Privacy Policy

1. Who we are

NG Sports Camps ("we", "us") runs multi-sport holiday camps for children and operates this online booking service. We are the controller of the personal information described in this notice.

For any privacy question — including a request for our full contact or postal details — please call 07712 248162. We will give you the correct contact route for your request.

2. Information we collect

Parent or carer information

• Your name, email address and telephone number.
• Your booking details, including the camp, the dates chosen, the package selected and any extras such as late pickup.
• Messages or requests you send us about a booking.

Child information

• Your child's name and date of birth (used to check the camp age range).
• Home address, where you provide it on the consent form.
• The camp and dates booked, and attendance records such as check-in and check-out at camp.

Emergency contacts and authorised collectors

• Names, relationship to the child and telephone numbers for emergency contacts, and an address where you provide one.
• Names, relationship and contact numbers for anyone you authorise to collect your child.

Please make sure the people you list are happy for you to share their details with us for this purpose.

Health and other sensitive information

Through the consent form we may collect information about your child's allergies, medical conditions, medication (including what it is for, dosage, timing and how it is given), injuries, additional needs and any further support or behaviour information you tell us is relevant. Under UK data protection law this is "special category" data and we treat it with extra care.

Permissions, declarations and signature

• Your answers to permission questions: participation in activities, first aid, emergency medical treatment, head injury acknowledgement, behaviour policy, collection policy and data protection.
• Optional permissions: photography and video, and help applying sun cream.
• Whether your child may leave camp unaccompanied, where that applies.
• The declaration you sign — your name, relationship to the child, your signature and the date it was signed.

Payment information

Card payments are processed by Stripe. Your card details are entered on Stripe's secure payment pages — we do not need to receive or store full card numbers. We keep the booking amount, payment status and transaction or session references so we can confirm your booking, deal with refunds and keep proper records.

Technical and service records

Our systems generate records needed to run the service reliably and securely, for example logs showing whether a booking email was sent, failed or was skipped, and records of payment events received from Stripe so the same payment is not processed twice. Secure booking links contain a unique access token so only you can open your booking.

3. Why we use it and our lawful bases

Contract, or steps at your request

We use your booking and contact details to take your booking, take payment, send your confirmation and consent link, and provide the camp place you have booked.

Legitimate interests

We rely on our legitimate interests for day-to-day camp administration, keeping registers and attendance records, keeping the service secure, preventing and investigating fraud or misuse, keeping accurate business records and handling queries or complaints. We balance these interests against your rights and your child's rights, and only use the minimum information needed.

Legal obligations

Where a legal obligation genuinely applies — for example accounting and tax records, or a disclosure we are required by law to make — we process information to meet it.

Consent

Optional permissions, such as using photographs or video of your child in our publicity, or staff helping your child apply sun cream, are based on your consent. You can withdraw that consent at any time and we will stop the relevant future use where it is possible to do so (for example, we cannot recall printed material already distributed).

Children's health information

Health and medical information about your child is special category data. We use it only for camp safety, supporting your child during activities, first aid and emergency response, and safeguarding. For this information we rely on an appropriate lawful basis under Article 6 of the UK GDPR together with a condition under Article 9. Where we rely on explicit consent, it is collected as a clear, express statement in the consent form. In a genuine emergency, we may process the information where it is necessary to protect your child's vital interests or those of another person, and other conditions may apply where relevant, for example in relation to safeguarding.

4. Who we share information with

We only share personal information where it is necessary. This may include:

• Stripe, which processes card payments on our behalf.
• Supabase, which provides the secure database and backend storage behind the booking system.
• Lovable, which provides hosting for this website and the email infrastructure used to send booking and consent emails.
• Emergency services, medical professionals or a hospital, if your child needs urgent care while at camp.
• Our insurers, or professional advisers such as accountants or legal advisers, where necessary.
• Public authorities, including safeguarding or local authority bodies, where we are required or legally permitted to share information.

Camp staff only see the information they need to keep your child safe. Detailed medical and consent records are restricted to authorised administration access.

We do not sell personal data.

5. International transfers

Some of the service providers we use may process or store information outside the United Kingdom. Where that happens, we expect appropriate safeguards recognised under UK data protection law to be in place, and we require our providers to protect the information to a standard consistent with UK requirements. If you would like more information about the safeguards that apply to a particular provider, please call us on the number above.

6. How long we keep information

We do not keep information for longer than we need it. Rather than applying an arbitrary fixed period to everything, we decide how long to keep each type of record using criteria such as:

• Delivering the camp your child is booked on to, and dealing with anything arising from it.
• Safeguarding responsibilities and any incident, accident or first aid record.
• Handling complaints, insurance matters and potential legal claims within the relevant time limits.
• Accounting, tax and other legal record-keeping obligations relating to payments.

Medical and consent information is reviewed and then deleted or anonymised once it is no longer needed for the purposes above. We review our retention practice periodically, and delete or anonymise records that are no longer required.

7. Your rights

Subject to the conditions in UK data protection law, you have the right to:

• Ask for a copy of the personal information we hold about you or your child.
• Ask us to correct information that is wrong or incomplete.
• Ask us to delete information where there is no good reason for us to keep it.
• Ask us to restrict how we use it while a concern is being resolved.
• Object to our use of information where we rely on legitimate interests.
• Ask for portability of information you gave us, where that right applies.
• Withdraw consent for anything based on consent, such as photography, at any time.

To make a request, call 07712 248162. You also have the right to complain to the Information Commissioner's Office, the UK data protection regulator, at ico.org.uk. We would appreciate the chance to look into your concern first.

8. Security

We use appropriate technical and organisational measures to protect personal information, including encrypted connections, access controls so that only authorised administration can view booking, medical and consent records, secure one-off links for your booking, and payment handling by a specialist payment provider so card details do not pass through our own records. No online service can be completely risk-free, but we take the security of children's information seriously and review our measures.

9. Cookies and technical storage

This site uses only the technical storage and cookies needed for it to work securely — for example keeping your booking progress on your own device as you move through the booking steps, and the secure session used when the camp owner signs in to the admin area.

Service providers such as Stripe may set their own essential or functional cookies when you make a payment, so that the payment process works and is protected against fraud.

We do not use advertising or tracking cookies. If we introduce optional analytics or marketing cookies in future, we will update this policy and ask for your consent where that is required.

10. Automated decision-making

The booking system does not make solely automated decisions that produce legal effects or similarly significant effects for you or your child. Simple automatic checks, such as confirming a child's age falls within the camp's age range, are always reviewable by us and you can speak to us about them.

11. Changes to this policy

We may update this policy from time to time — for example if we change how the booking system works or which providers we use. The date at the top of this page shows when it was last updated.