Privacy Policy for The Games Yard

Last updated 05.11.25

The Games Yard is committed to protecting the privacy and security of your personal data. This policy explains what information we collect, how we use it, and the steps we take to keep it safe.

Information We Collect

A. Parent/Guardian Information

Identity & Contact Data: Name, email address, phone number(s), and home address.
Financial Data: Payment history and booking records (we do not store full credit card details, which are processed by our secure payment provider).
Booking Data: Records of sessions booked, cancellations, and attendance.

B. Child Information

Identity Data: Child’s name, date of birth, and school name.
Welfare & Health Data (Sensitive): Allergies, medical conditions, medication requirements, and emergency contact details. This is essential for their safety during sessions.
Consent Data: Permissions for photography/videography, and walking home (if applicable and consented to).

How We Use Your Information

Service Delivery: To manage your bookings, confirm attendance, and communicate session details.
Child Safety & Welfare: To comply with our legal and safeguarding duties, including administering first aid and responding to medical emergencies.
Communication: To send important service updates, policy changes, and financial receipts.
Legal Compliance: To maintain mandatory records required by regulatory bodies and comply with tax and accounting laws.

Data Storage and Security

Secure Storage: All personal data is stored securely on protected digital systems or locked physical files, accessible only by authorised staff (Club Manager, Safeguarding Lead).
Access Control: Access to sensitive information (especially health and emergency data) is strictly controlled and limited to staff who require it for the immediate welfare of the child.
Retention: We only retain your data for as long as necessary to fulfil the purposes we collected it for, including satisfying any legal, accounting, or reporting requirements.

Sharing Your Data

The Games Yard does not sell any personal data to third parties. We only share data in the following limited circumstances:
Payment Processors: We share necessary transaction data with our secure third-party payment providers to process booking fees.
Emergency Services: If a medical emergency occurs, we will share relevant health information and contact details with medical or emergency personnel.
Legal/Regulatory: Where we are legally required to do so by a court order or regulatory body (e.g., local authority or safeguarding boards).

Your Rights

You have rights over the data we hold about you and your child. You can request:
Access: A copy of the personal data we hold.
Correction: That we correct any inaccurate or incomplete data.
Erasure: That we delete your data, subject to our legal obligations to retain certain records (e.g., safeguarding records).

Contact Us

For any questions regarding this Privacy Policy or to exercise your rights, please contact the Data Protection Lead for The Games Yard at mark@thegamesyard.com