Reading Educational Play and Support privacy policy
The Reading Educational Play and Support (Reading Play) Privacy Policy outlines the personal data that is processed by the service. This policy will explain what sort of personal data is collected, how the data is protected, and why it is necessary for Reading Play to collect this data.
Users
The Reading Play Privacy Policy covers all aspects of the service; this includes childcare, schools work, activities and events. This policy will refer to those whose data that Reading Play are processing as “Users”.
1: Personal data collected for the Ranger Station activities
Activities, Family Events, Play Sessions, and Sports Bookings
Contact details such as telephone numbers, postal addresses, and email addresses are collected so that the Reading Play service can reach a user to discuss their booking. For example, we may need to contact a user if an event is cancelled, changed or moved. The booking systems are initiated by the customer, and it is voluntary to book or pay for an activity, such as mini golf.
Booking labs are one of Reading Borough Council suppliers and a corporate partner for online booking solutions. All payment information is held by Civica pay, Reading Borough Council. We follow the Payment Card Industry Data Security Standards (PCIDSS) in processing card payments.
Lawful Basis for processing personal Data under UK GDPR:
- Consent*: (definition) the individual has given clear consent for you to process their personal data for a specific purpose.
* Consent may be withdrawn at any time by contacting, Reading.play@reading.gov.uk
2: Personal data collected by Reading Play Services
Reading Play collects a variety of personal data that could be used to identify an individual and/or individuals. The sort of personal data collected is dependent on the type of service that Reading Play is providing.
Here are the different services provided by Reading Play, and the personal data that is processed in respect to these services:
Childcare – After School Clubs and Holiday Playclubs
- Name
- Postal address
- Gender
- Date of birth
- Dietary requirements
- Payment details
- School
- Email address
- Telephone number
- Attendance records
- SEND
- Medical details
- Doctor/GP details
Work in Schools and Support Work
- Name
- Telephone number
- Gender
- SEND
- Medical details
- Postal address
Activities, Family Events, Play Sessions, and Sports Bookings
- Name/email
- Telephone number (optional)
- Gender
- Payment details (Civica)
Recruitment
- Name
- Postal address
- Gender
- Date of birth
- Employment history
- Telephone number
- Education
- Training history
- Email address
3. Necessity for the collection of personal data
Childcare – After School Clubs and Holiday Playclubs
The personal data collected for our childcare setting is in the interest of the welfare requirements of the children that attend our setting. The processing of contact details such as names, email addresses, postal addresses and contact numbers allows us to contact users in the event of an emergency.
Sensitive personal data such as medical details, doctor/GP details, and SEND allows us to provide the best support and care for the user’s child whilst they are attending our childcare settings or play settings.
For payment, details are collected in the form of online payments through Civica pay, remittances and receipts. These are then allocated to a booking that has already been made by the user directly to Reading Play via KidsClubHQ booking.
Work in Schools and Support Work
During term time, the Reading Play service provides onsite support for schools at lunch times and in the classroom and offsite play-based education. Reading Play staff will need to know the details of the children that they will be working with and supporting in order to provide a high-quality session that ensures the safety of the child. Similar to childcare, our staff will also need to be aware of any SEND and/or medical needs/ contact details to ensure the welfare of the child.
4. Data Sharing
We have third party bookings partners; Kids club HQ is a booking system and register for childcare and Play support. Bookings labs are Reading Borough council online booking partner. Where the Play team are involved in play support for young people we may share progress reports and updates with partners including schools, parents, GPS and other support professionals around the child.
5. Lawful Basis for the Processing of Personal Data
Lawful Basis under UK GDPR:
- Consent*: (definition) the individual has given clear consent for you to process their personal data for a specific purpose.
* Consent may be withdrawn at any time by contacting
The collection of personal data is necessary to meet welfare requirements outlined by Ofsted in the interest of safety to users. Attendance data for our childcare settings is also used internally at Reading Borough Council to identify sufficiency and need within the borough. The data is used in such a way that prevents an individual or individuals from being identified in public facing reports and consent can be withdrawn at any time.
6. Securing Personal Data
Data is held on the Council’s secure network and limited to only staff who require it to carry out their duties under this provision of services. All personal data will be kept within the EU and not transferred outside of the EU. Users can request access to their personal data at any time by either contacting the Reading Play service or the Information Governance Team. (Contact details listed below).
7. Personal Data Retention Periods
| Nature of Record | Retention period | Action at the end of that period | Reason |
|---|---|---|---|
| Registers of playclub/scheme users | 1 Year | Archive for 20 years then destroy | Statutory requirement for 2 years then further 20 best practice |
| Signing in/out sheets staff & children | 1 year | Archive for 20 years then destroy Archive for 20 years then destroy | Best practice |
| After school club registers | 2 years | Archive for 20 years then destroy | Statutory Requirement |
| Registration forms of playclub/scheme users | 1 year | Archive for 20 years then destroy | Statutory for 2 years then further 20 best practice |
| Ofsted Files | Ongoing | Review | Best practice |
| Records of medication | 1 year | Destroy | Ofsted requirement |
8. Contact
Reading Play, Reading Borough Council
- Email: reading.play@reading.gov.uk
- Call: 0118 937 2952
Reading Borough Council – Data Protection Officer (Nayana George).
- Email: IGTeam@reading.gov.uk
KidsClubHQ
- Website: https://www.kidsclubhq.co.uk/
- KidsClubHQ Privacy Policy
- Email: martin@kidsclubhq.co.uk
- Call: 0118 321 6671
9. Consent request – childcare bookings
Reading Play (Reading Borough Council), and KidsClubHQ are required to process your personal data to support the running of Reading Play childcare provisions. It is an Ofsted requirement for childcare providers to have access to the personal data of children that the provider cares for. Personal data is retained to ensure the welfare of children that attend Reading Play childcare settings.
You can withdraw consent to Reading Play (Reading Borough Council), and KidsClubHQ to hold your personal data at any time by contacting Reading Play. You may want your personal data to be removed if your child no longer attends a Reading Play childcare setting. Deletion of personal data is subject to the data retention periods outlined in the Reading Play Privacy Policy.
Email: reading.play@reading.gov.uk
Call: 0118 937 2952
10. Rights under UK GDPR
Your right of access – You have the right to ask us for copies of your personal information.
Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing – You have the right to object to the processing of your personal information in certain circumstances.
Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You have a right to complain to the Information Commissioner’s Office (ICO) if you are unhappy with how your personal information has been handled by RBC. They can be contacted at:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk
Last updated on 28/02/2024
Reading Educational Play and Support privacy policy