Colchester Wado Ryu Karate is responsible for the personal information it collects and uses in connection with the Panda Tots programme.
This includes information relating to children, parents, guardians, participating grown-ups and emergency contacts.
We only aim to collect information that is reasonably needed to enrol, support and safely administer your child's Panda Tots membership.
We use personal information to operate Panda Tots safely, professionally and effectively.
Different lawful bases may apply depending on why information is being used.
Core enrolment and membership information may be processed because it is necessary to take steps requested by a parent before entering into a membership arrangement and to administer that membership.
Some information may also be processed where necessary to comply with legal obligations or where there is a legitimate interest in operating a safe, organised and well-administered children's programme.
Where consent is the appropriate basis, such as certain optional photography or marketing uses, consent can be withdrawn for future use.
Information about health is treated with particular care.
We ask parents to tell us about relevant medical conditions, allergies, medication, additional needs, sensory considerations and communication needs so that activities can be planned and managed as safely and positively as possible.
Panda Tots is specifically designed for young children, so we take particular care with children's personal information.
We aim to collect only information reasonably needed for enrolment, safety, support and programme administration.
Parents and guardians should provide accurate information and let us know if anything relevant changes during their child's membership.
During enrolment, parents choose how they are comfortable with photographs and video of their child being used.
The available choices are:
Your selected preference is recorded and used to guide how photographs and video are handled.
You can change your preference for future use by contacting Colchester Wado Ryu Karate.
We do not sell your personal information.
Information may be shared with service providers where reasonably necessary to operate Panda Tots and Colchester Wado Ryu Karate, or where disclosure is required or permitted by law.
Some technology providers may store or process information outside the United Kingdom.
Where UK data protection law requires safeguards for international transfers, appropriate transfer arrangements and protections should be used.
Personal information is kept only for as long as reasonably necessary for the purpose for which it was collected.
This may include periods required for membership administration, safeguarding, insurance, accounting, dispute resolution or legal obligations.
Health and support information should be reviewed and removed when it is no longer required, subject to any overriding safeguarding, insurance or legal reason to retain it.
Reasonable organisational and technical measures are used to protect personal information against unauthorised access, loss, alteration or disclosure.
Access to sensitive information is limited to those who need it for their role.
Important service communications about your child's membership, sessions, programme changes, closures or safety are different from optional marketing communications.
Where marketing consent is required, it is requested separately and can be withdrawn at any time without affecting your child's Panda Tots membership.
Depending on the circumstances, you may have rights relating to the personal information we hold.
Some rights are subject to legal conditions and exceptions.
If you have any questions about how personal information is handled, please contact Colchester Wado Ryu Karate in the first instance.
We will aim to investigate and respond appropriately.
You also have the right to raise concerns with the Information Commissioner's Office, the UK's independent data protection regulator, if you are unhappy with how personal information has been handled.
This Privacy Notice may be updated when the Panda Tots programme, technology providers, administrative arrangements or legal requirements change.
The version number and publication date shown on this page identify the notice currently in use.
Material changes will be communicated where appropriate.
Return to your Panda Tots enrolment whenever you're ready.
RETURN TO PANDA TOTS ENROLMENT