Privacy Notice

Privacy Notice

Komplete Genius are committed to protecting the privacy and security of your personal information and providing a safe online experience.

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Notice Summary

This privacy notice describes how we collect and use personal information about you during and after your interaction, transaction or customer relationship with us, in accordance with the General Data Protection Regulation 2018 (GDPR).

Komplete Genius is the data controller and responsible for your personal data. This means that we are responsible for deciding how we hold and use personal information about you. We are required under data protection legislation to notify you of the information contained in this privacy notice. This notice applies to current and potential customers and contractors. This notice does not form part of any other contract. We reserve the right to amend and update this notice at any time. It is important that you read this notice, together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal information about you, so that you are aware of how and why we are using such information. Komplete Genius is also the data processor in certain situations, which are detailed within this policy document.

We use third-party organisations as defined below:

  • Online booking system
  • Online file sharing system
  • Website hosting company
All third parties are not detailed here for security reasons.
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Data Protection Principles

We will comply with data protection law. This says that the personal information we hold about you must be:

  • Used lawfully, fairly and in a transparent way
  • Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes
  • Relevant to the purposes we have told you about and limited only to those purposes
  • Accurate and kept up to date
  • Kept only as long as necessary for the purposes we have told you about
  • Kept securely
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Information We Hold About You
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (called ‘anonymised’ data). There are “special categories” of more sensitive personal data which require a higher level of protection. We only process, collect, store, and use the following categories of personal information that you will have provided to us via our booking or contact forms:
  • Your name
  • Your child/children’s name
  • Child/children’s date of birth
  • Your email address
  • Your phone number
  • The dates you require the children to be booked into our clubs or camps
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Information About Children's Data
Komplete Genius is fully committed to protecting the safety and privacy of children who may visit our website. We do not knowingly collect Personal Information from children under the age of 13 through the Website. Under 13’s - are advised to not give us any Personal Information. We recommend that all parents take time discuss online safety with their children and to monitor their children’s use of the Internet. Should you have reason to believe that a child under the age of 13 has provided Personal Information to us, please notify us via telephone or email using our contact us form, and we will take appropriate actions to delete that information from our databases. Due to the nature of our business being based of running after-school clubs and hosting holiday camps for children, we do need to know some basic information about them such as their names, date of birth and gender.
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Information on Using and Sharing Your Data
Information collected is used to fulfill your requests, respond to any problems that may arise, such as difficulties in navigating our Website or accessing certain features, evaluate and administer our Website and to gauge user trends. Similarly, we may access or utilise information collected to provide our services, process orders, administer our programs, maintain and improve our Website and services to you, solicit your feedback, and to inform you about our products and services and those of our third-party marketing partners. In a likely but rare occurrence, we may also use your personal information in the following situations:
  • Where we need to protect your interests (or someone else’s interests)
  • Where it is needed in the public interest or for official purposes
Please see the section Offline/How We use Your Data for examples of how your data may be used by us in various cases.
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Information on Data Stored on Our Website
Data that you enter in the booking form on our website is saved on the website server and a copy of your request is emailed to us. You can visit and read information on our website without giving us any personally identifiable information. To enable us provide you with the most efficient and enhanced personalised service and attention and to accommodate certain requests which you make, we may request information about you in certain circumstances and/or collect certain information automatically. Please note that our there is currently no public login to our website and therefore no functionality that requires a password. We also use MailChimp to store information.
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Information on Technological Data We May Collect
We may also collect other information as the following:
    Internet Protocol (“IP”) addresses - which may consist of a static or dynamic IP address and will sometimes point to a specific identifiable computer or device
    • Web browser type, version and language
    • Referring and exit (web) pages and URLs
    • Date and time
    • The pages of our Website that you visit
    • The time spent on those pages and other statistics
    • Information about your device, operating system and version; carrier and country location, Hardware and processor information, network type, and similar data.
    Cookies - our website may use cookies to deliver a better experience for you. Cookies are files with small amounts of data that a website stores on your computer or mobile device’s hard drive so that certain information about your visit and web-browsing preferences will be recognised upon a return visit. Cookies serve functions such as “remembering” log-in names (and sometimes passwords), or enabling or saving shopping basket contents. As is the norm with most websites, we may use both session cookies (these expire once you close your web browser) and persistent cookies (these stay on your computer until you delete them) to help us improve the experience you have with our Website. Most web browsers have a function that allows you to delete existing cookies on your device or you can set your browser options so that your device does not receive or accept cookies. Doing this may interfere with your ability to use the Website.
Third-Party Analytics - We use third-party analytics services (such as Google Analytics) to evaluate and aggregate visitor data. These services help us evaluate visitors’ use of the Website including time spent on certain pages, which areas of the Website receive the most traffic, how often visitors visit pages within the Website, provide general geographic location about visitors and the source of referred traffic (from other websites or via search engines, etc.). These third party analytic services use cookies and other technologies to help analyse and provide us with the data. By visiting and using the Website, you consent to the collection and review of data about you by these analytics providers in the manner and for the purposes set out in this Privacy Policy. For more information on Google Analytics, including how to opt out from certain data collection, please visit https://www.google.com/analytics. Please be aware that If you opt out of any service, you may not enjoy the full functionality of the Website.
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Information Security

Personal Information security - The security of your Personal Information is of high importance to us, that said, please remember that no method of transmission over the Internet, or method of electronic storage, is 100% secure. While we incorporate standard industry practices internally and with our services providers, which we believe meets the degree of sensitivity of the information involved, we cannot guarantee its absolute security. Because we work with third-party businesses and vendors in various aspects of our business including operating this website, database management, website security, etc., we cannot guarantee the absolute security of our databases, nor can we guarantee that the information you supply will not be intercepted while being transmitted to and from us over the Internet. In particular, e-mail sent to or from the Website may not be secure, and you should therefore take special care in deciding what information you send to us via email. Please also see our Data Protection Policy.

Third Party/External Websites - We are not in a position to control or take responsibility for the privacy practices or content of third-party websites, including those of affiliates, business partners, sponsors, advertisers, or other websites to which we may link from time to time. When visiting any third-party websites, you are responsible for reviewing the Privacy Policy and terms of use applicable to each site. Naturally, these may vary to the policies on our website.

Data Processing Offline - Offline data processing is refers to the processing that we undertake excluding our website and includes:

Contact and personal information:

  • Parent’s name, address, phone number, email address
  • Children’s name, date of birth and gender

    • Sensitive data:

  • Any medical conditions or history
  • Allergy information
  • Medicine that is being taken

    • Order information:

  • After-School Club and Holiday amp booking orders that you purchase from us

    • Please be advised that we do not administer any medication that has not been provided to us by the child’s parent without written consent.

    Defined below is how and why we plan to use your personal data during the day to day operations and running of our business:

  • Activity/Rationale: Completion of booking form to register you as a customer
  • Type of Data Collected: Contact and order form data
  • Lawful basis for processing: In the performance of our contract with you

  • Activity/Rationale: Confirmation of order/invoice as applicable
  • Type of Data Collected: Contact and order form data, and order details and financial information
  • Lawful basis for processing: In the performance of our contract with you and required for our legitimate interests to in processing/receiving payment for services ahead of the planned programme/event

  • Activity/Rationale: Record of health Information for health and safety purposes
  • Type of Data Collected: Contact
  • Lawful basis for processing: Required as part of child protection and safeguarding

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    Amendments to this Privacy Notice
    We may update this Privacy Policy as and when is required to protect our users and to comply with a changing environment or laws. We advise that you review the Privacy Policy when you visit our Website to ensure that you are informed and have a clear understand our current policy. Any changes to this policy, will not compromise our full commitment to protecting any personal data which we may have collected in the past. By accessing or browsing our Website and/or using our services after making any such changes to this Privacy Policy, you are deemed to have accepted such changes. Please be advised that, to the extent permitted by applicable law, our use of the information is governed by the Privacy Policy in effect at the time we collect the information. You are advised to review this Privacy Policy periodically for any amendments or update.
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    Contacting Us
    For questions concerning this Privacy Notice, please us email at info@kompletegenius.co.uk with “Privacy Notice” in the subject line.
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    Version
    Version History Privacy Notice 070618 – initial document approved by [Customer].