Privacy Policy

KINGS ACTIVE FOUNDATION’S PRIVACY PROMISE 

We are committed to protecting the privacy of our members and website visitors and believe in being upfront about how we collect and process your personal information. 

That is why, alongside our Privacy Policy, we have created our Privacy Promise. This quick and simple guide explains how we manage, share and look after your information in simple terms, so you can make informed choices about the personal information you share. 

OUR PRIVACY PROMISE: 

We promise to collect, process, store and share your information safely and securely: 

  • You are always in control: Your privacy will be respected at all times. We put you in control of your privacy with easy-to-use tools and clear choices that put you in charge of your profile. 
  • We work transparently: We will be transparent about the information we collect and how we use that information, so that you can make fully informed choices and decisions. 
  • We operate securely: We promise to protect the information you share with us by using appropriate security measures and controls. We are also careful with who we allow to process your information on our behalf. 
  • For your benefit: We promise that, when we do process your information, we will use it to improve our membership services in order to benefit you and to improve your experience within Kings Camps. 

If you would like to know more, read our full Privacy Policy below. 

PRIVACY POLICY 

Our Privacy Policy is written to help you to understand how and why your personal information is collected at Kings Active Foundation and what rights you have to that information. 

WHO WE ARE 

Who are “Kings Active Foundation” 

“Kings Camps”, “Kings Recruit”, “Kings Active”, “Birkenhead School Holiday Activity Weeks” and “Kings Volunteer” (referred to in this policy as “we”, “us”, “our” or “Kings”) are trading names of: 

Kings Active Foundation 

Osborne House
47 Snaithing Lane
Sheffield
S10 3LF 

Registered Charity Number: 1105460/SC043119 

Registered Company Number: 05099069 ICO Registration Number: ZA113078 

OUR DATA PROTECTION TEAM 

Kings Active Foundation has appointed a Data Protection Officer (DPO). They can be contacted in the following ways should you have any questions, complaints or feedback regarding your privacy: 

Email: data.protection@kingsactive.org 

Mail: Data Protection Officer Kings Active Foundation 

Osborne House 47 Snaithing Lane. Sheffield, S10 3LF 

HOW WE COLLECT YOUR PERSONAL DATA 

This section tells you what personal information we collect from you, why we need it and the other sources of your data. 

We collect personal data from you: 

  • When you book your child onto a camp. 
  • When you book your child onto a franchised Kings Active camp. 
  • When you provide us with safeguarding information about your child. 
  • When you speak to us over the phone or via email. 
  • When you use the contact forms available on our website. 
  • When you submit an email form via the ‘Email us’ tab online. 
  • When you use the live chat function on our website. 
  • When you get in touch on the King’s Active website. 
  • When you create a membership account with Kings Active. 
  • When you apply for a base pack on the King’s Volunteer website. 
  • When you pay for our services; and 
  • When you access your membership account or visit our website. 

We collect information from third parties we work with including: 

  • Social networks (i.e. Facebook, Twitter). 
  • Third-party processors; and 
  • Public information sources. 

HOW WE USE YOUR PERSONAL DATA 

We may collect, use, store and transfer different kinds of personal information about you which we have grouped together as follows: 

 

Category of personal data 

  

Description 
 

Identity details 

 Name, title, date of birth, age, gender, nationality, annual salary, image data and membership number. 
 

Contact details 

 Home address, postcode, email address(es), telephone number(s). 
 

Transaction details 

 Payment information, purchase history, date and time of booking, transaction spend. 
 

 

Booking information 

 Date and camp location booked, number of children attending camp, children age, school details. 
 

 

Technical information 

 Internet protocol (IP) address, login data, browser type and version, time zone setting and location, cookies, browser plug-in types andversions, operating system and platform, any other technology on the devices you use to access our website. 
 

 

Profile details 

 Your interests, preferences, feedback and survey and case study responses, preferences about the use of our services. 
 

Usage information 

 Information about how you use our website and services. 
Marking & Communication information  Marketing preferences, communication preferences. 
 

Health & Medical details 

 Relevant medical or health information of children that attend our camps, including first aid preferences. 
 

Safeguarding information 

 Relevant safeguarding information relating to your children. This will include any personal data that is necessary to obtain in order to manage the situation. 
  Relevant behavioural information, relating 
 

Behavioural information 

 to children that attend our camps. 
 

Message data 

 Questions or enquiries you have submitted to us which could include other personal data we did not expect you to provide to us. 

We also collect, use and share aggregated information such as statistical or demographic information. Aggregated information may be derived from your personal information but is not considered personal data in law as this information does not directly or indirectly revealyour identity. For example, we may aggregate your usage information to calculate the percentage of users accessing a specific website feature. However, if we combine or connect aggregated information with your personal information so that it can directly or indirectly identify you, we treat the combined information as personal information which willbe used in accordance with this Privacy Policy. 

We do not collect any special categories of personal information about you, outside of those stated above. This includes details about race or ethnicity, religious or philosophical beliefs,sex life, sexual orientation, political opinions, trade union membership, information about your genetic and biometric information. 

HOW WE USE YOUR PERSONAL INFORMATION 

We are only allowed to use personal information about you if we have a legal basis to do so,and we are required to tell you what that legal basis is. We have set out in the table below: the personal information which we collect from you, how we use it, and the legal grounds which we rely on when we use the personal information. 

In some circumstances we can use your personal information if it is in our legitimate interestto do so, provided that we have told you what that legitimate interest is. A legitimate interestis when we have a business or commercial reason to use your information which, when balanced against your rights, is justifiable. If we are relying on our legitimate interests, we have set that out in the table below. 

Purpose  Information collected  Our lawful basis  Our legitimate interests (if applicable)  Special category condition (if applicable) 
To process your Supporting Families Application form (if applicable)  Identity Contact 

Health & Medical 

Behavioural Message 

 Performance of a Contract  N/A  Reasons of substantial public interest, Article 9 (2)(g) 
To process your Additional Support Assessment (ASA) form  Identity Contact 

Health & Medical 

 

Behavioural 

 Performance of a Contract  N/A  Reasons of substantial public interest, Article 9 (2)(g) 
To register you as a new Member  Identity 

Contact Technical 

 Performance of contract  N/A  N/A 
To process and deliver your booking  Identity Contact Booking Service 

Transaction 

 Performance of a contract  N/A  N/A 
For the safety of children at Kings Camps and to fulfil safeguarding obligations  Identity 

 

Contact 

Safeguarding Information 

 Legal Obligation 

 

Public Task 

 N/A  Reasons of substantial public interest, Article 9 (2)(g) 
To use Cookies throughout our website for functionality and targeting or advertising purposes  Technical Usage  Consent 

 

Legitimate interests 

 To ensure that our website works appropriately, we will use strictly necessary Cookies in order to operate our website.  N/A 
To provide access to third party systems in order for our franchisees to deliver your booking  Identity Contact Transaction  Performance of a contract 

 

Legitimate interests 

 To ensure that our franchisees are able to manage your booking efficiently when attending a franchised camp.  N/A 
To manage our relationship with you, including notifying you about changes to our terms or privacy notices  Identity Contact Message  Performance of a contract 

 

Legal obligation 

Legitimate interests 

 To keep our records up to date.  N/A 
To enable you to partake in a prize draw, competition, complete a survey or partake in a 

case study 

 Identity 

Contact Transaction 

 Consent 

 

Legitimate interests 

 To study how Members use our services  N/A 
To make suggestions and recommendations to you about the services that may be of interest to you  Identity 

 

Contact 

Marketing and Communications 

 

Technical 

Profile Usage 

 Legitimate interests  To develop and improve our services  N/A 
Employee Referral Scheme  Identity Contact  Legitimate Interests  To increase our applicant pool.  N/A 
To allow you to register your interests for Kings Active (military camps only)  Identity Contact Message Service 

Booking 

 Legitimate Interests  To allow individuals to register their interests for upcoming Kings Active camps.  N/A 
To be able to use photography in our marketing materials and disclose to our third parties  Identity  Consent  N/A  N/A 
To share information with our employees for the purposes of safeguarding.  Identity 

 

Contact 

Behavioural Information 

 Performance of a contract  N/A  N/A 
When you engage with us for a case study  Identity 

Contact Health 

 Legitimate Interest  To improve our services and share experiences.  Reasons of substantial public interest, Article 9 (2)(g) 

WHO WE SHARE YOUR PERSONAL INFORMATION WITH 

In order to provide you with our services and meet our legal obligations, we will only disclose your personal information with external third parties, in the following circumstances: 

  • To fulfil your order. 
  • To fulfil your order with a franchised location. 
  • To authorise debit/credit card payments and any other transactions authorised by the supporter or member. 
  • To share photography with charities and other third parties to advertise Kings when you have consented to do so. 
  • To manage and maintain the accuracy of your records. 
  • To handle complaints and improve customer service. 
  • To administer marketing or provide information to members on behalf of Kings. 
  • To meet legal obligations, for example, for the purposes of national security, taxation, safeguarding obligations and criminal investigations; and 
  • If Kings is acquired by a third-party, in which case personal information held by it, about its members, will be one of the transferred assets. 

Before we disclose your personal information with a third-party, we will ensure that there is an appropriate lawful basis for doing so. 

THIRD-PARTY LINKS 

Our website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share information about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the Privacy Notice of every website you visit. 

TRANSFERRING YOUR PERSONAL INFORMATION OUTSIDE THE EEA 

The EEA is the European Economic Area, which consists of the EU Members States, Iceland, Liechtenstein and Norway. If we transfer your personal information outside the EEA, we must tell you. 

We transfer your data outside of the EEA in very limited circumstances. We have ensured those organisations that we share your data with look after it securely and have appropriate safeguards, as required by UK GDPR (United Kingdom General Data Protection Regulation) in place. These organisations are as follows: 

Third-party  Purpose  Country  Safeguard 
Clicksend  Provide a customer communication and messaging tool.  United States  SCC’s (with UK IDTA Addendum) 
Google  Provide an analytics service  United States  SCC’s (with UK IDTA Addendum) 
MailChimp  Provide an email communication platform  United States  SCC’s (with UK IDTA Addendum) 
SnapEngage  Provide our live chat feature  United States  SCC’s (with UK IDTA Addendum) 
Survey Monkey  Provide our survey platform  United States  SCC’s (with UK IDTA) 
Opayo  Provide our payment services  United States  SCC’s (with UK IDTA Addendum) 

HOW LONG WE KEEP YOUR PERSONAL INFORMATION 

We will retain your information for no longer than we are legally required to do so. After this period has passed, we will securely destroy the personal information retained under our instruction. In considering how long to retain your personal information, we will consider the relevance of your personal information to our organisation and our legal obligations. 

After you stop being an active Member, we will keep your personal information for up to 6 years for one of the following reasons: 

  • To respond to any questions or complaints that you have submitted. 
  • To maintain our records. 
  • To comply with any laws that are applicable to us. 

After such time, we will securely delete your personal information. 

MARKETING AND COMMUNICATIONS 

We may use your personal information to tell you about relevant services and any upcoming offers and camps. 

We can only use your personal information to send you marketing messages if we have either obtained your consent or have a legitimate interest to do so. 

You can ask us to stop sending you marketing messages at any time – you just need to contact us or use the opt-out links on any marketing message sent to you. If you have set up an online account with us, then you can also change your communication preferences at anytime. 

Where you opt-out of receiving marketing messages, this will not apply to informational communications. 

YOUR RIGHTS 

You have the following rights available to action regarding the processing of your personal information. 

Right to be Informed 

We will always be transparent in the way we use your personal information. You will be fully informed about our processing activities through relevant Privacy Policies. 

Right to Access 

You have a right to request access to the personal information that we hold about you and this should be provided to you, within one calendar month. If you would like to request a copy of your personal information, please contact us. 

Right to Rectification 

We want to make sure that the personal information we hold about you is accurate and up to date. You can update or correct your information at any time through your member profile. If you do not have a member profile, you can contact us to request rectification of the information we hold. 

Right to Erasure 

You have the right to have your personal information ‘erased’ in the following situations: 

  • Where the personal information is no longer necessary in relation to the purpose for which it was originally collected or processed. 
  • When you withdraw consent. 
  • When you object to the processing and there is no overriding legitimate interest for continuing the processing. 
  • When the personal information was unlawfully processed; and 
  • When the personal information must be erased in order to comply with a legal obligation. 

If you would like to request erasure of your personal information, please contact us. It is important to note that each request will be reviewed on a case-by-case basis and where Kings have a lawful reason to retain the information, it will not be erased. 

Right to Restriction of Processing 

You have the right to restrict processing in certain situations such as: 

  • Where you contest the accuracy of your personal information, we will restrict the processing until you have verified the accuracy of your personal information. 
  • Where you have objected to processing and your legitimate interests override ours. 
  • When processing is unlawful, and you oppose erasure and request restriction instead; and 
  • Where Kings no longer need your personal information, but you require the information to establish, exercise or defend a legal claim. 

Right to Data Portability 

You have the right to data portability in certain situations. You have the right to obtain and reuse your personal information for your own purposes via a machine-readable format, such as a CSV file. If you would like to request portability of your personal information, please contact us. 

This only applies if: 

  • To personal information that you have provided to us. 
  • If the processing is based on your consent or for the performance of a contract; and 
  • If the processing is carried out by electronic means. 

Right to Object 

You have the right to object to Kings processing your information in these circumstances: 

  • Where the processing is for direct marketing. Remember you can opt-out of email communications at any time via the unsubscribe feature on our emails; and 
  • Where the processing is based on legitimate interests. 

HOW TO CONTACT US AND THE REGULATOR 

If you feel that Kings have not upheld your rights, we ask that you contact our DPO whose details can be found below so that we can help. 

Address: Data Protection Officer The Kings Active Foundation Osborne House 

47 Snaithing Lane Sheffield 

S10 3LF 

Telephone: 0114 263 2150 

Email: data.protection@kingsactive.org 

If you are not satisfied with our response or believe that we are not processing your personal information in accordance with the law, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO). 

Address: Information Commissioner’s Office 

Wycliffe House Water Lane Wilmslow Cheshire 

SK9 5AF

Telephone: 0303 123 1113 

Website: www.ico.org.uk 

DEFINTIONS 

  • Data Subject means an individual who can be identified by personal data. 
  • Legal basis means a lawful reason that we have to process personal data. 
  • Personal data means any information relating to an identified or identifiable natural person (‘data subject’). 
  • Processing means any operation or set of operations which is performed on personal information or on sets of personal information, whether or not by automated means, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction. 
  • Data Processor means a natural or legal person, public authority, agency or other body which processes personal data on behalf of the Data Controller. 
  • Supervisory Authority means an independent public authority which is established by a Member State. 
  • Third-party means a natural or legal person, public authority, agency or body other than the data subject, under our direct authority.