1. Who We Are

This Privacy Policy applies to Code Warriors Warwick Ltd, a privately run children’s coding club based in Warwick, UK.

Data Controller:
Code Warriors Warwick Ltd
Company No: 16582777
hello@codewarriorswarwick.com

We are committed to protecting your privacy and complying with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. What Data We Collect

We collect only the minimum personal data necessary to operate our club and ensure the safety of all participants. This may include:

• Parent or guardian name and contact details

• Child’s name and age

• Relevant medical or special educational needs (if voluntarily provided)

• Booking and payment information

We do not:

• Collect data for marketing purposes

• Retain data from enquiries that do not result in a booking

3. Why We Use Your Data

We use personal data solely for:

• Registering and managing your child’s attendance

• Communicating important information about sessions or emergencies

• Meeting legal, safeguarding, and safety obligations

We do not share personal data with third parties unless legally required (e.g. safeguarding or regulatory requests).

4. Legal Basis for Processing

Our processing is based on:

• Contract – to deliver the services you’ve signed up for

• Legal Obligation – to meet safeguarding and regulatory requirements

• Legitimate Interests – to operate the club safely and efficiently

Consent is only used where required and will always be clearly requested and recorded.

5. How We Store and Protect Your Data

Your data is stored securely using password-protected systems with restricted access.
We retain data only for as long as necessary for legal or operational reasons, after which it is securely deleted.

6. Subject Access Requests (SARs)

You have the right to request access to personal data we hold about you or your child.

Please note:

• We respond to SARs only if personal data is held

• Internal documents such as risk assessments, policies, or operational decisions are not classed as personal data and will not be disclosed

• SARs are handled within one calendar month of a valid request

We reserve the right to verify identity before responding to a SAR.

7. Your Rights

You have the right to:

• Access the personal data we hold about you

• Request correction or deletion of inaccurate data

• Object to or restrict how your data is used

• Raise a concern with the Information Commissioner’s Office (ICO)

More information is available at www.ico.org.uk.

8. Cookies

Our website uses essential cookies to support navigation, site functionality, and user preferences.
We do not use cookies for tracking individuals or collecting sensitive information.

Cookies do not provide access to internal systems or documents such as risk assessments.
You can control cookie settings via your browser at any time.

9. Children’s Data

We only collect children’s data where necessary for their safety, wellbeing, and participation.

This information:

• Is provided by a parent or legal guardian

• Is never used for marketing

• Is never shared with third parties except where legally required

10. Contact Us

For questions or data enquiries, please contact:

Michelle Buxton
Director & Data Controller
hello@codewarriorswarwick.com