Privacy Policy

Wootzoo Customer Privacy Notice

This privacy notice tells you what to expect us to do with your personal information.

Contact Details

Post

Workbench Office Wales, Unit 14, Neptune Court, Vanguard Way, CARDIFF, CF24 5PJ, GB

Email

[email protected]

What Information We Collect, Use, and Why

We collect or use the following information to provide services and goods, including delivery:

  • Names and contact details
  • Addresses
  • Date of birth
  • Purchase or account history
  • Payment details (including card or bank information for transfers and direct debits)
  • Health information (including dietary requirements, allergies and health conditions)
  • Health and safety information
  • Website user information (including user journeys and cookie tracking)
  • Photographs or video recordings

We also collect or use the following information to provide services and goods, including delivery:

  • Racial or ethnic origin
  • Religious or philosophical beliefs
  • Health information

We collect or use the following information for the operation of customer accounts and guarantees:

  • Names and contact details
  • Addresses
  • Payment details (including card or bank information for transfers and direct debits)
  • Purchase history
  • Account information, including registration details
  • Information used for security purposes
  • Marketing preferences

We collect or use the following information for service updates or marketing purposes:

  • Names and contact details
  • Addresses
  • Marketing preferences
  • Location data
  • Purchase or viewing history
  • IP addresses
  • Website and app user journey information

We collect or use the following information to comply with legal requirements:

  • Name
  • Contact information
  • Financial transaction information

Lawful Bases

Our lawful bases for collecting or using personal information to provide services and goods are:

  • Consent
  • Contract
  • Legal obligation
  • Legitimate interest:

    We collect personal information about allergies, dietary preferences and any relevant health conditions so that activity and childcare providers can provide their services safely and fully informed. Other personal information collected enables parents and guardians to book their child/children into childcare and/or activities.

  • Vital interests

Our lawful bases for collecting or using personal information for the operation of customer accounts and guarantees are:

  • Consent
  • Contract

Our lawful bases for collecting or using personal information for service updates or marketing purposes are:

  • Consent
  • Contract
  • Legitimate interest:

    For time to time we may need to contact users to inform them of any system updates which could affect their experience of using the platform.

Our lawful bases for collecting or using personal information for legal requirements are:

  • Consent
  • Contract
  • Legal obligation

Where We Get Personal Information From

People directly

How Long We Keep Information

Record Retention Period Statutory Authority
Accident books, accident records/reports 3 years from the date of the last entry (or, if the accident involves a child/ young adult, then until that person reaches the age of 21). The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR) (SI 1995/3163) as amended, and Limitation Act 1980. Special rules apply concerning incidents involving hazardous substances (see below).
Accounting records 3 years for private companies, 6 years for public limited companies Section 221 of the Companies Act 1985 as modified by the Companies Acts 1989 and 2006
Records relating to children and young adults Until the child/young adult reaches the age of 21 Limitation Act 1980

Recommended Period for Keeping Records (when there is no statutory period)

Record Recommended Retention Period
Personnel files and training records (including disciplinary records and working time records) 6 years after employment ceases
Senior executives' records (that is, those on a senior management team or their equivalents) permanently for historical purposes

Who We Share Information With

Data Processors

Digital Ocean

This data processor does the following activities for us: They host our website. No payment information (card details etc) is held on the server as this is encrypted via third party secure payment platforms (Stripe and Go Cardless).

Others We Share Personal Information With

Other relevant third parties:

When customers register and book activities through the Wootzoo platform their names, contact information, and any relevant details about allergies, diet or medical conditions are passed to the provider to manage the booking. The customer is prompted to give consent to this on booking. Each activity provider and childcare provider should also have their own privacy policy which should be available on request.

Your Data Protection Rights

Under data protection law, you have rights including:

  • Your right of access - You have the right to ask us for copies of your personal data.
  • Your right to rectification - You have the right to ask us to rectify personal data you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
  • Your right to erasure - You have the right to ask us to erase your personal data in certain circumstances.
  • Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal data in certain circumstances.
  • Your right to object to processing - You have the right to object to the processing of your personal data in certain circumstances.
  • Your right to data portability - You have the right to ask that we transfer the personal data you gave us to another organisation, or to you, in certain circumstances.
  • Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent.

You don’t usually need to pay a fee to exercise your rights. If you make a request, we have one calendar month to respond to you. To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

How to Complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint