Privacy statement for the Courthouse Kids membership form

Who is responsible

Settle Amateur Operatic Society is responsible for your information. Contact the society’s Secretary at will@settleoperatic.org. The Secretary is also the society’s safeguarding lead.

What we keep, and why

• About your child. We keep your child’s name, date of birth, school year and class. We also keep whether your child may arrive and leave on their own, and the names and phone numbers of the adults who may collect them. We use these to run the sessions and keep your child safe. Our legal reason for keeping them is your agreement with the society when you enrol your child.
• About you and a second adult. We keep your name, relationship to your child, phone number and email. If you give us a second adult, we keep their name, relationship and phone number. We use them to contact you about Courthouse Kids, and to reach you if something happens. Our legal reason for keeping them is your agreement with the society when you enrol your child.
• Medical needs, allergies, medication and additional needs. If you tell us about any of these, we keep what you tell us, with your consent on the form. We use it so the adults running the session can keep your child safe.
• Photos and video. We keep your yes or no about photos and video. We only publish photos or video of your child if you said yes.
• Your agreements. We keep your answers to the safeguarding, emergency treatment, terms and enrolment questions, as a record of what you agreed to.

You can withdraw your consent to us holding medical information, or to photos and video, at any time. Tell the Secretary.

Who sees it

The session leaders, the chaperones and the safeguarding lead see your answers. Nobody else does. If we are worried about a child’s safety, we may share information with the local authority or the police.

If you ask to join the parents’ WhatsApp group, we add your number to the group. Other parents in the group can see it.

Where we keep it

You fill in a Google Form. Google keeps your answers with the form, in the society’s own Google Drive. Google may store them outside the UK.

How long we keep it

We keep your answers while your child attends Courthouse Kids, and for a year after. We delete medical information when your child leaves, or sooner if you ask.

Your rights

You can ask to see what we hold about you or your child. You can ask us to correct it, delete it, or send you a copy. You can also ask us to limit how we use it, or object to how we use it. Ask the Secretary. We will answer within a month.

If you are unhappy with how we have handled your information, you can complain to the Information Commissioner’s Office at ico.org.uk.

Do you have to give us this?

To enrol your child, we need your child’s details, your answer about arriving and leaving, and your contact details. Medical information and photos are your choice.