Our Privacy Policy

Last updated: November 2025

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Introduction

Omega Sportz Ltd ("we", "our", or "us") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website www.omegasportz.com, use our childcare services, or interact with us in any way.

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We are the data controller for the personal information we process, unless otherwise stated. Our company details are:

Omega Sportz Ltd
Company Number: 13756163
Registered Office: 78 Cleve Road, Sidcup, DA14 4RR
Email: info@omegasportz.com
Phone: 020 8051 0201

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Information we collect

Information you provide directly

We collect information you provide when you:

• Register your child for our services

• Complete booking forms or enquiries

• Contact us via phone, email, or website forms

• Subscribe to our newsletter

• Provide feedback or testimonials

 

This information includes:

• Parent/Guardian details: Name, address, email, phone number, relationship to child

• Child details: Name, date of birth, school, year group, medical information, dietary requirements, special educational needs

• Emergency contacts: Names and phone numbers

• Payment information: Bank details for direct debit, childcare voucher details

• Communication records: Emails, messages, and notes from phone conversations​​

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Information collected automatically

When you visit our website, we automatically collect:

• IP address

• Browser type and version

• Operating system

• Pages visited and time spent

• Referring website

• Device information​

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Cookies

Our website uses cookies to enhance your experience. For detailed information, please see our Cookie Policy.

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How we use your information

Legal basis for processing

We process your personal data under the following legal bases:

• Contract: To fulfil our childcare services agreement with you

• Legal obligation: To comply with Ofsted requirements, safeguarding duties, and other legal obligations

• Legitimate interests: To operate our business effectively and provide quality services

• Consent: For marketing communications and sharing photos/testimonials

• Vital interests: In medical emergencies concerning your child

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Purposes of processing

We use your information to:

• Provide childcare services (breakfast clubs, after school clubs, holiday camps, PE lessons)

• Process bookings and payments

• Communicate about services, schedule changes, and your child's activities

• Ensure child safety and meet safeguarding obligations

• Meet dietary and medical requirements

• Comply with Ofsted and local authority requirements

• Send newsletters and promotional materials (with consent)

• Improve our services through feedback analysis

• Maintain attendance and accident records

• Process HAF programme applications

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Information sharing and disclosure

Who we share information with

We may share your information with:

Service Providers:

• Payment processors for childcare voucher schemes

• Email service providers for communications

• Cloud storage providers for secure data storage

• Accounting software providers

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Official bodies:

• Ofsted (regulatory compliance)

• Local authorities (HAF programme administration, safeguarding)

• Schools where we operate (attendance, collection permissions)

• HMRC (financial records)

• Police and social services (safeguarding concerns)

• NHS or emergency services (medical emergencies)

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Other parties:

• Insurance companies (in case of claims)

• Professional advisors (accountants, legal advisors)

• New owners (if our business is sold)

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Safeguarding disclosures

Where we have safeguarding concerns about a child, we have a legal duty to share information with appropriate authorities without requiring consent.

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Data security

We implement appropriate technical and organisational measures to protect your personal data:

• Secure password-protected systems

• Encryption of sensitive data

• Regular security updates and patches

• Limited access on a need-to-know basis

• Staff training on data protection

• Secure disposal of paper records (shredding)

• Locked storage for physical records

• Regular backups of digital information

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Data retention

We retain personal information for as long as necessary to fulfil the purposes outlined in this policy:

• Child records: 3 years after last attendance (Ofsted requirement)

• Financial records: 7 years (HMRC requirement)

• Accident records: 3 years from date of incident (21 years for serious incidents)

• Safeguarding records: Indefinitely or as directed by local authority

• Marketing lists: Until consent withdrawn

• CCTV footage (where applicable): 30 days unless required for investigation

• Job applications (unsuccessful): 6 months

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Your rights

Under UK GDPR, you have the right to:

• Access: Request copies of your personal data

• Rectification: Request correction of inaccurate data

• Erasure: Request deletion of your data (subject to legal obligations)

• Restriction: Request limited processing of your data

• Portability: Receive your data in a portable format

• Object: Object to processing based on legitimate interests

• Withdraw consent: Where processing is based on consent

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To exercise these rights, contact us at info@omegasportz.com.

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Children's privacy

Children's information

We collect children's information through parents/guardians only. We do not knowingly collect data directly from children under 13.

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Photos and videos

We may take photos/videos during activities for:

• Promotional materials (with parental consent)

• Internal training and quality monitoring

• Sharing daily activities with parents

• Social media posts (with consent)

Parents can opt-out of photography at registration or anytime by contacting us.

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International transfers

We primarily store data within the UK. Where service providers process data outside the UK (e.g., cloud storage), we ensure appropriate safeguards are in place, such as:

• Standard contractual clauses

• Adequacy decisions

• Appropriate technical measures

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Third-party links

Our website may contain links to third-party websites. We are not responsible for their privacy practices. Please review their privacy policies before providing personal information.

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Marketing communications

Marketing preferences

With your consent, we may send:

• Holiday camp announcements

• New service information

• Special offers and discounts

• Newsletter updates

• Birthday party promotions​

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Opting out

You can unsubscribe from marketing communications:

• Click "unsubscribe" in any marketing email

• Email info@omegasportz.com

• Call 020 8051 0201

Note: You will still receive essential service communications (bookings, safety updates, schedule changes).

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Changes to this policy

We may update this Privacy Policy to reflect changes in our practices or legal requirements. We will notify you of significant changes via:

• Email notification

• Website announcement

• Notice at our venues

Please review this policy periodically for updates.

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Complaints

If you have concerns about how we handle your personal data:

• Contact us first: We aim to resolve issues directly

  • Email: info@omegasportz.com

  • Phone: 020 8051 0201

  • Post: 78 Cleve Road, Sidcup, DA14 4RR

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• Supervisory Authority: You have the right to complain to the Information Commissioner's Office (ICO)

  • Website: www.ico.org.uk

  • Phone: 0303 123 1113

  • Address: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

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Contact information

For questions about this Privacy Policy or our data practices, please contact us:

• Email: info@omegasportz.com

• Phone: 020 8051 0201

• Address: Omega Sportz Ltd, 78 Cleve Road, Sidcup, DA14 4RR

 

Specific service privacy information

HAF Programme

For HAF-funded places, we share necessary information with local authorities for:

• Eligibility verification

• Attendance monitoring

• Programme evaluation

• Funding compliance​

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School-based services

For services delivered in schools, we share limited information with schools regarding:

• Attendance records

• Collection permissions

• Behaviour or medical incidents

• Safeguarding concerns

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Emergency contacts

We require minimum two emergency contacts who may be contacted regarding:

• Collection arrangements

• Medical emergencies

• Unexpected closures

• Child welfare concerns

 

By using our services or website, you acknowledge that you have read and understood this Privacy Policy.

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This Privacy Policy is effective as of November 2025.

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This policy works alongside our Cookie Policy and Terms & Conditions to explain how we protect your privacy and handle your information.