Who we are

Glee Club organises singing, performance and rehearsal activities for children.

If you have any questions about this Privacy Policy or how personal information is used, please contact: becky@gleeclub.co.uk

What information we collect

Depending on how you interact with us, we may collect:

• Parent or guardian name
• Child’s name
• Contact details such as email address and phone number
• Emergency contact details
• School year or class information where relevant
• Medical, allergy or access information where needed for participation and safeguarding
• Messages submitted through our website contact form
• Login-related information for access to the members area

How we use personal information

We use personal information to:

• Process registrations and manage participation in Glee Club
• Communicate with parents and guardians about rehearsals, performances and updates
• Manage attendance, organisation and administration
• Keep children safe, including using medical or emergency details where necessary
• Provide access to rehearsal materials and the members area
• Respond to enquiries sent through the website or by email

Lawful basis

We process personal information where it is necessary to administer Glee Club, communicate with families, and support participation. Where we collect medical or other sensitive information, we do so only where it is necessary for care, safety, safeguarding or participation, and we ask for this information only where relevant.

Where consent is used, it can be withdrawn at any time by contacting becky@gleeclub.co.uk.

Children’s information

Glee Club involves children, so we take extra care with children’s personal information. Registration forms should be completed by a parent or guardian.

We aim to keep information clear, limited to what is needed, and used only for appropriate club-related purposes.

Who we share information with

We do not sell personal information.

We only share personal information where necessary, for example:

• With the school where Glee Club sessions take place, where necessary for administration, safeguarding and communication
• With service providers we use to run administration, such as website forms or email systems
• Where necessary for safeguarding or legal reasons
• Where we are required to do so by law

If medical or safeguarding information needs to be shared to protect a child, we will do so only where appropriate and necessary.

Forms, website and members area

We may collect registration or enquiry information through online forms, including Jotform.

Our website also includes a password-protected members area for rehearsal materials. We take reasonable steps to keep this area secure, but parents and guardians should not share login details with others.

Please do not upload or share sensitive personal information through the members area unless specifically requested.

How long we keep information

We keep personal information only for as long as it is reasonably needed for the running of Glee Club, safeguarding, record keeping and related administration.

In most cases, registration and participation information will be reviewed after the relevant term or club period ends and deleted when no longer required, unless we need to keep it for safeguarding, legal or accounting reasons.

How we protect information

We use appropriate technical and organisational measures to help protect personal information, including secure website access, password protection and limited access to information where appropriate.

However, no online system can be guaranteed to be completely secure, so please contact us if you have any concerns.

Your rights

Under UK data protection law, individuals have rights in relation to their personal information. These may include the right to:

• Request access to personal information
• Ask for incorrect information to be corrected
• Ask for information to be deleted in certain circumstances
• Object to or restrict certain uses of personal information
• Withdraw consent where consent is being relied on

To make a request, please email becky@gleeclub.co.uk.

Complaints

If you are unhappy with how personal information has been handled, please contact us first and we will try to resolve the issue.

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

Changes to this policy

We may update this Privacy Policy from time to time. The latest version will always be published on this website.