ClubsBuddy - Booking System (sign up and photo consent)

Whose personal data do we process?

We process personal and special category data from parents / guardians and the children whom they register on the ClubsBuddy system to take part in an activity.

What categories of personal data do we process?

In regards to your child we collect their full name, contact details and their date of birth (if they are under the age of 16). We may also collect images which are taken during the activity subject to consent.

If the child is under the age of 16 the forms must be completed by an authorised adult. If the form is being completed by an adult, we will collect the adult's full name and contact details which may be used in an emergency.

We also collect financial information for payments through the booking system.

What categories of special personal data do we process?

We collect your child's medical information such as any medical condition which requires treatment, behavioural problems or allergies. We also collect your child's doctor's details if we need to contact them in case of an emergency.

How do we obtain personal data?

The personal data that we obtain is provided to us by an authorised adult either being a parent or guardian of the child.

In limited circumstances we also receive personal data for the child from schools or social services.

What do we do with this personal data?

When you provide us with your personal information you enter into a contract with Stratford-on-Avon District Council. With this personal data we are able to deliver holiday activities to children in a safe manner.

We use the doctor's details in case of a medical emergency. Contact details relating to an authorised adult are also used in case of an emergency and used as a reference for the booking.

Financial details are collected and used for the payment for the activity which the child is being booked on.

Still and moving images as well as audio may be captured during the activity sessions, we rely on your consent to take these images and store them on our system. These are used for:

  • Publicity and promotional materials (including advertising material and printed publications)
  • Presentation and exhibition materials
  • Websites, social media channels and digital communications materials, including advertising material and printed publications
  • News media and their associated websites, social media channels, print publications, television and radio

The Council will keep all its images in accordance with data protection law and delete images that have not been used for any publicity or marketing after two years.

How do we share this personal data?

All personal information which is completed as part of the activity booking form is shared with ClubsBuddy and stored on their system – their privacy policy can be viewed at

All financial information is shared with Paysafe and stored on their system – their privacy policy can be viewed at

Some information is stored on Stratford-on-Avon District Council's servers and are subject to its ICT policies.

In an emergency we will also share personal information with the emergency services to enable them to provide medical treatment.

Your rights

You are entitled to request a copy of any information that we hold about you. We request that you make any such requests in writing. If the information we hold about you is inaccurate you have a right to have this corrected and you have the right to request completion of incomplete data.

You have the right to request that we stop, or restrict the processing of your personal data, in certain circumstances. Where possible we will seek to comply with your request, but we may be required to hold or process information to perform our statutory functions.

You can find further details under the main privacy notice.

Contact: The Data Protection team

Last updated on 06/04/2020