Who We Are

MASKK (Manor After School & Kids Klubs) provides childcare, play, holiday activities, short breaks, alternative provision and community services for children, young people and families.

As the organisation responsible for your personal information, MASKK is the Data Controller.

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What Information We Collect

Depending on the services you use, we may collect:

About Children and Young People

• Name
• Date of birth
• School attended
• Attendance information
• Medical information
• Allergy information
• Dietary requirements
• SEND information
• Communication needs
• Emergency contact details
• Information required to support a child’s wellbeing, safety and participation

About Parents and Carers

• Names
• Addresses
• Telephone numbers
• Email addresses
• Emergency contact information
• Booking and payment information
• Consent preferences

Other Information

We may also collect:

• Accident and incident records
• Safeguarding records
• Feedback and survey responses
• Photographs and videos where consent has been provided
• Communications between families and MASKK

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Why We Collect Information

We use information to:

• Deliver our childcare and community services
• Keep children safe and well
• Support children with additional needs
• Contact parents and carers when necessary
• Manage bookings, attendance and payments
• Plan and improve our services
• Monitor outcomes for funders
• Meet legal and regulatory requirements
• Comply with safeguarding responsibilities

We only collect information that is relevant and necessary for these purposes.

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How We Keep Information Safe

We take data security seriously.

Information may be stored securely in:

• Password-protected electronic systems
• Secure cloud-based platforms
• Locked cabinets and storage facilities
• Restricted-access safeguarding systems

Only authorised staff, volunteers and trustees who need access to carry out their role will be permitted to access personal information.

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Who We Share Information With

We do not share personal information unnecessarily.

Information may be shared with:

• Schools
• Local authorities
• Health professionals
• Funding organisations
• Regulatory bodies
• Professional advisors
• Partner organisations involved in delivering services

We will only share information where:

• You have provided consent;
• It is necessary to deliver services;
• We are legally required to do so; or
• Safeguarding concerns make it necessary.

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Safeguarding and Child Protection

Keeping children safe is our highest priority.

While MASKK treats personal information as confidential, there may be circumstances where we need to share information without consent if we believe a child or young person may be at risk of harm. This may include sharing information with social care, the police, health professionals or other safeguarding agencies. This reflects MASKK’s existing confidentiality and GDPR policy position.

Where possible, we will always be open about information sharing unless doing so could place a child or another person at risk.

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Photographs and Videos

We may take photographs or videos during activities for:

• Celebrating achievements
• Publicity and marketing
• Social media
• Website content
• Funding reports
• Internal displays

We will ask for consent before using photographs or videos for promotional purposes.

You may change your consent preferences at any time by contacting us.

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How Long We Keep Information

We only keep information for as long as necessary.

Retention periods vary depending on the type of information held and any legal or safeguarding requirements.

When records are no longer needed, they are securely deleted, destroyed or anonymised.

A full retention schedule is available upon request.

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Your Rights

Under UK data protection law, you have the right to:

• Access information we hold about you or your child
• Request corrections to inaccurate information
• Request deletion of information (where applicable)
• Restrict certain uses of information
• Object to certain types of processing
• Withdraw consent where consent is the lawful basis for processing
• Lodge a complaint with the Information Commissioner’s Office (ICO)

Children may also have rights relating to their own personal information depending on their age and understanding.

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Making a Request

If you would like to:

• Access records
• Update information
• Correct information
• Withdraw consent
• Ask questions about how information is used

Please contact MASKK using the details provided above.

We will respond as quickly as possible and within the timescales required by law.

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Changes to This Notice

We may update this Privacy Notice from time to time to reflect changes in legislation, guidance or our services.

The latest version will always be available from MASKK.