Privacy Notice

Who we are

Atlas Camps (“we”, “our”, “us”) provides childcare, holiday clubs, after-school clubs and sports camps across Gloucestershire and beyond. We take the privacy of your personal data seriously and are committed to keeping it safe.

1. The information we collect

We collect and process personal data to deliver our services safely and effectively. This may include:

• Parents/guardians: names, contact details, booking information, payment details.
• Children attending our services: names, dates of birth, medical details, dietary needs, emergency contacts.
• Staff and job applicants: contact details, employment history, qualifications, references, training records.

2. How we use your information

We use your personal data to:

• Register children and manage bookings.
• Safeguard children and meet health & safety obligations.
• Communicate with parents/guardians about bookings and service updates.
• Manage staff recruitment, training and employment.
• Comply with legal obligations (e.g. safeguarding, HMRC).
• Send you marketing updates about our services, where you have consented.

Lawful bases we rely on:

• Contract: managing bookings, payments, and childcare provision.
• Legal obligation: safeguarding children, health & safety, HMRC/tax.
• Legitimate interests: general communication with parents, improving our services.
• Consent: sending marketing communications (which you can withdraw at any time).

3. Sharing your information

We do not sell your data. We may share information with:

• Our staff and coaches (only as needed for their role).
• Schools and venues we partner with.
• External providers where required (e.g. IT systems, booking platforms, payment processors) — under GDPR-compliant contracts.
• Authorities where legally required (e.g. safeguarding, health & safety, HMRC).

International transfers: Some of our IT providers may store or process data outside the UK/EEA. Where this happens, we ensure appropriate safeguards are in place, such as UK-approved Standard Contractual Clauses.

4. How long we keep your data

We keep personal data only as long as necessary for the purpose collected, and in line with legal/insurance requirements:

• Child/parent booking records: up to 6 years.
• Staff employment records: up to 6 years after employment ends.
• Financial records: 6 years.

After this, records are securely deleted or destroyed.

5. Your rights

Under UK GDPR you have the right to:

• Access the personal data we hold about you.
• Request correction of inaccurate data.
• Request erasure of data (where legally possible).
• Restrict or object to certain processing.
• Request transfer of your data (data portability).
• Withdraw your consent at any time (for example, to opt out of marketing).

To exercise these rights, please contact us (details below). We will respond within 30 days.

6. Do you have to provide your data?

Certain information (e.g. your child's name, emergency contacts, and relevant medical details) is necessary for us to provide childcare safely. If you do not provide this information, we may not be able to accept your booking.

7. Cookies

If you use our website, we may collect standard internet log information and visitor behaviour data using cookies. For more detail, see our Cookies Policy.

8. Contact us

If you have any questions about how we use your data, or if you wish to exercise your rights, please contact:

If you are not satisfied with how we handle your data, you have the right to complain to the UK Information Commissioner's Office (ICO) at www.ico.org.uk.