Bexhill Youth and Community Association

ICO Registration: ZA936933

1. Introduction

Bexhill Youth and Community Association is the data controller for all personal data collected through its services.

This includes the operation of the Community Centre, The Base Afterschool and Holiday Club, and Stepping Stones Playgroup.

We are committed to protecting your privacy and processing personal data in accordance with UK GDPR and the Data Protection Act 2018.

2. Services covered by this Privacy Notice

This Privacy Notice applies to:

• Community Centre hire, bookings, and invoicing

• The Base Afterschool and Holiday Club

• Stepping Stones Playgroup

• All associated childcare, youth, and community services operated by the Association

3. Who we are

• Data Controller: Bexhill Youth and Community Association

• ICO Registration: ZA936933

• Venue: Community Centre (operational site only)

• Booking System Provider: Kids Club HQ (data processor for The Base only)

4. How we collect information

We collect personal data through:

• Online booking and registration systems

• Paper forms and registers

• Telephone and email communication

• Attendance, incident, and safeguarding records

• Hire and invoicing records (Community Centre services)

5. Information we collect

We may collect:

• Parent/carer contact details

• Child personal details

• Emergency contacts

• Medical and dietary information

• Attendance and booking data

• Payment and invoicing data

• Safeguarding and welfare information where necessary

6. How we use your information

We use personal data to:

• Manage bookings and childcare provision

• Operate Community Centre hire services

• Process payments and invoices

• Safeguard children and service users

• Meet legal, regulatory, and insurance obligations

7. Lawful basis for processing

We process data under:

• Contract

• Legal obligation

• Vital interests

• Legitimate interests

8. Data sharing

We may share data with:

• Emergency services

• Schools (where required for safeguarding or collection)

• East Sussex County Council (Playgroup funding only)

• Kids Club HQ (booking system provider for The Base)

• Safeguarding or regulatory authorities

We do not sell personal data.

9. Paper and electronic records

We use both digital and paper-based systems.

• The Base uses an online booking system (Kids Club HQ)

• Playgroup uses paper-based registers and records

• Community Centre uses booking and invoicing records for hire services

All records are securely stored and access is restricted to authorised staff.

10. Data retention

We retain data only for as long as necessary to meet legal, safeguarding, financial, and insurance requirements.

Some records must be retained for statutory purposes.

11. Account inactivity

Accounts inactive for 12 months may be closed. Legally required records will continue to be stored securely.

12. Community Centre hire

The Community Centre operates hire services for private and group bookings. Data relating to hire agreements, invoicing, and administration is managed as part of Association operations.

13. Your rights

You have the right to:

• Access your data

• Request correction

• Request deletion (where legally possible)

• Object to processing

• Complain to the ICO

14. Changes to this notice

We may update this Privacy Notice. The latest version will always be available on our website and booking system.