Privacy Policy

Privacy Policy (Camps)

Company / Business Name: Cadence Camps
Contact Email: info@cadencecamps.com
Contact Phone: (085) 212 4506

1) What this policy covers

This Privacy Policy explains how Cadence Camps (“we”, “us”) collects, uses, stores, and protects personal information when you make a booking or enquiry for our Summer and Easter Camp services.

We process personal data in accordance with applicable data protection laws, including the GDPR.

2) Who we collect information about

We may collect personal information relating to:

  • Parents/guardians and other booking contacts

  • Camp participants (children) (where applicable)

  • Emergency contacts and authorised pick-up persons

  • Individuals who contact us about bookings, availability, or support needs

3) What information we collect

We may collect the following types of personal data:

  • Contact details: name, email address, phone number, address

  • Booking details: child’s name, age/date of birth, session/dates booked, notes or requests

  • Health and safety information (only where necessary): allergies, dietary requirements, medical notes, emergency treatment instructions (only to the extent required for your child’s safety and participation)

  • Emergency information: emergency contact names and phone numbers

  • Communications: information you submit when contacting us (emails/messages), and any correspondence records

  • Account/customer records: booking confirmations, attendance-related records 

4) How we collect information

We may collect information:

  • Directly from you (e.g., booking forms, email, phone calls)

  • From information you provide during registration

  • Automatically from your browser or devices if you use a website, such as basic technical logs (e.g., IP address, time of access)

5) How we use personal data

We use personal data to:

  • Provide and manage camp services (including scheduling, attendance, and communication)

  • Process bookings and handle enquiries

  • Keep children safe and respond to emergencies

  • Communicate with you about your booking (including updates and important notices)

  • Maintain records required for operational and legal purposes (e.g., safeguarding procedures)

Marketing (optional—edit based on your practice)

If you provide consent or have another lawful basis, we may also send you camp updates and promotions. You can opt out at any time by contacting us at info@cadencecamps.com.

6) Payment information and Stripe

Payments are processed using Stripe. We do not store your full card details on our systems.

When you pay for camp bookings:

  • You may be redirected to Stripe’s secure payment page (or Stripe handles payment details within the Stripe checkout flow)

  • Stripe collects the payment information needed to process the transaction

  • We receive payment status/confirmation details necessary to confirm your booking and manage transactions

What we store about payments:

  • Payment confirmation details (e.g., that a payment succeeded)

  • Receipt/transaction references (as needed for our records)

  • Minimal transaction records to reconcile bookings

What we do not store:

  • Full card numbers or card security codes

7) Legal basis for processing (GDPR)

We rely on appropriate lawful bases for processing your personal data, such as:

  • Performance of a contract (e.g., to provide and schedule camp services and manage bookings)

  • Compliance with legal obligations (e.g., safeguarding, record-keeping requirements if applicable)

  • Legitimate interests (e.g., operating our business, preventing fraud, maintaining basic records)

  • Consent (e.g., if you opt into marketing where consent is required)

8) How long we keep personal data

We keep personal data only for as long as necessary for the purposes described in this policy, including:

  • Running camp operations and managing bookings

  • Handling disputes or enquiries

  • Meeting legal, accounting, and record-keeping requirements

When determining retention periods, we consider the type of data and the purpose (e.g., safeguarding-related details may be retained longer than basic contact details).

9) Who we share personal data with

We may share personal data with:

  • Service providers who help us run the business (e.g., IT/website hosts or administration tools)

  • Stripe for payment processing

  • Professional advisers (e.g., accountant/legal) when necessary

  • Authorities where required by law

We only share data as needed for these purposes.

10) Security of personal data

We use reasonable technical and organisational measures designed to protect personal information against unauthorised access, loss, misuse, or alteration.

  • Secure login for staff/admin accounts

  • Limited access to records (need-to-know basis)

  • Reasonable protections for backups and devices used for administration

11) International transfers

If any of our service providers process data outside the EEA/UK (as applicable), we will take steps to ensure appropriate safeguards are in place as required by law.

12) Your rights

Depending on your location and applicable law, you may have rights such as:

  • Access to your personal data

  • Rectification of inaccurate data

  • Erasure (in certain circumstances)

  • Restriction of processing

  • Data portability (where applicable)

  • Object to processing (where applicable)

  • Withdraw consent (where processing is based on consent)

To exercise your rights, contact info@cadencecamps.com

13) Children’s privacy

Our camps involve children, so we take care to handle children’s personal data responsibly. If you are a parent/guardian, you should provide information needed for participation and safety.

14) Changes to this policy

We may update this Privacy Policy from time to time. Any changes will be posted here and, where appropriate, we will notify you.