Privacy Policy

Evergreen Kids Ltd is a children's holiday camp based in Herne Hill, South London. We are registered with Ofsted (URN 2817302) and run during school holidays for children from Reception to Year 3.

We are the data controller for the personal information we hold about you and your child, which means we are responsible for deciding how it is held and used.

• Company: Evergreen Kids Ltd
• Directors: Bradley Clay and Emma Clay
• Address: Herne Hill School, 127 Herne Hill, London SE24 9LY
• Email: info@evergreenkids.co.uk
• Phone: 07411 625794

We handle your data under the UK General Data Protection Regulation and the Data Protection Act 2018.

About you

• Name, email address, phone numbers and postal address
• Emergency contact details and the names of anyone authorised to collect your child
• Payment information, handled by Stripe. We never see or store your full card details.

About your child

• Name, date of birth and school
• Allergies, medical conditions, dietary requirements and medication details
• Special educational needs or additional support requirements
• Photography and video consent preference
• Dates booked, attendance, and early drop off or late pick up selections

If you use our website or apps

• Your email address, if you join our mailing list or start a free trial of one of our learning apps
• Anything you type into our contact form or our website chatbot
• Cookie and usage data (see section 08)

The law requires us to have a lawful basis for each thing we do with your data. Ours are:

• Contract. To take your booking, process payment, communicate about your child's place, and deliver the camp you have paid for.
• Legal obligation. To meet Ofsted requirements, safeguarding duties, health and safety law, and tax and financial reporting.
• Legitimate interests. To keep camp safe and well run, respond to enquiries, and keep proper internal records.
• Consent. For marketing emails and for photographing or filming your child. You can withdraw either at any time.

Children's data needs a higher level of protection and we treat it that way. We collect only what is needed to run a safe camp, and we collect it from you, never from your child.

We do not knowingly collect personal data from children through our website or our apps. All booking and communication is with parents and carers.

Like most small businesses, we use specialist companies to run the parts of the service we should not be running ourselves. That is a deliberate choice about safety, not convenience. A company that does nothing but process payments will look after your card details far better than a holiday camp ever could, and the same goes for the rest. Here is who does what, in plain English.

• Stripe takes the payment when you book. They are one of the largest payment companies in the world, used by millions of businesses. Your card details go straight to them and never touch our computers, which means we cannot lose them.
• Squarespace runs our website and the booking checkout.
• Supabase is the secure database behind our parent portal, where your booking details, your child's name and date of birth, and any allergies are stored so staff can see them when they need to.
• Vercel is the hosting company that serves our parent portal and our two learning apps to your browser.
• MailerLite sends our emails. If you have subscribed, they hold your name and email address, and nothing else.
• Google Workspace is our email and our document storage, the same Google products used by most schools.
• Chatbase powers the little chat window on our website. If you type into it, they process what you have typed so it can answer you.
• OpenAI generates the worksheets and the artwork inside our learning apps. See section 06 for exactly what is sent.

If any of those names are unfamiliar, that is completely normal. They are the plumbing behind a very large share of the websites you already use. We have named them rather than hiding behind a phrase like "our trusted partners" because we would rather you knew.

We may also have to share information with Ofsted, local authority safeguarding teams, HMRC or other regulators, and the emergency services, where the law requires it or where a child's safety demands it.

Some of these providers process data outside the UK. Where they do, the transfer is covered by the safeguards the law requires, such as UK approved standard contractual clauses.

We run two learning apps, Evergreen Wildkin and the Reading Workshop. They work differently from camp bookings, so they get their own section.

• Your child's progress stays on your device. Scores, unlocked content and purchase records are stored in your browser, not on our servers. Clearing your browser data or switching device will clear them.
• Free trials ask for your email address once. That address goes to MailerLite so we can tell you about new features and offers. You can unsubscribe from any email we send.
• The Reading Workshop sends your child's first name to OpenAI. It is used to write your child into the story on their worksheet. If you would rather it was not sent, put any name you like in the box, or leave it blank.
• Evergreen Wildkin sends no personal data to OpenAI. The artwork is generated from your child's in game progress only.
• Payment is handled by Stripe, exactly as it is for camp.

Our staff take photos and short videos during camp, and we use them to make daily recap videos on our Instagram account so families can see what their children have been up to.

We ask for your consent when you book and we record your answer. Children whose parents have not given consent are not included in anything we publish.

You can change your mind at any time by emailing us. If you withdraw consent we will leave your child out of everything from that point on, and we will make reasonable efforts to remove anything already published, though we cannot guarantee removal once something has been shared onward by someone else.

Photos and videos are never sold or given to anyone else for their own marketing.

Our website uses cookies. Some are essential to make the site and the booking checkout work. Others help us understand how the site is used, through Squarespace's built in analytics. Our chatbot and any embedded content may set their own.

You can manage cookies through your browser settings, though turning some off will stop parts of the site working.

• Booking and attendance records · six years from your last booking, to meet financial and tax requirements.
• Safeguarding records · at least 25 years, or until the child reaches 25, whichever is longer, in line with statutory guidance.
• Allergy and medical information · deleted within 12 months of your child's last day with us, unless there is a legal or safeguarding reason to keep it.
• Mailing list · until you unsubscribe.
• Payment records · held by Stripe under their own retention rules. We hold no card details.

When we no longer need something, we delete it securely or strip out anything that identifies you.

You can ask us to:

• Give you a copy of what we hold about you or your child
• Correct anything that is wrong or incomplete
• Delete it, where we are not required to keep it for legal or safeguarding reasons
• Limit what we do with it
• Send it to you in a machine readable format so you can take it elsewhere
• Stop processing it where we have relied on legitimate interests, and stop marketing to you at any time
• Withdraw a consent you have given, such as photo consent. Withdrawing does not undo anything done before you withdrew.

Email info@evergreenkids.co.uk and we will respond within one month.

We update this page when our services or the law change. Anything significant we will tell you about by email or on the website. The date at the top shows when it last changed.