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Privacy Policy

Last updated: June 2026

We are Horizon Kids Club under the auspices of Concept Care Solutions. We are registered in England and Wales with company registration number 04335280. Our registered head office address is 58B High Street, Watford, Hertfordshire, England, WD17 2BS. Our holiday club operates from Bell Lane, Northchurch, Berkhamsted, HP4 3RD.

This privacy policy explains how we collect, use, store, and share personal data, in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 (“Data Protection Legislation”).

Our Commitment to You

We value your privacy and are committed to handling your personal data fairly, transparently, and lawfully. We will only collect and use personal information where we have a clear and lawful reason to do so and will ensure it is used in ways that are relevant, appropriate, and secure.

Your data will only be used for the purposes we explain in this notice. We take steps to keep your data accurate, up to date, and only for as long as necessary for those purposes.

How to Contact Us

Horizon Kids Club, under the auspices of Concept Care Solutions, has appointed a Data Protection Officer (DPO) to oversee data protection matters and ensure your data is handled properly.

If you have questions or concerns about how your data is collected or processed, please contact us via the Contact Us  form on our website and your message will be directed to our DPO.

The Information We Collect and How We Use It

The type of personal information we collect depends on your relationship with us.

  • If you make an enquiry about Horizon Kids Club, we may collect your name, contact details and details of your enquiry so we can respond and provide the information you need.

  • If you apply for a paid or volunteer role with us, we may collect your name, contact details, CV, employment history, qualifications and references. This helps us assess suitability for roles and manage recruitment safely and effectively.

 

We may also collect information via our website forms, phone calls, emails, and referrals.

We will only use this information for the purposes for which it was provided, where we have a legitimate reason to do so, or where required by law.

MagicBooking for Holiday Club Bookings

Horizon Kids Club uses MagicBooking to manage registrations, bookings, payments, attendance records and parent/carer communications. When you book through MagicBooking, we may collect parent/carer details, child details, emergency contacts, authorised collectors, collection passwords, allergies, medical needs, SEND or additional support information, booking details and payment-related information. We use this information to manage your child’s place, keep children safe, plan suitable activities, communicate with parents/carers and respond appropriately in an emergency or safeguarding situation. MagicBooking processes this information on our behalf as our third-party booking system provider. We do not sell personal data and we do not use children’s personal information for marketing purposes.

We do not store full debit or credit card details ourselves. Payments are processed through MagicBooking and/or secure third-party payment providers.

Children Attending Horizon Kids Club

When your child attends Horizon Kids Club, we may process information such as parent/carer contact details, child details, health needs, allergies, medical information, SEND or additional support needs, attendance records and emergency contact details. This helps us plan, deliver and manage activities safely, responsibly and in line with our legal and safeguarding responsibilities.

Our Legal Grounds for Using Your Data

We only process your personal data when the law allows us to do so. This may be because we need the data to meet our legal obligations, because it is needed to provide our services, or because it is in our legitimate interests to operate our business effectively. Where none of these grounds apply, we will seek your consent and explain how you can withdraw it.

When you book a place for your child, we use the information you provide so we can manage your booking and safely deliver our holiday club services. We may also process information where necessary to meet legal, safeguarding, health and safety or insurance responsibilities, or to protect a child or adult in an emergency.

Information about allergies, medical needs, SEND or additional support needs may be treated as special category data. We only collect and use this where it is needed to keep children safe, provide appropriate support and respond properly in an emergency.

Sharing Your Information

We only share personal data where necessary and lawful. This may include sharing with:

  • Local authorities, safeguarding partners and regulators, where legally required
  • Emergency services, when needed to protect health or safety
  • Trusted third-party service providers who support our operations, such as DBS check providers
  • MagicBooking and payment processors who support registrations, bookings and payments
  • Training partners who deliver mandatory training

We always ensure appropriate agreements and safeguards are in place to protect your data.

We do not sell your data or share it for marketing without your explicit consent.

Cookies and Website Analytics

We use cookies and similar tracking technologies on our website to improve your browsing experience, analyse site traffic, and support marketing activities. This Cookie Policy explains what cookies we use, why we use them, and your choices regarding cookies.

Cookies are small text files stored on your device by your web browser when you visit a website. They help remember your preferences and improve your experience on the site. Some cookies are essential, while others help us understand how you use our services or support our marketing efforts.

Types of cookies we use

We use the following categories of cookies on our website:

  • Essential/Functional Cookies: Necessary for the website to function properly (e.g., login sessions, preferences).
  • Analytics Cookies: Help us understand how visitors use the site and improve our services.
  • Marketing Cookies: Used to track visitors across websites to display relevant ads and measure campaign effectiveness.
  • Social Media Cookies: Set by social media platforms when you interact with embedded content (e.g., sharing buttons).

 

Third-Party Cookies and Services

We use several third-party services that may set cookies when you visit our website. These include:

  • Google Analytics, Google Tag Manager, and Google Search Console for website analytics and performance monitoring.
  • GoHighLevel CRM and marketing tools for managing forms, chat widgets, and marketing promotions.
  • Social media embeds such as Facebook, LinkedIn, Instagram, TikTok, and YouTube.
  • Advertising platforms including Google Ads and Facebook Ads.
  • Hosting and website builder tools such as Elementor Pro.

Our website uses cookies to improve your browsing experience and to help us understand how visitors interact with our site. We use essential cookies to enable core functionality and analytics cookies (such as Google Analytics) to measure site usage. Before using any non-essential cookies, we will ask for your consent. You can manage your cookie preferences via your browser settings or through our cookie control tools.

How We Keep Your Data Safe

We take the security of your personal data seriously. We have physical and electronic safeguards in place to prevent unauthorised access, loss, or misuse. Paper records are stored securely in locked cabinets, and digital records are protected with password systems, encryption, and regular backups. Access is strictly limited to authorised staff members, all of whom receive training in data protection. We are proud to hold ISO 27001 certification, demonstrating our commitment to information security.

How Long We Keep Your Information

We retain personal data only as long as necessary to meet operational needs and legal requirements:

  • Recruitment and staff training records are retained for up to two years unless longer storage is authorised.
  • Parent/carer and child booking records may be retained for as long as needed for operational, safeguarding, legal, insurance and financial record-keeping purposes.
  • Some records, such as attendance, accident, incident, safeguarding, payment or complaint records, may need to be kept for longer where required by law, insurance, safeguarding or regulatory requirements.
  • Employee data is generally held for six years after employment ends.
  • Once data is no longer required, it is securely deleted or destroyed.

Your Rights

You have the right to:

  • Know how your data is used
  • Request access to your data
  • Ask for corrections or deletions
  • Restrict or object to processing in certain circumstances
  • Request transfer of your data to another organisation

To exercise these rights, please contact our DPO using the form on our website.

We aim to respond to valid data protection requests within one month, in line with data protection law.

Complaints

If you have concerns about how we handle your personal data, we encourage you to contact us directly using the Contact Us form on our website. We take complaints seriously and will respond promptly. If you remain dissatisfied with our response, you can lodge a complaint with the Information Commissioner’s Office (ICO) by visiting ico.org.uk/concerns or by calling 0303 123 1113.