Who we are and what we do
Shout! Holiday Activities and Play Development Team
Elmbridge Borough Council
Surrey KT10 9SD
We are an Ofsted Registered Holiday Activity Scheme
How we use your information
What we need and why
As an Ofsted Registered Holiday Activity Scheme, we are required to collect information about you and your child, including your names, child’s date of birth, address, more card number, emergency contacts including parent/ carer details, sessions of attendance, allergies, likes and dislikes, special educational needs, any relevant medial information, details of doctor, child care voucher company details and payments.
What we do with it
We collect this information to support your child’s development, to monitor their progress, to provide appropriate pastoral care. To record holidays on registers to allow for staff to child ratios. We will use your details to contact you during the scheme if needed and to send you mailing information by email or post to inform you about future holiday activities and events.
Where your information is kept
A copy of this information will be kept in the Site Folder at the sign in desk both on paper and electronically. This information is kept until the child reaches the age of 21 or until the child reaches the age of 25 for child protection records as per guidance under the Limitation Act 1980/ The Statute of Limitations (Amendment) Act 1991.
How long we keep it
Medical and Consent Form: Retain until the child is 25
Accident Form: Retain until the child is 25
Incident Form: Retain until the child is 25
Additional Needs Form: 1 year
Booking details: 3 years
Registers: Retain until the child is 25
Who we share your data with
The information you provide in relation to your child, you as parents/carers and others detailed is confidential and will therefore only be shared with whom it is necessary and only relevant information to that person or body will be shared.
For example, Site Leader will have access to this information, your child’s key person and staff based in your child’s room will have access to certain information to keep your child safe, be aware of medical, allergies and diet, be able to contact you and your emergency contacts, to prepare for activities on your listed likes and dislikes and knowledge of your permissions.
It may also be necessary to share certain information with Surrey County Council Multiagency Safeguarding Hub.
Access to your information and correction
You may at any time ask to see this information and make any changes if it is incorrect.
- by email to firstname.lastname@example.org
- or write to us at Elmbridge Borough Council, Leisure and Cultural Services, Civic Centre, High Street, Esher KT10 9SD