How ClubLand handles personal data

ClubLand serves two different relationships, and they carry different responsibilities. Reading the rest of this notice depends on knowing which one applies to you.

For the records a provider keeps about the families attending their classes — children, guardians, attendance, notes, payments — the provider is the data controller. They decide what to collect and why. ClubLand is their processor: we hold and move that data on their instructions and do not use it for our own purposes.

For the ClubLand account itself — the provider's own login, the subscription they hold with us, the support we give them — ClubLand is the controller.

The practical consequence: if you are a parent and you want to know why a provider holds something about your child, or you want it corrected or erased, that request goes to the provider. We will help them answer it, and we will pass on any request that reaches us first, but it is not ours to decide.

What a provider holds about a family depends on what they ask for. The categories the system is built to store are:

Medical notes and safeguarding notes are special category data under UK data protection law, and are treated as such: they are visible only inside the provider that recorded them, and never shared between providers.

ClubLand does not store card numbers or bank details. Payments are handled by a payment processor, and what we hold is the processor's own reference to a payment — never the instrument behind it.

A family may deal with several providers. A child may attend a dance class at one and a swimming lesson at another. Those providers must not be able to see each other's records, and the two halves of that are treated differently in the system.

A person's identity — their name, their email address, the fact that they are a guardian of a child — is held once at the platform level, so that one person is one account rather than a new record at every club they deal with.

Everything a provider records is scoped to that provider and is not visible outside it. That includes the notes, the consents, the attendance and the payments. The separation is enforced in the application on every query, and again in the database itself, which rejects a record that points across the boundary.

A provider's lawful basis for holding a family's records is theirs to state, and will normally be the contract they have with you to deliver the classes, together with their legitimate interest in running them safely.

Two categories work differently. Consents — photography, use of images, and marketing — rest on your consent, which is why they are recorded individually rather than assumed, and why withdrawing one is as straightforward as giving it. Safeguarding records rest on a provider's obligations to the children in their care, and are not something a provider can decline to keep because they have been asked to.

For ClubLand's own controller data — the provider's account and subscription — the basis is our contract with them, and our legitimate interest in securing and supporting the service.

ClubLand is built on a small number of services. Each one is a processor acting on our instructions, and none of them receives data for their own purposes.

This list is part of the notice, not a footnote to it: adding a processor that handles personal data is a change to this document and will be published as one.

Where a processor operates outside the UK, transfers are made on the safeguards that processor offers. Confirming the specific mechanism for each is one of the outstanding items below.

A provider decides how long to keep their own records, within what the law requires of them. Some of it they have little choice about: financial records carry statutory retention periods, and safeguarding records are ordinarily kept well beyond a child's attendance.

ClubLand has not yet set the default periods it will apply, or the deletion routines that will enforce them. That is named plainly rather than answered with a number that has not been decided.

Under UK data protection law you can ask for a copy of the personal data held about you, ask for it to be corrected, ask for it to be erased, object to particular uses of it, and ask for it in a portable form. Where something rests on consent, you can withdraw that consent at any time, and withdrawing it does not undo what was lawfully done beforehand.

Direct a request about a provider's records to that provider — they are the controller and the decision is theirs. Direct a request about a ClubLand account to us.

If you are not satisfied with how a request has been handled, you can complain to the Information Commissioner's Office at ico.org.uk.

Children do not hold ClubLand accounts. A child's record is created and maintained by their guardian and by the provider running the class, and a child interacts with the service only through them.

Data protection rights belong to the child, and are exercised on their behalf by a guardian while the child is too young to exercise them personally.

Every version of this notice carries a version number, shown at the top of this page. Consents are recorded against the version in force when they were given, so a change in wording never quietly reinterprets an agreement that was made against different words.

A material change will be published here with its version incremented, and providers will be told before it takes effect.