Privacy policy.
This Privacy Policy applies only to your use of my site. It does not extend to any websites that are linked to from my site (whether I provide those links or whether they are shared by other users). We have no control over how your data is collected, stored or used by other websites and I advise you to check the privacy policies of any such websites before providing any data to them.
As a Relax Kids coach I am committed to protecting your privacy. My privacy policy explains why I collect your personal information and how I use it. I may change this policy so please check with me occasionally to ensure you’re happy with any changes.
1. Who am I?
As a Relax Kids coach I can run Relax Kids classes in schools, the community or one to one. My classes follow the Relax Kids research based 7 step system, that helps children manage stress, anxiety and anger whilst building self esteem and confidence.
2. How do I collect information from you?
I obtain information from you when you book on to my Relax Kids class. I receive this information when you book online, email or verbally.
3. What type of information is collected from you?
The personal information I collect includes:
3.1 Name
3.2 Child's Name
3.3 Child's Age
3.4 Address
3.5 Email Address
3.6 Telephone Number
3.7 Emergency Contact Name
3.8 Emergency Contact Telephone Number
3.9 Details of your child’s allergies, medication and Special Educational Needs
I do not store credit card details, any payments are taken through PayPal’s secure online payment system, bank BACs system or by cash paid directly to me. If you interact with me through social media I may receive information about you when you choose to post or otherwise share information about yourself. You can control this by adjusting your privacy settings on your social media account. When using these sites you are bound by their privacy agreements. When using the Relax Kids website (www.relaxkids.com) you are bound to their privacy policy.
4. What do I do with you information?
I require this information to carry out my classes, and to help provide the best possible service to you. This includes:
4.1 Managing your account;
4.2 Personalising and tailoring my services to your needs
4.3 Responding to communications from you
4.4 Market Research
4.5 Newsletters
4.6 If you order products from me, I may use your information to post products to you
5. Who has access to your information?
Only myself and Relax Kids head office have access to your information. I will not sell or rent your information to third parties. I will not share your information with third parties for marketing purposes.
6. How can you access your information?
Under the Data Protection Act 1998 you have the legal right to ask for a copy of any of your personal data held by me (where such data is held). Please contact me for more details.
If you wish to unsubscribe or withdraw consent, please email me at sarah@mindkindness.co.uk.
If you unsubscribe, or opt out, of any of my emails you will no longer receive emails from me and will taken off my email list.
7. What security precautions are in place to protect your information?
When you give me your personal information I ensure it is treated securely. Any personal information is locked away in a secure cabinet, stored on the Relax Kids secure server or stored on a secure computer. We only keep your data for as long as is needed in order to use it as described above in section 4, and/or for as long as I have your permission to keep it.
In any event, I will conduct an annual review to ascertain whether we need to keep your data. Your data will be deleted if it is no longer required.
8. Summary of Your Rights under GDPR
Under the GDPR, you have:
8.1 the right to request access to, deletion of or correction of, your personal data held by me;
8.2 the right to complain to a supervisory authority;
8.3 the right to be informed of what data processing is taking place;
To enforce any of the foregoing rights or if you have any other questions about my site or this Privacy Policy, please contact me.
9. Changes to the Privacy Policy
We may change this Privacy Policy as we may deem necessary from time to time, or as may be required by law. Any changes will be immediately posted on my site and you will be deemed to have accepted the terms of the Privacy Policy on your first use of my site following the alterations. We recommend that you check this page regularly to keep up-to-date.
Privacy Notice - Website and Cookies
At Mindkindness we are committed to protecting your privacy. This policy applies when we are acting as a controller of personal data, i.e. where we have determined the purposes and means of the processing of that personal data. It applies to all users of our website www.mindkindness.co.uk. We may process your personal data for the purpose of contacting you if you submit an enquiry using our website. The legal basis for this processing is that it is necessary to achieve our legitimate interest, namely the promotion of our products and services. We also process your cookies for the purpose of improving our reader experience. The legal basis for this processing is your consent. See below for more information on the cookies that we use. We will store your contact details for a maximum of five years. We will share your personal data with third parties only to the extent that the disclosure is reasonably necessary for the purposes of providing you with the information about our products/services that you have requested. As you are providing us with your personal data, it is important to us that you are aware of the following rights that you have in relation to our processing of that personal data. • You can withdraw your consent to our processing of cookies at any time by contacting us using the details at the bottom of this notice • You can be provided with a copy of any personal data concerning you that we process, unless that would affect the rights and freedoms of others. You can also be provided with information on how that personal data is processed by us. • You can have us rectify any personal data of yours that we hold that is inaccurate or incomplete. In certain circumstances, you can also ask us to erase or restrict the use of any of your personal data that we process. • You can object at any time to our processing of your personal data on grounds related to your particular situation. • You can object at any time to our processing of your personal data for direct marketing purposes. • You can exercise any of the rights listed above by contacting us using the details at the bottom of this notice. If you are unhappy with any aspect of how we processed your personal data or your request to exercise a right, you can lodge a complaint with the Information Commissioner’s Office. We are contactable by email at www.mindkindness.co.uk COOKIE POLICY What are cookies and how do they work? “Cookies” are text-only pieces of information that a website transfers to an individual’s hard drive or other website-browsing equipment for record-keeping purposes. Cookies allow the website to remember important information that will make your use of the site more convenient. A cookie will typically contain the name of the domain from which the cookie has come, the “lifetime” of the cookie, and a randomly generated unique number or other value. Like most websites, we use different categories of cookies for a variety of purposes in order to improve your online experience. Depending on the purpose, we use session cookies, which are temporary cookies that remain in the cookie file of your browser until you leave the site, and persistent cookies, which remain in the cookie file of your browser. What are the categories of cookies? Cookies can be categorised, following the International Chamber of Commerce guide, as follows: Strictly necessary cookies ‘Strictly necessary cookies’ tend to be session cookies which are deleted at the end of the browser session. Accepting these cookies is a condition of using the website, so if you prevent these cookies, we can’t guarantee how our website will perform during your visit. Performance Cookies ‘Performance cookies’ collect information about how you use our website such as which pages you visit and if you experience any errors. These cookies don’t collect any information that could identify you – all the information is collected on an anonymous aggregate basis and is only used to help us improve how our website works, understand what interests our users and measure the effectiveness of our advertising. They also enable us to track the total number of visitors to our site. Most performance cookies tend to be session cookies which are deleted at the end of the browser session. In some cases, some of these cookies are managed for us by third parties, but we don’t allow the third party to use the cookies for any purpose other than those listed above. Some of these third-party performance cookies are persistent cookies. Functionality Cookies Functionality cookies, by their very nature, are persistent cookies so that we remember your computer when you return to our website. Some of these cookies are managed for us by third parties – where this is the case, we don’t allow the third party to use the cookies for any purpose other than those listed above. How can I block and/or delete cookies? Use the options in your web browser if you do not wish to receive a cookie or if you wish to set your browser to notify you when you receive a cookie. You can easily delete any cookies that have been installed in the cookie folder of your browser.
Relax Kids consent information for online booking
I individually as a parent/guardian of the child identified above hereby agree to the following:
PARENT’S RESPONSIBILITIES: Relax Kids takes all reasonable care to ensure that its programmes are fun and safe. However, I understand that my child will be engaging in a moderate amount of physical activity that may involve some risk of injury. I acknowledge I have been advised to consult with my or my child's physician with respect to any past or present injury, illness, health problem or any other condition or medication that may affect my child's participation in the Relax Kids programme. In the event of emergency and in my absence agree to the Relax Kids Coach contacting Emergency Services.
I have read the Relax Kids Child Protection Policy and agree that in the event of my child not being collected I agree that Relax Kids can contact the duty social services duty officer for my child’s protection.
I confirm that I have fully disclosed to Relax Kids and/or the Coach any and all conditions (whether physical, mental or behavioural or otherwise) that my child has or may have before my child participates in the class.
As far as is permitted under Local Law, I assume the above risks and accept responsibility for any injury sustained by my child. I further discharge and hold harmless Relax Kids including its owners, officers personnel including its coaches and its suppliers) from any liability arising from any injury to my child or other persons or property caused by my child's participation in the Relax Kids programme if that injury is caused either by my or my child's fault; or by a third party unconnected with Relax Kids. The provision of services; or by events with Relax Kids, its owners, officers personnel including its coaches and supplier, could not have foreseen or prevented even if they had taken reasonable care.
ONLINE SESSIONS - STUDENT AND PARENTAL RESPONSIBILITY
Parents or Carers, please ensure that your child understands the code of conduct before sessions start. Parents and carers are responsible for the physical safety of their children and ensuring that they have suitable surroundings. Students must wear suitable clothing, as should anyone else in the household. Any devices used to attend Relax Kids online sessions should be used in appropriate areas and specifically not in bedrooms. Language must be professional and appropriate, including any family members in the background. The link and password to the meeting must never be shared. Recording or photographing sessions in any way by students is strictly forbidden. Anyone found doing so without permission from the Relax Kids coach will not be allowed to join future online workshops. Names used to identify students or parents on ZOOM should be appropriate. If students have any worries or concerns about the online sessions they should tell a parent or carer who can in turn contact the Relax Kids coach. Students should never share private information. Students should never respond to contact requests from people they don't know. Relax Kids coaches running the session cannot see the child's screen, please make sure that children or young people are using a device that is set up with parental controls to ensure they can't access any unsuitable material whilst online. More information on safe Internet use here: https://www.nspcc.org.uk/keeping-children/online-safety
COACH SAFEGUARDING STEPS AND RESPONSIBILITY
ZOOM workshops will be set up by the Relax Kids coach and the following steps will be taken: All meetings will have a password set up for additional security. Waiting room feature enabled on ZOOM to ensure that participants cannot join the meeting before the lead staff member. Record function on ZOOM disabled for participants. Relax Kids coaches will be provided with guidelines for online sessions, which they must read and consent to. Sessions will not be recorded by the Relax Kids coach. ZOOM invitations will be sent to Parents email addresses except where the student is 18 or over, or prior arrangement and consent has been given to contact the student directly. In which case the parent or carer will be cc'd in for under 18s. The chat function in ZOOM will either be disabled or set to host only. Screen sharing in ZOOM will be set to host only. The Relax Kids coach may, where appropriate, take pictures during the online sessions, following the same good practice for sharing photographs that would be taken in a physical session
CONSENT
Whilst the Relax Kids coach will ensure that reasonable safeguarding measures are put in place, parents or carers accept that internet-associated risks including, but not limited to hacking, data breaches, cloud storage and conversation transcription, are beyond the control of the Relax Kids coach.
ZOOM CLASS MEETING INSTRUCTIONS AND REQUIRMENTS FOR PARENTS
• Read the following safety guide for parents concerning ZOOM
https://www.saferinternet.org.uk/blog/what-%E2%80%A6-zoom-guide-parents-andcarers#How%20Zoom%20works
• Set up Zoom on your device and if using the APP ensure it has been recently updated.
https://support.zoom.us/hc/en-us/articles/360034967471-Quick-start-guide-for-new-users
• Test with friends and family before using for classes.
• Join meeting help can be found here…
https://support.zoom.us/hc/en-us/articles/201362193-Joining-a-meeting
• Change attendees name to your child’s name – we know it is you then in the waiting room. Ensure you are present at the start of the meeting, in the same room and we will check this when your child is invited to the meeting from the WAITING ROOM.
• Change the background if you can or make sure there is a blank background, or anything behind your child you are happy for all other parents to see.
https://support.zoom.us/hc/en-us/articles/210707503-Virtual-Background
• Ensure your child is clothed appropriately
• Explain to your child they will be in a waiting room at first until invited in. Please go onto Zoom at least 5 minutes before so we can admit each child. Ensure your child is present when invited from the Waiting Room and video is switched on – we will be using old style FACE RECOGNITION!
• Ensure you know how to leave the meeting so you can make a speedy exit if needed.
• Explain to your child I will be in charge of the sound for everyone and will mute all once we have welcomed everyone in.
* Please don’t use the chat function and only unmute if asked to.
MANY THANKS FOR YOUR COOPERATION!