Shout! and Play Development privacy notice

Who we are and what we do

Shout! Holiday Activities and Play Development Team
Elmbridge Borough Council
Civic Centre
High Street
Surrey  KT10 9SD

We are an Ofsted Registered Holiday Activity Scheme

By disclosing your personal information and that of your child/children using the online Shout! Holiday Activities booking system on Elmbridge Borough Council’s website, over the telephone or email, you consent to the collection, storage and processing of your information by the Play Development Officer and Leisure Officers in the manner set out in Elmbridge Borough Council’s online privacy policy. 

How we use your information

This privacy policy explains how Shout! Holiday Activities and Play Development Team use any personal information we collect about you when you complete our Medical and Consent Form, Accident Form, Incident Form, Additional Needs Form and online booking details

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
  • or write to us at Elmbridge Borough Council, Leisure and Cultural Services, Civic Centre, High Street, Esher KT10 9SD

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