1. Who We Are
STEM For Kids is the trading name used by STEM For Kids Ltd and/or STEM for Kids Robotics Ltd. The company responsible for a particular booking or service will be identified on the relevant booking confirmation, invoice or other contractual documentation. In this Privacy Policy, “STEM for Kids”, “SFK”, “we”, “us” and “our” refer to the relevant contracting entity.
Our principal business address is 84 Westbury Lane, Buckhurst Hill, IG9 5PW. For privacy enquiries, contact [email protected]. Our website is stemforkids.co.uk.
We handle personal information fairly, lawfully and transparently. Because our programmes are for children, we take particular care with children’s information and design our practices with their safety, privacy and best interests in mind.
2. What Information We Collect
We may collect:
- Parent or guardian name, email, telephone number and address.
- Child name, age and date of birth.
- Emergency contact details.
- Medical and allergy information relevant to safety or participation.
- SEND, accessibility and support information.
- School information.
- Attendance, instructor feedback, progress and performance information.
- Photographs and video recordings where relevant permissions have been provided.
- Payment, billing and transaction information. Payments may be processed by Stripe, and we generally do not receive or store full card details.
- IP address, device, browser and website usage/analytics information.
- Marketing preferences, consent records and communications with us.
3. How We Use Personal Information
We may use information to:
- Process enquiries, trials, registrations and enrolments.
- Provide classes, camps, competitions and STEM, robotics and coding services.
- Manage attendance, progress, instructor feedback and parent communications.
- Maintain emergency, medical, allergy, accessibility and safeguarding information necessary for safety.
- Process payments, subscriptions, deposits and billing.
- Administer notices, programme changes and fee communications.
- Manage complaints, incidents, disputes and legal claims.
- Maintain the security of our premises, systems, website and services.
- Improve programmes, website, customer experience and operations.
- Send lawful marketing communications.
- Use approved photographs/videos for parent communications, our website, social media and advertising where specific consent has been obtained.
- Comply with legal, regulatory, accounting, insurance and safeguarding obligations.
4. Lawful Bases for Processing
Depending on the circumstances, we may rely on contract, legal obligation, legitimate interests or consent under the UK GDPR. We select the lawful basis appropriate to each processing purpose and take particular care where children are concerned.
Where we process health, allergy or other information that amounts to special category data, we will identify an additional Article 9 condition as required by the UK GDPR and Data Protection Act 2018. Where appropriate, this may include explicit consent or another legally available condition.
5. Children’s Personal Information
Our services are purchased and managed by parents or guardians. Children do not create or manage independent customer accounts for our services. We generally obtain children’s information from a parent or guardian or authorised staff and use it to provide services, maintain safety, support learning and meet legal obligations.
Children’s information receives additional protection. We do not sell children’s personal information or knowingly use it for targeted marketing or behavioural profiling in a way that is inconsistent with applicable law.
6. Photographs and Video
Where photographs or videos may be used for parent communications, our website, social media or advertising, we seek specific parental or guardian consent for the relevant promotional use.
Refusing or withdrawing photography consent will not, by itself, prevent a child from attending. Where reasonably practicable, withdrawal will be respected for future promotional use.
7. Sharing Personal Information
We may share information with trusted providers where necessary, including Stripe; booking/customer-management platforms such as Franscape or another platform we may use; hosting, cloud, email, communications, analytics, IT and security providers such as Google or others; professional advisers and insurers; and emergency services, safeguarding bodies, regulators, courts or law-enforcement authorities where legally permitted or required.
We require processors to use appropriate contractual and security safeguards. We do not sell personal information.
8. International Transfers
Some technology and service providers may process information outside the UK. Where this occurs, we will use the transfer mechanisms and safeguards required by applicable UK data protection law, such as an adequacy decision, the UK International Data Transfer Agreement, UK Addendum or another lawful mechanism.
9. Data Retention
We retain information only for as long as reasonably necessary for the purpose collected, including service delivery, financial records, disputes, legal obligations and legitimate interests.
Retention periods vary by data type. Financial records may be retained for statutory accounting or tax purposes; safeguarding, incident and attendance records for an appropriate period having regard to legal and insurance requirements; and marketing preferences to record consent or objection. Information no longer required will be securely deleted or anonymised where appropriate.
10. Your Rights
Subject to applicable conditions and exemptions, individuals may have rights to access, rectification, erasure, restriction, objection, data portability and withdrawal of consent where applicable. You may object to direct marketing at any time.
Parents or guardians may exercise rights concerning a child’s information where legally appropriate. Children may also have their own rights, and we will consider age, maturity and circumstances when responding.
11. Direct Marketing
We may send parents or guardians information about programmes, events, offers and related services where permitted by law. Where consent is required, we will obtain it. Marketing communications will provide an appropriate opt-out.
If you object to direct marketing, we will stop using your information for that purpose, although we may retain a limited suppression record to prevent future unwanted contact.
12. Security
We use appropriate technical and organisational measures designed to protect personal information against unauthorised access, loss, destruction, alteration or disclosure. Access to children’s information is limited to people who need it for their role.
If a personal data breach requires notification under applicable law, we will take the required steps and notify affected individuals or the ICO where required.
13. Cookies and Analytics
Our website may use cookies and similar technologies for essential functionality, preferences, analytics and other purposes. A separate Cookie Policy will explain the categories of cookies, purposes, third parties and management options. This Privacy Policy is intentionally kept separate from that document.
14. Complaints and the ICO
Privacy concerns should first be sent to [email protected] so that we can investigate and try to resolve them.
You also have the right to complain to the Information Commissioner’s Office (ICO). Further information is available at ico.org.uk.
15. Changes to This Privacy Policy
We may update this Privacy Policy to reflect changes to our services, technology, suppliers or legal requirements. The latest version will be published on our website with its effective date. Where material changes require notification, we will take appropriate steps to notify affected individuals.
16. Contact Us
Privacy and data protection enquiries: [email protected].
STEM For Kids
84 Westbury Lane
Buckhurst Hill
IG9 5PW
United Kingdom