Policy Pack

This pack and the policies within it will be adopted by ComputerXplorers Bristol

Data Protection Policy

At ComputerXplorers we respect the privacy of the children attending the Club and the privacy of their parents or carers, as well as the privacy of our staff. Our aim is to ensure that all those using and working at ComputerXplorers can do so with confidence that their personal data is being kept secure.

Our lead person for data protection is Jack Westmancott & Stuart Harley. The lead person ensures that the Club meets the requirements of the GDPR, liaises with statutory bodies when necessary, and responds to any subject access requests.

Confidentiality
Within the Club we respect confidentiality in the following ways:

  • We will only ever share information with a parent about their own child.
  • Information given by parents to Club staff about their child will not be passed on to third parties without permission unless there is a safeguarding issue (as covered in our Safeguarding Policy).
  • Concerns or evidence relating to a child’s safety, will be kept in a confidential file and will not be shared within the Club, except with the designated Child Protection Officer and the manager.
  • Staff only discuss individual children for purposes of planning and group management.
  • Staff are made aware of the importance of confidentiality during their induction process.
  • Issues relating to the employment of staff, whether paid or voluntary, will remain confidential to those making personnel decisions.
  • All personal data is stored securely in a lockable file / on a password protected computer / passcode-locked phone.
  • Students on work placements and volunteers are informed of our Data Protection policy and are required to respect it.

 

Information that we keep
The items of personal data that we keep about individuals are documented on our personal data matrix. The personal data matrix is reviewed annually to ensure that any new data types are included.

Children and parents: We hold only the information necessary to provide a childcare service for each child. This includes child registration information, medical information, parent contact information, attendance records, incident and accident records and so forth. Our lawful basis for processing this data is fulfilment of our contract with the child’s parents. Our legal condition for processing any health-related information about a child, is so that we can provide appropriate care to the child. Once a child leaves our care we retain only the data required by statutory legislation, insurance requirements and industry best practice, and for the prescribed periods of time. Electronic data that is no longer required is deleted and paper records are disposed of securely or returned to parents.

Staff: We keep information about employees in order to meet HMRC requirements, and to comply with all other areas of employment legislation. Our lawful basis for processing this data is to meet our legal obligations. Our legal condition for processing data relating to an employee’s health is to meet the obligations of employment law. We retain the data after a member of staff has left our employment for the periods required by statutory legislation and industry best practice, then it is deleted or destroyed as necessary.

 

Sharing information with third parties
We will only share child information with outside agencies on a need-to-know basis and with consent from parents, except in cases relating to safeguarding children, criminal activity, or if required by legally authorised bodies (eg Police, HMRC, etc). If we decide to share information without parental consent, we will record this in the child’s file, clearly stating our reasons.

We will only share relevant information that is accurate and up to date. Our primary commitment is to the safety and well-being of the children in our care.

Where we share relevant information where there are safeguarding concerns, we will do so in line with Government guidance ‘Information Sharing Advice for Safeguarding Practitioners’ (www.gov.uk)

Subject access requests
Parents/carers can ask to see the information and records relating to their child, and/or any information that we keep about themselves.
Staff and volunteers can ask to see any information that we keep about them.
We will make the requested information available as soon as practicable, and will respond to the request within one month at the latest.
If our information is found to be incorrect or out of date, we will update it promptly.
Parents /carers can ask us to delete data, but this may mean that we can no longer provide care to the child as we have a legal obligation to keep certain data. In addition, even after a child has left our care we have to keep some data for specific periods so won’t be able to delete all data immediately.
Staff and volunteers can ask us to delete their data, but this may mean that we can no longer employ them as we have a legal obligation to keep certain data. In addition, even after a staff member has left our employment we have to keep some data for specific periods so won’t be able to delete all data immediately.
If any individual about whom we hold data has a complaint about how we have kept their information secure, or how we have responded to a subject access request, they may complain to the Information Commissioner’s Office (ICO).

GDPR
We comply with the requirements of the General Data Protection Regulation (GDPR), regarding obtaining, storing and using personal data.

 

Terms of Business

Ford Computer Education Ltd trading as ComputerXplorers Bristol, Company Registration Number 15713373 (The Company) undertakes to provide educational activities (Class or Workshop) to young people (Your Child) or direct to a school, a camp provider, a pre-school or similar (Establishment/Organisation) either after school, during school time or during school holiday periods.

The purpose of these Terms of Business is to explain to you what your rights and obligations are and what rights and obligations The Company has. The terms of this agreement are governed by English law and any dispute shall be resolved within the jurisdiction of the courts of England and Wales.

1. Fees and Payments for Classes paid for by Parents/Carers on a per course basis
• The Company’s fees for providing a Class are as advertised on any promotional material relating to the specific class at the specific location.
• For after school/extracurricular courses, payment will be required, in full before the start of any Class and before any place is reserved or allocated for Your Child on a Class.
• In the event that The Company is unable to deliver a Class in full as described you will be notified immediately and given an immediate refund of all fees paid for the undelivered Class.
• In the event that The Company is unable to deliver a Class in part you will be notified immediately and given details of any alternative Class. You will have the option to receive an immediate refund for the part of The Class not attended by Your Child if they are unable to attend the alternative Class.
• If an After School Class is cancelled due to school closure or cancelled by the school, the class will be rescheduled where possible. This may include the use of lunchtime sessions or alternative days.
• For a course to run there must be a minimum number of participants. Should the minimum number not be achieved you will be notified and a full refund given, if money has already been accepted.
• No refunds will be made in the event that Your Child is unable to attend all or part of any Class that runs as advertised.
• Payment can be made by cash or online payment via the booking page. Payment by bank transfer can be accepted if prior arrangement with The Company is made.

 

2. Fees and Payments for Classes paid for by Parents/Carers on a subscription basis,
• Academy learning journeys are run on a subscription basis,
• Subscription payments are taken a month in advance on the 1st of each month,
• The Company’s fees for providing a Class are as advertised on any promotional material relating to the specific class at the specific location.
• In the event that the Company is unable to deliver a Class in full as described you will be notified immediately and given an immediate refund of all fees paid for the undelivered Class.
• In the event that The Company is unable to deliver a Class in part you will be notified immediately and given details of any alternative Class. You will have the option to receive an immediate refund for the part of the Class not attended by your Child if they are unable to attend the alternative Class.
• If an Academy Class is cancelled due to school closure or cancelled by the school, the class will be rescheduled where possible. This may include alternative days or converting the classes to an online format.
• For a course to run there must be a minimum number of participants. Should the minimum number not be achieved you will be notified and a full refund given, if money has already been accepted.
• No refunds will be made in the event that Your Child is unable to attend all or part of any Class that runs as advertised.
• Each class year runs from September through to July the following year.
• Your subscription will automatically end at the end of the July, you will need to re-enroll your child/children for the following year which will restart on the 2nd week of the new school year.
• Cancellation should be made in writing and 30 days notice should be given. There may be an option to pause the subscription in the event of emergencies.

 

3. Fees and Payments for Classes paid for by an Establishment/Organisation
• The Company’s fees for providing a Class or Workshop are as agreed in writing with the individual client Establishment/Organisation.
• For Workshops and other ‘in-school’ Classes a deposit of 25% of the total of the first 30 days activities is payable when making the booking. See below for terms governing cancellation of the booking.
• For Workshops and other ‘in-school’ Classes spanning less than 30 days an invoice will be raised immediately upon completion.
• For ‘in-school’ activities that span more than 30 days, an invoice will be raised at the end of each calendar month.
• Invoice payment terms are 30 days.
• Any variation to these terms is only valid if confirmed in writing by The Company. Any variation takes precedence over the terms stated here.
• Payment must be made by bank transfer in line with the details on the invoice. Payment by cheque can be accepted by prior arrangement with The Company.
• In the event that The Company is unable to deliver a Class or Workshop in full you will be notified immediately and given an immediate refund of any fees paid for the undelivered Workshop.
• In the event that The Company is unable to deliver a Class or Workshop in part you will be notified immediately and given details of any alternative arrangements.

 

4. Your Obligations
• Provide The Company with contact details of any person(s) who should be contacted by it in the event of an emergency – this applies to Parents/Carers of children in After School/ Extracurricular/ Holiday classes as well as representatives of Establishments/Organisations.
• Parents/Carers of children in After School/ Extracurricular/ Holiday classes must provide The Company with the arrangements for the collection of Your Child from a Class.
• Parents/Carers of children in After School/ Extracurricular/ Holiday classes should ensure that Your Child is at the required location on the required date and at the required time for a Class.

 

5. Notice of Your Right to Cancel – for Classes paid for by Parents/Carers
• If Your Child is withdrawn from a class more than 21 days before the scheduled start date of the first session a full refund will be provided.
• If Your Child is withdrawn from a club between 7 and 21 days before the scheduled start date of the first session a 50% refund will be provided.
• Refunds will not be available for a withdrawal later than 7 days before the scheduled start date of the first session.
• Notice of cancellation must be confirmed in writing. Notice of cancellation is accepted by email. Where notice of cancellation is posted, it is recommended that it is sent by Signed For Delivery, however cancellation will be deemed to be served as soon as it is posted or sent to The Company.
• The Company will acknowledge receipt of notice of cancellation in writing within 14 days.

 

6. Notice of Your Right to Cancel – Establishment/Organisation
• If you cancel a Class more than 21 days* in advance of the scheduled start date, 50% of the deposit will be refunded.
• If you cancel a Class between 7 and 21 days* in advance of the scheduled start date, 20% of the deposit will be refunded.
• The full deposit will be retained in the event of cancellation less than 7 days* in advance.
• For cancellations less than 2 working days in advance the full fee for the agreed Classes or Workshops scheduled to be delivered in the first calendar month will be payable.
• Notice of cancellation must be confirmed in writing. Notice of cancellation is accepted by email. Where notice of cancellation is posted, it is recommended that it is sent by Signed For Delivery, however cancellation will be deemed to be served as soon as it is posted or sent to The Company.
• The Company will acknowledge receipt of notice of cancellation in writing within 5 days.
*For Classes or Workshops held during the school term, the number of days notice applies to days within term time.

 

7. Complaints
• If you are not happy with any aspect of service provided by The Company, you should contact our Company representative, Stuart Harley, via the contact details on this website.
• This complaints procedure does not prevent you from seeking other means of redress.