Hola Amigos! Afterschool Club Privacy Policy
1. Who We Are
Hola Amigos! is an after-school provision based at [School Name]. We are responsible for how your
personal data is collected and used.
For data protection queries, contact: info@hola-amigos.co.uk
2. What Information We Collect About children:
• Name, date of birth, class/year group
• Medical information (e.g. allergies, conditions)
• Dietary requirements
• Emergency contact details
About parents/carers:
• Names and contact details (phone, email, address)
• Payment and billing information
Other:
• Attendance records
• Accident/incident reports
• Photographs (only with consent)
3. Why We Collect This Data
• Provide safe care and supervision
• Contact you in emergencies
• Manage bookings and attendance
• Meet safeguarding obligations
• Process payments
• Comply with legal requirements
4. Legal Basis for Processing
• Legal obligation (e.g. safeguarding, health & safety)
• Contract (to provide after-school childcare services)
• Consent (e.g. use of photographs)
5. How We Store Your Data
• Data is stored securely (locked cabinets and/or password-protected systems)
• Access is limited to authorised staff only
• We retain data only as long as necessary, in line with school and local authority guidelines
6. Sharing Your Data
• The host school
• Local authorities (where required)
• Emergency services
• Regulatory bodies such as Ofsted
We do not share your data for marketing purposes.
7. Your Rights
• Access your data
• Request correction of inaccurate data
• Request deletion (where appropriate)
• Object to processing
• Withdraw consent (for example, for photographs)
To exercise these rights, please contact us using the details above.
8. Photos and Media
Hola Amigos! will only take and use photographs of children with explicit parental consent. These may be
used for displays within the club, newsletters, and school or club communications.
9. Safeguarding
We may share information without consent if required to protect a child’s welfare, in line with safeguarding
laws and guidance.
10. Complaints
If you have concerns about how we handle your data, please contact us first. You also have the right to
complain to the Information Commissioner’s Office (ICO).
Last updated: 29/03/26
Hola, Amigos!