Privacy Policy

Joined-up Solutions Ltd (incorporated and registered in England and Wales with company number 05335754 whose registered office is at 73 The Crescent, Earley, Reading, RG6 7NW (‘Kids Club HQ’) takes your privacy very seriously. We ask that you read this privacy policy carefully as it contains important information about what to expect when Kids Club HQ collects personal information about you and how Kids Club HQ will use your personal data.

This policy applies to information we collect about:

  • visitors to our website;

  • people who register for our Services and

  • information you supply as part of a booking for a club

Kids Club HQ are registered with the Data Protection Act 1998 under the number ZA159194.


Through our Services, Kids Club HQ provides a means for registered users who are childcare providers, charitable organisations and organisations that run out of school clubs (“Organisations”) to provide an online process for users who wish to book children into the Organisations clubs (“Parents and Carers”). We refer to Organisations, Parents and Carers and other visitors and browsers of the Services collectively as “Users” or “you.”

The information we collect about you

When you do business with us OR register for our Services we may collect the following personal information from you:

  • Name; and

  • postal address, email address, telephone number, credit card number and expiry date as required

When making a booking for a club using our Services, we may collect information about you and the child(ren) you make a booking for including, but not limited to:

  • Name, date of birth, gender, school

  • Emergency contact information,

  • Medical conditions,

  • Doctors details,

  • Dietary requirements and food allergies,

  • Behavioural problems

  • Special Educational Needs and Disabilities (SEND)

How we will use the information about you

Kids Club HQ gathers this information to allow it to process your registration, process any orders you may make, and to provide the Services requested. The relevant information is then used by Kids Club HQ, its agents and/or sub-contractors to communicate with you on any matter relating to the conduct of your account and the provision of the Services or as required in general. If agreed by you, Kids Club HQ may also contact you about other products and services it thinks may be of interest to you.

Personal information and information entered while making a booking, including information about child(ren) the booking is made for, will be confidentially passed onto the childcare providers you register with.  This information is required by the childcare provider to provide the service to you. The childcare providers may also need to contact you, specified emergency contacts, relatives or doctors in case of emergency. The childcare providers will hold and process this data in accordance with their own privacy and/or data protection policies and you are advised to check the terms of these before you register. Kids Club HQ are not responsible for the childcare providers use of your data.

Kids Club HQ may also use aggregate information and statistics for the purposes of monitoring website usage in order to help it to develop its website and the Services.


Kids Club HQ may also wish to provide you with information about special features of its website or any other service or products which may be of interest to you. If you would rather not receive this information, please unsubscribe using the link in the email. If you agree to us providing you with marketing information, you can always opt out at a later date.

Our use of cookies and other information-gathering technologies

Cookies are text files placed on your computer to collect standard Internet log information and visitor behaviour information. The information is used to track visitor use of the website and to compile statistical reports on website activity. You can set your browser not to accept cookies but, in a few cases some of the website features may not function if you remove cookies from your browser.

How we protect your information

Kids Club HQ have put in place the following security procedures and technical and organisational measures to safeguard your personal information:

  • All coding is done with security in mind and tested for known (ie OWASP top 10) threats.

  • Access to production servers by Kids Club HQ staff is limited to just those who need access to perform their responsibilities. Strong passwords are required for all accounts.

  • The OS and installed services are hardened and patched to keep the systems defences up to date. Servers are protected by firewalls.

  • TLS is used to encrypt all communications between you and our Services.

Kids Club HQ will use its reasonable efforts to safeguard your personal information. However, you should be aware that the use of the Internet is not entirely secure and for this reason Kids Club HQ cannot guarantee the security or integrity of any personal information which is transferred from you or to you via the Internet.

Overseas transfers

The information you provide may be transferred to countries outside the European Economic Area (‘EEA’) that do not have similar protections in place regarding your data and restrictions on its use as set out in this policy. However, Kids Club HQ will take reasonable steps to ensure adequate protections are in place to ensure the security of your information. The EEA comprises the EU member states plus Norway, Iceland and Liechtenstein. By submitting your information you consent to these transfers for the purposes specified above.

Access to your information and updating and correcting your information

You have the right to request a copy of the information that Kids Club HQ holds about you. If you would like a copy of some or all of your personal information, please send an email to or send a letter to Kids Club HQ’s registered office. Kids Club HQ may make a small charge for this service.

We want to ensure that your personal information is accurate and up to date. If any of the information that you have provided to Kids Club HQ changes, for example if you change your email address, name or payment details, or if you wish to cancel your registration, please provide the correct details by sending an email to or by sending a letter to Kids Club HQ’s registered office. You may ask Kids Club HQ, or Kids Club HQ may ask you, to correct information you or Kids Club HQ think is inaccurate, and you may also ask Kids Club HQ to remove information which is inaccurate.

Sale of business

If Kids Club HQ’s business is sold or integrated with another business your details may be disclosed to Kids Club HQ’s advisers and any prospective purchasers and their advisers and will be passed on to the new owners of the business.

By submitting your personal information you consent to the use of that information as set out in this policy.

Changes to privacy policy

Kids Club HQ keeps its privacy policy under regular review. If Kids Club HQ changes its privacy policy, the change will posted on this page, and Kids Club HQ will place notices on other pages of the website, so that you may be aware of the information Kids Club HQ collects and how it is use at all times.

How to contact Kids Club HQ

Kids Club HQ welcomes your views about our website and our privacy policy. If you would like to contact us with any queries or comments please send an email to or send a letter to Kids Club HQ’s registered office.

Kids Club HQ’s website contains links to other websites. This privacy policy only applies to this website so when you link to other websites you should read their own privacy policies.

Last modified: November 30th 2016