1. Introduction

Giggle Wiggle & Grow respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains how we collect, use, store and share personal information when you visit our website, contact us, make a booking, attend our venue, use our café, book a party, attend a sensory play session, or register a child for HAF-funded or school holiday provision.

This policy applies to parents, carers, children, visitors, website users, party organisers, HAF families, suppliers and anyone who contacts or uses Giggle Wiggle & Grow.

2. Who We Are

Giggle Wiggle & Grow is an imagination soft play café based in Coleshill.

Giggle Wiggle & Grow
10 Birmingham Road
Coleshill
B46 1AA

Telephone: 07545 401882
Email: gigglewigglegrowltd@gmail.com
Website: www.gigglewiggleandgrow.co.uk

Privacy contact: Milly Dobson, Business Owner

For the purposes of data protection law, Giggle Wiggle & Grow is the data controller for the personal information we collect and use.

3. Personal Information We May Collect

We may collect and use different types of personal information depending on how you interact with us.

This may include:

• parent or carer name;

• child name;

• child age or date of birth;

• contact details, such as phone number, email address and postal address;

• booking details;

• payment and transaction information;

• emergency contact details;

• authorised collection details;

• information about who may collect a child;

• attendance records;

• party booking details;

• allergy, dietary and medical information;

• SEND, disability, sensory or additional support information;

• behaviour, accident or incident information;

• safeguarding or welfare information;

• photography and media consent;

• CCTV images, where CCTV is in operation;

• website enquiry information;

• emails, messages or other correspondence;

• feedback, complaints or concerns;

• information required for HAF-funded places or local authority reporting.

We will only collect information that is relevant and necessary for the purpose it is being collected.

‍4. Children’s Personal Information

Because Giggle Wiggle & Grow provides services for children, we may collect and use children’s personal information.

This may include a child’s name, age, booking details, attendance information, allergies, medical needs, SEND information, support needs, emergency contact details, collection permissions, accident records and safeguarding information.

We understand that children’s information must be handled carefully and with extra protection.

Where possible, information about children will usually be provided by a parent or carer. In some situations, children may also provide information directly to staff, for example if they raise a concern, disclose information, ask for help or are involved in an accident or incident.

‍5. Special Category Information

Some of the information we collect may be classed as special category data under data protection law.

This may include information about:

• health;

• allergies;

• medical needs;

• disability;

• SEND;

• dietary needs linked to health or religion;

• safeguarding or welfare concerns;

• injury or accident details;

• medication;

• sensory or additional support needs.

We will only collect and use this information where it is necessary, and we will take extra care to protect it.

‍6. How We Collect Personal Information

We may collect personal information when you:

• visit our website;

• complete a website enquiry form;

• complete a birthday party booking form;

• contact us by phone, email, social media or Facebook Messenger;

• make a booking online;

• make a payment;

• purchase food or drink through our café or till system;

• book a party or group session;

• attend a soft play or sensory play session;

• register a child for HAF or school holiday provision;

• complete an electronic consent, registration or medical form;

• provide allergy, dietary or SEND information;

• report an accident, incident or concern;

• make a complaint;

• interact with us on social media;

• attend the venue where CCTV is in operation.

We may also receive information from third parties where relevant, such as local authorities, HAF booking systems, payment providers, booking software providers, ePOS/till providers or safeguarding agencies.

‍7. Why We Use Personal Information

We may use personal information to:

• manage bookings and payments;

• confirm attendance;

• provide soft play, sensory play, café, party and HAF services;

• communicate with parents, carers and customers;

• manage party bookings and group bookings;

• understand allergies, dietary requirements and medical needs;

• support children with SEND or additional needs;

• keep children safe;

• manage safeguarding concerns;

• manage sign-in and sign-out for HAF or holiday provision;

• confirm authorised collectors;

• respond to accidents, incidents and emergencies;

• provide food and drink safely;

• record consent for photography and media;

• manage customer feedback and complaints;

• meet HAF, local authority, funding or reporting requirements;

• meet legal, insurance, health and safety and regulatory obligations;

• keep our premises safe and secure;

• improve our services;

• maintain accurate records.

‍8. Our Lawful Bases for Using Personal Information

Under data protection law, we must have a lawful basis for using personal information.

Depending on the situation, we may rely on one or more of the following lawful bases:

Contract

We may use personal information where it is needed to provide a service you have booked or requested, such as soft play sessions, party bookings, café orders, group bookings or paid activities.

Legal Obligation

We may use personal information where we need to meet legal obligations, such as health and safety, safeguarding, accident reporting, food safety, tax, accounting or regulatory requirements.

Legitimate Interests

We may use personal information where we have a legitimate business reason to do so, provided this does not unfairly affect your rights and freedoms.

This may include managing bookings, responding to enquiries, improving services, handling complaints, keeping records, managing venue safety and protecting the business.

Vital Interests

We may use personal information where it is necessary to protect someone’s life or respond to a medical emergency.

Consent

We may rely on consent for some activities, such as using identifiable photographs or videos of children for marketing or promotional purposes.

You can withdraw consent where we rely on consent.

Public Task or Legal/Funding Requirements

Where we provide HAF-funded places or work with a local authority, we may need to process certain information to meet funding, reporting, monitoring, safeguarding or local authority requirements.

‍9. How We Use Special Category Information

Where we use special category information, such as health, allergy, medical, disability or SEND information, we will only do so where we have a lawful basis and an additional condition under data protection law.

We may use this information where it is needed to:

• protect a child’s health and safety;

• provide appropriate care or support;

• respond to medical needs;

• manage allergies and dietary requirements;

• support SEND or additional needs;

• meet safeguarding responsibilities;

• meet legal, regulatory, HAF or local authority requirements;

• respond to an emergency.

We will not use special category information for marketing purposes.

‍10. HAF and School Holiday Provision

Where Giggle Wiggle & Grow provides HAF-funded places or school holiday provision, we may need to collect additional information about children and families.

This may include:

• child name and date of birth;

• parent or carer details;

• emergency contact details;

• eligibility information;

• school or local authority information;

• attendance records;

• meal or food provision records;

• allergies, medical needs and dietary requirements;

• SEND or additional support needs;

• safeguarding or welfare information;

• authorised collection details;

• photo and media consent;

• feedback or monitoring information.

We may need to share relevant information with the local authority, HAF programme team or funding provider for eligibility checks, attendance monitoring, reporting, safeguarding, quality assurance or funding requirements.

We will only share the information that is necessary for the relevant purpose.

‍11. Safeguarding

Safeguarding children is a priority at Giggle Wiggle & Grow.

If we have a safeguarding concern, we may need to record and share relevant personal information with appropriate organisations.

This may include:

• children’s social care;

• the police;

• emergency services;

• the local authority;

• the Local Authority Designated Officer;

• Ofsted, where applicable;

• the HAF team or funding provider;

• health professionals;

• schools or other professionals involved with a child, where appropriate.

We may share safeguarding information without consent where this is necessary to protect a child or meet legal or safeguarding obligations.

‍12. Photography, Video and Social Media

We may occasionally take photographs or videos for promotional, website, social media, display, reporting or HAF-related purposes.

We will only use identifiable images of children where appropriate consent has been obtained.

Parents and carers can refuse photography or media consent. Refusing consent will not affect a child’s ability to attend Giggle Wiggle & Grow.

You can withdraw consent for future use by contacting us. Where an image has already been published, shared online or printed, it may not always be possible to fully remove it from circulation, but we will take reasonable steps where possible.

Further information is available in our Photography & Social Media Policy.

‍13. CCTV

CCTV may be used at Giggle Wiggle & Grow for safety, security, safeguarding, crime prevention and operational purposes.

Where CCTV is in operation, signs will be displayed.

CCTV will not be used in toilets, changing areas or private areas.

CCTV footage will only be accessed by authorised people and will only be shared where necessary, such as with the police, insurers, safeguarding agencies or legal advisers.

CCTV footage will only be kept for as long as necessary, unless it is needed for an incident, investigation, safeguarding concern, insurance matter or legal reason.

14. Website, Cookies and Analytics

Our website may collect basic technical information when you visit, such as your device type, browser, pages visited and how you interact with the site.

We may use cookies or similar technologies to help the website work, improve user experience, understand website performance and support marketing or analytics.

Where required, we will ask for your consent before using non-essential cookies.

You can usually manage cookies through your browser settings.

A separate Cookie Policy or cookie banner may provide more information about the cookies used on our website.

15. Online Booking, Website Forms, Payment and EPOS Providers

We may use third-party booking, payment, form, EPOS, email, website or software providers to help manage our services.

This may include providers for:

• online soft play bookings;

• birthday party booking forms;

• website enquiry forms;

• payment processing;

• EPOS/till transactions;

• café orders and sales records;

• HAF booking, attendance or reporting;

• website hosting;

• customer enquiries;

• social media messages;

• electronic record keeping;

• accounting;

• secure document or record storage.

Our EPOS/till system is provided by ePOS Now.

Our online booking system, payment processor and HAF booking/reporting system will be confirmed once the final systems are selected. Payment processing may be handled by a third-party payment provider, such as Stripe or another provider connected to the booking system.

These providers may process personal information on our behalf. We will aim to use providers that handle personal information securely and appropriately.

Payment card details are usually handled directly by the payment provider and are not stored by Giggle Wiggle & Grow.

‍16. Who We May Share Information With

We may share personal information where necessary with:

• booking software providers;

• payment processors;

• website and IT providers;

• email or form providers;

• local authorities;

• HAF programme teams or funding providers;

• Ofsted, where applicable;

• safeguarding agencies;

• children’s social care;

• police or emergency services;

• health professionals;

• insurers;

• accountants or professional advisers;

• legal advisers;

• external suppliers where necessary for a booking or event;

• regulators or authorities where required by law.

We do not sell personal information.

17. How Long We Keep Information

We will only keep personal information for as long as necessary for the purpose it was collected, unless we need to keep it longer for legal, safeguarding, insurance, accounting, regulatory or HAF requirements.

Different types of information may be kept for different periods.

For example:

• enquiry records may be kept for a limited period after the enquiry has been handled;

• booking and payment records may be kept for accounting and tax purposes;

• accident and incident records may be kept for insurance, safeguarding or legal reasons;

• safeguarding records may be kept for longer where required to protect children or meet legal obligations;

• HAF attendance and reporting records may be kept in line with local authority or funding requirements;

• photography consent records may be kept while images are in use;

• CCTV footage may be kept for a short period unless needed for an incident or investigation.

We will review information regularly and securely delete or dispose of it when it is no longer needed.

18. How We Protect Personal Information

We take reasonable steps to protect personal information from loss, misuse, unauthorised access, disclosure, alteration or destruction.

This may include:

• limiting access to personal information;

• using secure systems where available;

• keeping paper records secure;

• using passwords and access controls;

• training staff on confidentiality and safeguarding;

• sharing information only where necessary;

• securely deleting or disposing of records when no longer needed.

19. International Transfers

Some website, booking, email, payment or software providers may process information outside the UK.

Where this happens, we will aim to ensure appropriate safeguards are in place to protect personal information in line with data protection law.

20. Your Data Protection Rights

Depending on the circumstances, you may have rights under data protection law, including the right to:

• be informed about how your information is used;

• request access to your personal information;

• ask for inaccurate information to be corrected;

• ask for information to be deleted;

• ask us to restrict how we use your information;

• object to certain uses of your information;

• withdraw consent where we rely on consent;

• request a copy of certain information in a portable format;

• complain to the Information Commissioner’s Office.

These rights do not always apply in every situation. For example, we may need to keep certain records for safeguarding, legal, insurance or regulatory reasons.

21. Children’s Rights

Children have data protection rights too.

Depending on the child’s age and understanding, these rights may be exercised by the child or by a parent or carer on the child’s behalf.

When handling requests involving children’s information, we will consider the best interests of the child and whether the person making the request has the right to act on the child’s behalf.

22. Marketing

We do not currently plan to send regular marketing emails or newsletters.

If this changes in the future, we will only send marketing communications where we have a lawful basis to do so, and you will be able to opt out.

We may respond to enquiries, booking requests or customer messages sent through our website forms, email, telephone or social media channels, including Facebook Messenger.

We will not send marketing directly to children.

We will not sell personal information to third parties for marketing purposes.

23. Links to Other Websites

‍Our website may contain links to other websites or third-party services.

‍We are not responsible for the privacy practices of other websites. We encourage you to read their privacy policies before providing personal information.

24. Complaints

If you have any questions or concerns about how we use personal information, please contact us first so we can try to resolve the issue.

You also have the right to complain to the Information Commissioner’s Office.

ICO website: www.ico.org.uk
ICO telephone: 0303 123 1113

‍25. Changes to This Privacy Policy

‍We may update this Privacy Policy from time to time.

The latest version will be available on our website. Where changes are significant, we may take additional steps to bring them to your attention.

26. Contact

Giggle Wiggle & Grow
10 Birmingham Road
Coleshill
B46 1AA

Telephone: 07545 401882
Email: gigglewigglegrowltd@gmail.com
Website: www.gigglewiggleandgrow.co.uk

‍If you have any questions about this Privacy Policy or how we use personal information, please contact us. ‍