Privacy Policy

Holiday Hub – Privacy Policy

Holiday Hub is committed to protecting the privacy and personal data of children and families who engage with our programmes. This Privacy Policy explains how we collect, use, store and protect personal information in line with UK GDPR and data protection legislation.


1. Who We Are

Holiday Hub provides holiday camps and wraparound care for children aged 5–18.

For the purposes of data protection legislation, Holiday Hub is the Data Controller.

If you have any questions about this policy or how your data is used, please contact us at:

holidayhub@hsog.co.uk


2. What Information We Collect

When you book through ClassForKids, we may collect the following information:

About the child:

  • Name and date of birth
  • Medical information (e.g. allergies, medication, support needs)
  • Emergency contact details
  • Photo/media consent preferences

About parents/carers:

  • Name, email address and phone number
  • Payment and booking details
  • Communication preferences

We only collect information that is necessary to safely deliver our programmes.


3. How We Use Personal Data

We use personal data to:

  • Process bookings and payments
  • Manage attendance and supervision
  • Ensure the health, safety and wellbeing of children
  • Communicate important information before and during camps
  • Meet safeguarding and legal obligations
  • Improve our services and programmes

We do not sell or share personal data for marketing purposes.


4. Legal Basis for Processing

We process personal data under the following lawful bases:

  • Contract – to deliver the services you have booked
  • Legal obligation – safeguarding, health and safety requirements
  • Legitimate interests – running safe, well-managed programmes
  • Consent – for photography/media and optional communications

Consent may be withdrawn at any time.


5. Use of ClassForKids

We use ClassForKids as our booking and management platform.

ClassForKids acts as a Data Processor on our behalf and complies with UK GDPR. Payment information is handled securely by their payment providers and is not stored by Holiday Hub.

You can view ClassForKids’ own privacy policy via their website.


6. Data Sharing

Personal data is only shared when necessary, for example:

  • With staff delivering the programme (on a need-to-know basis)
  • In the event of a medical emergency
  • Where required by law or safeguarding authorities

We never share personal data unnecessarily.


7. Data Storage and Retention

Personal data is stored securely using password-protected systems.

We retain data only for as long as necessary:

  • Booking and attendance records are retained for safeguarding and audit purposes
  • Medical and emergency information is retained only while relevant
  • Data is securely deleted when no longer required


8. Photography and Media

Photographs or videos may be taken during Holiday Hub activities for promotional or communication purposes.

Media consent is collected during the booking process, and preferences are always respected. Children without consent will not be photographed.


9. Your Rights

Under UK GDPR, you have the right to:

  • Access the personal data we hold about you or your child
  • Request correction of inaccurate data
  • Request deletion of data (where legally permitted)
  • Restrict or object to certain processing
  • Withdraw consent at any time

Requests can be made by contacting us using the details above.


10. Changes to This Policy

This Privacy Policy may be updated from time to time to reflect changes in legal requirements or operational practice. The most up-to-date version will always be available at the point of booking.


11. Acceptance

By booking a place at Holiday Hub via ClassForKids, you acknowledge that you have read and understood this Privacy Policy.