Privacy Policy – Bond Yoga

1. Introduction

This privacy policy explains what personal information Bond Yoga collects about children and their parents/carers in connection with the Calm and Create Day at Defford Village Hall, why we collect it, how we use it, who we share it with, and the rights parents/carers have over it.

This policy should be read alongside the Bond Yoga Safeguarding & Child Protection Policy and the Bond Yoga Activity Risk Assessment.

2. Who We Are

Bond Yoga is the data controller for the personal information collected in connection with the Calm and Create Day. This means Bond Yoga decides how and why personal information is used. Any questions or requests relating to this policy should be directed to Naomi Standing at naomi@bondyoga.co.uk.

3. What Personal Information We Collect

3.1 Booking and registration information

Child's name, date of birth/age, and address.
Parent/carer name(s), phone number, and email address.
Emergency contact details, and names of any additional adults authorised to collect the child.

3.2 Health and welfare information (special category data)

Medical conditions, allergies, dietary requirements, and any medication a child may need during the day.
Any additional needs (e.g. SEND) relevant to how we support the child during activities.

3.3 Information arising during the workshop

Attendance and registration/collection records for the day.
Records of any accident, incident, or safeguarding concern, where relevant to a specific child.
Photographs or images, only where specific written consent has been given.

We do not knowingly collect any personal information beyond what is needed to run the workshop safely.

4. Why We Collect This Information and Our Lawful Basis

Purpose	Information used	Lawful basis (UK GDPR)
Processing a booking and running the workshop	Child's name/age, parent contact details	Performance of a contract (Art. 6(1)(b))
Keeping children safe, including responding to medical needs, allergies and emergencies	Medical/allergy information, emergency contacts	Explicit consent (Art. 9(2)(a)) and vital interests (Art. 9(2)(c))
Safeguarding: recording and reporting a welfare concern	Concern/incident records	Legal obligation and substantial public interest in safeguarding (Art. 6(1)(c)/(e); Art. 9(2)(b)/(g))
Confirming who may collect a child	Authorised collection contacts	Legitimate interests in child safety (Art. 6(1)(f))
Photography for promotional use	Photographs	Explicit, specific consent (Art. 6(1)(a)); may be withdrawn at any time

Where we rely on consent, parents/carers may withdraw that consent at any time by contacting Naomi.

5. Children's Personal Information

Because this workshop is for children aged 5–9, we collect consent and information from parents/carers on the child's behalf, and we keep the amount of personal information we collect to the minimum needed to run the workshop safely. Children are not asked to provide their own personal information directly, other than what they choose to share verbally during activities.

6. Who We Share Information With

We do not sell or share personal information for marketing purposes. Information is shared only where necessary:

With the two members of staff delivering the workshop, both bound by confidentiality obligations.
With Worcestershire Children's Social Care, the LADO, or the police, where a safeguarding concern meets the threshold for referral.
With Defford Village Hall, limited to operational information needed for the hire (e.g. total attendee numbers) — the Hall does not receive children's personal or medical details.
With emergency services or medical professionals, where necessary to protect a child's immediate health or safety.

We do not transfer personal information outside the UK.

7. Photography and Images

Photographs of children are only taken where a parent/carer has given specific written consent at booking. Consent is checked before any photography takes place, and children whose parents have not consented are excluded from images. Where consent is given for promotional use, images are stored securely and are never published alongside a child's full name without separate explicit consent.

8. How Long We Keep Information

Information	Retention period
Booking, registration and medical/allergy forms	Securely destroyed no later than 12 months after the workshop, unless needed for an ongoing query or incident follow-up
Attendance and collection records	Retained for 12 months, then securely destroyed
Safeguarding concern/incident records	Retained in line with statutory safeguarding retention requirements, which may mean holding records until the child reaches age 25, or as advised by the Local Authority/LADO — these records cannot be deleted on request
Photographs (with consent)	Retained only for as long as the consented purpose requires, or until consent is withdrawn

9. How We Keep Information Secure

Paper forms are kept in a folder that is not left unattended during the workshop, and stored securely afterwards, accessible only to the DSL.
Any digital records are password-protected and accessible only to Bond Yoga staff involved in running the workshop.
Safeguarding concern records are stored separately from general workshop administration.
Information is not shared with anyone beyond those listed in Section 6.

10. Your Rights

As a parent/carer providing information on behalf of your child, you have the right to:

Access the personal information we hold about your child (right of access).
Correct inaccurate or incomplete information (right to rectification).
Delete information we no longer need (right to erasure) — noting that safeguarding records may need to be retained even if erasure is requested.
Object to or restrict certain uses of your child's information.
Withdraw consent at any time where we rely on consent, for example for photography.

To exercise any of these rights, contact Naomi Standing at naomi@bondyoga.co.uk. We will respond within one calendar month.

11. Complaints

If you are unhappy with how we have handled your or your child's personal information, please contact the DSL in the first instance. You also have the right to complain to the UK's data protection regulator:

Information Commissioner's Office (ICO), Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.
Helpline: 0303 123 1113 · ico.org.uk

12. Changes to This Policy

This policy is reviewed before each workshop and at least annually, or sooner if our data collection practices change, or following any change to data protection law or guidance. The version and review date are shown in the Document Control table above.

Data controller	Bond Yoga
Setting / event	Calm and Create Day, Defford Village Hall
Contact for data matters	Naomi Standing – naomi@bondyoga.co.uk
Applies to	Parents/carers and children booking onto and attending the workshop
Date approved	19 July 2026
Review date	Before each future workshop, and no later than 19 July 2027
Version	1.0
Related documents	Bond Yoga Safeguarding & Child Protection Policy; Bond Yoga Activity Risk Assessment