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Privacy Policy

1. Introduction
Welcome to The 3PM Club. We are committed to protecting your personal data and respecting
your privacy. This Privacy Policy explains how we collect, use, and store your information when
you subscribe to our newsletter or enrol your child in our after-school club.
We comply with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act
2018, and relevant child safeguarding guidelines applicable to UK educational settings.

2. What Data We Collect
The personal data collected and processed through enrolment and subscriptions are mainly the
following:
 

  • Parent/Guardian’s Name & Contact Details (email, home and work contacts details, home address, which parent or carer the child normally lives with).

  •  Child’s name, age, school name and year group, days attending the club, likes and dislikes, Nationality and language (s).

  • Images, audio and video recordings, including CCTV footage (video images).

  • Medical Information (if relevant, e.g., allergies, medical issues, support needs or special educational needs, GP contact details).

  • Safeguarding information (such as court orders and professional involvement, if relevant).

  • Emergency Contact Information.


3. How We Use Your Data
We use your data to:
 

  • Manage and administer your child’s enrolment in The 3PM Club.

  • Attend to enquiries correctly.

  • Send newsletters with updates, offers, and club information (only if you opt-in and you will be able to unsubscribe at any time).

  • Ensure child safety by maintaining emergency contact details and health information.

  • Comply with safeguarding and legal obligations under UK education regulations.

  • We do not share your personal data with third parties for marketing purposes.


4. Lawful Basis for Processing Data
We collect and process personal data under the following lawful bases:
 

  • Consent – For newsletter subscriptions and optional marketing communication.

  • Contractual Obligation – To provide after-school club services to enrolled children.

  • Legal Obligation – To comply with child safeguarding and health & safety laws.

  • Legitimate Interest – To maintain efficient club operations and communication.


5. Data Storage & Protection

We take appropriate security measures to protect your data:

​​

  • Encrypted storage on secure servers.

  • Limited access controls to ensure only authorized staff can view data.

  • Regular compliance checks to align with UK GDPR and education safeguarding policies.
     

We retain personal data only for as long as necessary:
 

  • Newsletter subscribers – Data is retained until you unsubscribe.

  • Enrolled children – Data is stored securely and deleted one year after leaving The 3PM Club, unless legally required to retain it.


6. Your Rights Under UK GDPR
You have the right to:
 

  • Access your data – Request a copy of your personal information.

  • Correct your data – Ask for corrections if your details are inaccurate.

  • Withdraw consent – Unsubscribe from newsletters at any time.

  • Request deletion – Ask for your personal data to be erased when it’s no longer needed.

  • To exercise your rights, please contact us at info@the3pmclub.com.


7. Sharing Data with Third Parties
We will never sell or share personal data for marketing purposes. However, we may share data
when required:
 

  • With emergency services if a child requires medical assistance.

  • With regulatory bodies if necessary to comply with safeguarding laws.

  • With educational institutions if a child’s school requires relevant information.

  • All third parties must comply with strict confidentiality agreements.


8. Cookies & Website Tracking (If Applicable)
If our website uses cookies, we will inform visitors and obtain consent for tracking. This
includes:
 

  • Essential cookies (for website functionality).

  • Analytics cookies (to improve user experience, with consent).


9. Changes to This Policy
We may update this Privacy Policy from time to time. Any significant changes will be
communicated via email or on our website.

10. Contact Us
If you have any questions about this policy or how we handle your data, please contact us:
Email: info@the3pmclub.com
Address: Westbourne Studios, 242 Acklam Road, W10 5JJ

By subscribing to our newsletter or enrolling in The 3PM Club, you confirm that you have read
and agree to this Privacy Policy.

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