Privacy Policy

How Fun Explorers London collects, uses, and protects your personal information — written in plain English.

The short version: Fun Explorers London only collects the personal information it genuinely needs to run its service. We do not sell data, share it with advertisers, or use it for anything beyond what is described in this policy. If you have a question or want to see or delete your data, email us and we will respond within one month.

Who We Are

Fun Explorers London is a world cultures after-school enrichment programme for primary school children, operated by Fun Clubs London Limited under licence from Fun Explorers Club founder Michael Meachum.

Data Controller	Fun Clubs London Limited
Company Number	17308078
Registered Address	90 Langton Way, Blackheath, London SE3 7JU
Contact	hello@funexplorerslondon.com · 07467 607636
Data Protection contact	Simon Ford, Director · simon.ford@funexplorerslondon.com

For the purposes of UK GDPR and the Data Protection Act 2018, Fun Clubs London Limited is the data controller for all personal data collected through this website and through the delivery of the Fun Explorers programme.

What Personal Data We Collect

We collect different types of personal information depending on how you interact with us. We only ever collect what we actually need.

Website contact form

When you submit an enquiry through our website contact form, we collect:

Your name
Your email address
Your phone number (if you provide it)
Your message or enquiry
Your role or organisation (if you indicate it)

School and local authority contacts

When a headteacher, school business manager, or local authority officer contacts us directly or we contact them, we collect:

Name and job title
Work email address and phone number
School or organisation name and address
Any information shared in the course of our conversations

Parent and family bookings (via Pebble)

When parents book Fun Explorers sessions, booking and payment is handled through Pebble, a third-party childcare booking platform. Pebble acts as a data processor on our behalf and is subject to its own privacy policy. We receive from Pebble:

Parent or guardian name and contact details
Child name, age, and year group
Dietary requirements and food allergen information
Medical conditions or SEND information relevant to session delivery
Emergency contact details

Technical data

Like most websites, our server may log your IP address and basic browser information when you visit. We do not use tracking cookies, analytics services, or third-party advertising tools. No cookies are set beyond those technically necessary for the site to function.

Why We Collect It — Our Lawful Bases

UK GDPR requires us to have a lawful basis for every type of processing. The table below sets this out clearly.

Purpose	Data used	Lawful basis
Responding to website enquiries	Name, email, message	Legitimate interests — responding to a direct enquiry from you
Setting up and delivering Fun Explorers sessions at a school	School contact details, programme details	Contract — necessary to perform the services agreed with the school
Managing parent bookings and session administration	Parent and child details via Pebble	Contract — necessary to deliver the booked session
Managing child allergen information and medical needs	Allergen and medical data	Vital interests — necessary to protect the child’s health and safety during sessions; and/or legal obligation under food safety regulations
Safeguarding — recording and responding to concerns	Child and family data relevant to a concern	Legal obligation and vital interests — statutory safeguarding duties under the Children Act 1989 and 2004
Contacting local authority officers about our provider application	LA officer name, work email, job title	Legitimate interests — promoting our service to relevant professional contacts in the course of our business
Maintaining records for legal and accounting purposes	Contact and financial data	Legal obligation — Companies Act and HMRC requirements

We do not use your personal data for automated decision-making or profiling.

How Long We Keep Your Data

Type of data	Retention period	Reason
Website enquiries (no booking made)	12 months from last contact	In case you return to the conversation; deleted after that
School and LA contact records	Duration of the relationship + 3 years	Legitimate business records; Companies Act requirements
Parent and child booking records	3 years after the last session	Legal and contractual requirements; insurance purposes
Allergen and medical information	Duration of the child’s enrolment + 1 year	Health and safety; deleted once no longer needed for active sessions
Safeguarding records	Until the child’s 25th birthday	Statutory requirement under safeguarding guidance (Working Together 2023)
Financial and accounting records	7 years	HMRC requirement

Who We Share Your Data With

We do not sell personal data. We do not share it with advertisers. We share it only in the following limited circumstances:

Pebble (booking platform)

Parent bookings are processed through Pebble, which acts as a data processor on our behalf under a formal data processing agreement. Pebble is a UK-based company subject to UK GDPR. Their privacy policy is available at bookpebble.co.uk.

Host schools

We share the relevant details of enrolled children (name, year group, allergens, medical information) with the club leader assigned to that school, and with the school’s designated safeguarding lead and office where relevant to delivery or safeguarding.

Staffing agencies

We work with Uniform Education and other specialist education staffing agencies to recruit club leaders. We share session and school details with these agencies to facilitate recruitment. We do not share child or parent data with staffing agencies.

Statutory authorities

We will share personal data with children’s social care, the police, the LADO, or the ICO where we are legally required to do so — for example, in the course of a safeguarding referral or a data protection investigation. We will not seek consent before doing so where seeking consent might place a child at risk.

Professional advisers

Our accountant and any legal advisers we consult may see limited personal data in the course of their work. All are subject to professional confidentiality obligations. We do not transfer personal data outside the United Kingdom. If this changes, we will update this policy and implement the appropriate safeguards required under UK GDPR.

Your Rights

Under UK GDPR and the Data Protection Act 2018, you have the following rights in relation to your personal data:

Right of access

You can ask us what personal data we hold about you and receive a copy of it. We will respond within one month.

Right to rectification

If any information we hold about you is inaccurate or incomplete, you can ask us to correct it.

Right to erasure

In certain circumstances you can ask us to delete your data. We will comply unless we have a legal obligation to retain it.

Right to restrict processing

You can ask us to pause our use of your data while a concern is resolved.

Right to data portability

Where processing is based on consent or contract, you can ask for your data in a structured, machine-readable format.

Right to object

You can object to processing based on legitimate interests. We will stop unless we can demonstrate compelling grounds to continue.

To exercise any of these rights, email simon.ford@funexplorerslondon.com with your request. We will respond within one calendar month. We may ask you to verify your identity before acting on a request.

We will not charge a fee for handling your request unless it is manifestly unfounded or excessive.

Right to complain: If you are unhappy with how we have handled your personal data, you have the right to complain to the Information Commissioner’s Office (ICO), the UK’s data protection regulator. You can contact the ICO at ico.org.uk/make-a-complaint or by calling 0303 123 1113. We would always appreciate the opportunity to address your concern directly first.

Cookies

This website does not use tracking cookies, analytics cookies, or advertising cookies. We do not use Google Analytics, Meta Pixel, or any similar third-party tracking service.

The only cookies that may be set are those that are strictly necessary for the website to function — for example, a session cookie if you submit the contact form. These do not track you across websites and are deleted when you close your browser. You do not need to consent to these under UK PECR regulations.

If we add any tracking or analytics tools in the future, we will update this section and obtain your consent before setting non-essential cookies.

How We Protect Your Data

We take appropriate technical and organisational measures to keep your personal data secure, including:

Email communications handled through secured, password-protected business email accounts
Physical documents containing personal data stored securely and accessible only to authorised personnel
Child and session data shared only with the specific club leader assigned to that school, and with the host school’s relevant staff on a need-to-know basis
Allergen and medical data checked before every session and not retained on portable devices beyond the session itself
Any data processor we engage (including Pebble) is subject to a written data processing agreement confirming UK GDPR compliance

In the event of a personal data breach that is likely to result in a risk to your rights and freedoms, we will notify the ICO within 72 hours of becoming aware of it, and notify affected individuals without undue delay where the breach is likely to result in a high risk to them.

Children’s Personal Data

Fun Explorers London works with children aged 5–11. We take our responsibilities regarding children’s personal data with particular seriousness.

We collect children’s data only for the purpose of delivering sessions safely — name, year group, allergens, medical information, and emergency contacts. We do not use children’s data for marketing, profiling, or any purpose beyond safe session delivery and safeguarding.

Consent for collecting children’s data is given by the parent or guardian at the point of booking via Pebble. Parents can request access to, correction of, or deletion of their child’s data at any time by contacting us.

This website is not directed at children. Children are not expected to use this website or submit personal data through it.

Changes to This Policy

We will update this policy when our processing activities change — for example, when we add new services, use a new booking platform, or when data protection law is updated. The current version is always available at this URL. The effective date at the top of the policy shows when it was last revised.

This policy has been prepared in accordance with UK GDPR, the Data Protection Act 2018, and the Data (Use and Access) Act 2025, which received Royal Assent on 19 June 2025. We will review it annually and following any material changes to our operations or applicable law.

Contact Us

Fun Clubs London Limited · Co. No. 17308078

90 Langton Way, Blackheath, London SE3 7JU

simon.ford@funexplorerslondon.com

07467 607636

We will respond to all data protection enquiries within one calendar month.