Who we are
CodeBots Kids is a coding, robotics and AI club for children aged 7 to 14, running classes at The Library at Willesden Green, 95 High Rd, London NW10 2SF. For anything in this notice, or any question about your data, contact us at dqalib@gmail.com.
Legal identity: [TO CONFIRM: registered company name and number, if incorporated]. ICO registration number: [TO CONFIRM: ICO registration number]. We are the data controller for the personal data described below — meaning we decide why and how it is used, and we are responsible for looking after it.
What we collect
When you book a taster, a term or a holiday bootcamp, we collect the following. A child’s data is always provided by a parent or carer, never collected from the child directly.
| What | Why | Lawful basis |
|---|---|---|
| Child’s name, age or date of birth, school year | Session registers, placing your child in the right age group | Legitimate interests / contract |
| Parent or carer name, phone number, email address | Bookings, session updates, contacting you in an emergency | Contract |
| Emergency contact details and the names of adults authorised to collect your child | Your child’s safety at drop-off, pick-up and in an emergency | Vital interests |
| Medical needs, allergies and access needs, given voluntarily by you | Keeping your child safe and well during sessions | Explicit consent (special category data) |
| Photo and video consent choices | Deciding what we may use in our marketing | Consent |
| Payment records | Accounting and tax | Legal obligation |
| Website enquiry messages you send us | Answering your enquiry | Legitimate interests |
How long we keep it
- Registers, booking forms and consent forms: for as long as your child attends, plus three years after their last session.
- Accident and safeguarding records: longer where the law or good practice requires it.
- Accounting and payment records: six years, as required for tax purposes.
- Enquiry emails: two years, then deleted.
- Photographs and video: kept only while consent is in place, and deleted on request at any time.
Who we share it with
We never sell or rent personal data, and we never will. We share it only in these situations:
- With a booking and payments provider, once we have one in place [TO CONFIRM: provider name]. We will name any provider here before using it.
- With the venue, where it requires a register of people in the building for fire safety.
- With the emergency services, or with children’s services, where a child is at risk. How we handle child protection information is explained in our safeguarding policy.
- With our accountant, for bookkeeping and tax, under a duty of confidence.
Where data is held
We keep records in the UK or the European Economic Area wherever possible. If a supplier we use holds data outside the UK or EEA, we make sure appropriate safeguards are in place before any data is shared.
Cookies and the website
Our website sets no advertising or tracking cookies. We do not use analytics tools, and we do not follow you around the internet. What actually happens when you visit:
- WordPress may set a functional cookie if you leave a comment on a post, or if the site’s administrator logs in to manage content. Visitors browsing the site get no cookies from us for this.
- The fonts on our pages are loaded from Google Fonts, which is Google’s service. When a page loads, your browser contacts Google’s servers directly, and Google can see your IP address as part of serving the font files. We do not receive anything from Google about you.
Your rights
UK data protection law gives you the following rights over your personal data:
- To be informed — to know what we collect and why. This notice is that explanation.
- Of access — to ask for a copy of the personal data we hold about you or your child.
- Of rectification — to ask us to correct anything that is wrong or out of date.
- Of erasure — to ask us to delete your or your child’s data, where the law allows.
- To restrict processing — to ask us to pause using your data while a concern is sorted out.
- To data portability — to receive your data in a commonly used, machine-readable form.
- To object — to object to our relying on legitimate interests for any particular use.
- Rights over automated decision-making — we make no automated decisions about you or your child, so there is nothing of this kind to exercise.
To exercise any of these rights, email dqalib@gmail.com. We respond within one month. You also have the right to complain to the Information Commissioner’s Office (ICO), the UK regulator, at ico.org.uk/make-a-complaint or on 0303 123 1113. You are welcome to contact us first — most concerns are quicker to fix that way.
Children’s data
We only ever take a child’s personal data from a parent or carer with parental responsibility for that child, and we only use it for the purposes in this notice. A child, or their parent or carer, can ask us at any time to delete the child’s work, photographs or other records — by email or WhatsApp, and with no need to give a reason.
Changes to this notice
If we change what we collect or how we use it, we update this page. If the change matters — for example, a new supplier or a new use of data — we will tell parents and carers directly before it takes effect.
Last updated: [TO CONFIRM: date]