Data Protection Policy June 2024

Letz Play Sports Privacy Notice (How we use pupil information)

The categories of pupil information that we collect, hold and share include:

• Personal information (such as your Child’s name, year group and class)

•Your personal information (parent or guardian name and contact mobile and/or email)

• Attendance information for clubs (such as sessions attended, number of absences)

• Relevant medical information

• Special needs information

• Exclusions/behaviour information/ Safeguarding information

• Photography (Photos taken may only be displayed via business social media. Instagram @letzplaysports & Facebook @letz play sports coaching or website www.letzplaysports.co.uk and leaflet. This can be shared by customers following the social media)

Why we collect and use this information

We use the pupil data:

• to support pupil learning

• to provide appropriate pastoral care

• to assess the quality of our services

• to comply with the law regarding data sharing

• for promotion purposes photos maybe taken. (children will never be photographed on their own in a picture and only a first name is applied when applicable)

Collecting pupil information

Whilst the majority of pupil information you provide to us is mandatory, some of it is provided to us on a voluntary basis. In order to comply with the General Data Protection Regulation, we will inform you whether you are required to provide certain pupil information to us or if you have a choice in this.

Storing pupil data

We hold pupil data until a child leaves the school. Data that we continue to hold electronically will be deleted after 1 year. (This is stated @ 1 full year from when you last registered for a club or class e.g Summer 2024 would be on our system until Summer 2025) All paper information such as registers will be stored safely and kept for HMRC regulations for 7 years, but this will be shredded after the period expires.

Who we share pupil information with

We routinely share pupil information with:

• Your child’s class teacher

• Your school’s office staff

• You at the end of club sessions

• Your LPS Coaching sports coaches running a session

• The school Safeguarding Lead when there are safeguarding concerns

Requesting access to your personal data

Under data protection legislation, parents and pupils have the right to be informed, the right to request access to information about them that we hold and/or the right to be erasure from the database, social media or website. To make a request for your personal information contact:

info@letzplaysports.co.uk

Date: June 2024