playground Association
  • Fit4Sport
  • Football Fun Factory
  • Forest Families
  • Freedom Leisure
  • Gateway to FMA Limited
  • Gloverspiece Minifarm and School Ltd
  • Go Beyond - Offmore Primary School
  • Happy Healthy Kidz
  • Heart of England Forest
  • Holy Redeemer
  • Just Camps Worcester v.2
  • KA Kits Academy CIC Ltd
  • KDYT
  • Kingsleighs Equine Education Centre Ltd
  • Kitsune Martial Arts
  • Lakeside - Uni of Worcester
  • Little Oaks Preschool/ Big Oaks HAF Holiday Club
  • Malvern Cube Projects
  • Mindfully Empowered
  • Museums Worcestershire
  • Northleigh School
  • Oasis Community Hub Warndon
  • P & E Sports CIC
  • PAL Fitness & Education CIC
  • Pampered Ponies
  • Perdiswell Young People's Leisure Club
  • Pershore Riverside Youth Centre
  • RB Gym & Sport
  • Reach
  • Redditch Utd
  • Redgate Sports
  • Regal Tenbury
  • Rigby Hall
  • Rubicon Leisure
  • RYCE
  • Shaun Paul Dance Academy
  • Shine Out Of School Clubs
  • St. Barnabas CE Primary School
  • Sunflowers Holiday Club
  • The Bugs Group
  • The World Outside Ltd
  • Worcester Community Trust
  • Worcester Snoezelen
  • Worcester Theatres
  • Worcestershire Cricket
  • Wyre Forest Swim Club
  • YMCA Worcestershire
  • Your Ideas
  • YSS Worcestershire Young Carers
  • Bromsgrove and Redditch Welcomes Refugees

Information will only ever be shared when it is strictly necessary to help us provide effective services and you may have the right to refuse. We will not pass it onto any other parties unless required to do so by law or in all reasonable circumstances the disclosure is fair and warranted for the purposes of processing or subject to a data protection exemption.

We have specific data sharing agreements in place with local agencies and sometimes the law requires that we may have to pass your details on to a third party, for example, to prevent crime. 

How long we will hold your information

We will keep your data until the end of the HAF programme including the monitoring requirements we have to undertake for the Department for Education. More information about our retention periods can be found in our summary Disposal Schedule (Excel file).

Please note stated retention periods may be subject to any legal holds imposed under the Inquiries Act 2005 that may concern the information and override standard retention periods.

Your information rights

You are entitled to a copy, or a description, of the personal data we hold that relates to you, subject to lawful restrictions. Please go to our Make a Data Protection Request webpage to find out how to make a request.

You may be entitled to rectification, restriction, objection, and erasure of your personal information depending on the service and legal basis. Please in the first instance contact to exercise these Information Rights or call the main Worcestershire County Council contact telephone number of 01905 765765.

Please see our overarching Privacy Notice for further information about our processing, contact details and information about how to make a complaint about your information rights.

Changes to this notice

We keep this Privacy Notice under regular review and we will place any updates on this web page. This Notice was last updated on 9 July 2021.

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