This policy explains how personal information is collected, stored, and used in line with guidance from the Information Commissioner's Office. We are committed to protecting your personal data and respecting your privacy.

The terms ‘we/us/our’ are used in reference to anyone working on behalf of BloomQuest Educational Psychology Services to deliver the Little Feelings Club group.

1. Who we are (Data Controller)

Little Feelings Club is run by Dr Catherine Ardern, sole trader, trading as BloomQuest Educational Psychology Services.

As the Data Controller, I am responsible for deciding how your personal information is collected, used and stored.

Name: Dr Catherine Ardern

Business location: York. UK
Email: Littlefeelingsclubuk@gmail.com

Website: www.littlefeelingsclub.org.uk

Booking system: Book That In (third‑party booking provider).

 2. What information is collected

When you register for classes, make an enquiry, use our website, or join our community, we may collect:

•   Parent/carer name

•   Child’s name and age

•   Contact details (email and phone number)

•   Emergency contact details

•   Relevant medical and allergy information

•   Booking and attendance information

•   Payment information (processed securely via third‑party providers)

•   Photo/video consent preferences

•   Marketing preferences

•   Website usage data (e.g., pages visited, form submissions, cookies essential for site functionality).

Book That In acts as a data processor on our behalf for bookings and payments.

We do not use analytics cookies or tracking tools on our website.

 3. Why this information is collected

Where we process medical or allergy information, this is special category data. We process this under Article 9(2)(c) (vital interests) and/or Article 9(2)(a) (explicit consent).

Where we rely on legitimate interests, we ensure our interests do not override your rights and freedoms.

You can withdraw consent at any time.

4. How your data is stored

Your information is stored securely in password‑protected digital files and systems. Only the group facilitator and the owner of BloomQuest Educational Psychology Services have access.

We also use:

•       Book That In for managing bookings, attendance, and payments

•       Google Sites for hosting our website

•       Email providers

•       Payment processors

•       WhatsApp (Meta) for optional group communication.

Some providers may store data outside the UK. Where data is transferred outside the UK, we ensure appropriate safeguards are in place, such as adequacy regulations or Standard Contractual Clauses.

5. Who we share your data with

We do not sell or share your data with third parties for marketing.

We may share your data with:

•       Email or communication platforms (e.g., WhatsApp)

•       Payment processors

•       IT or cloud storage providers

•       Book That In (for bookings and payments)

•       Website hosting providers.

We will only share information when necessary for running the group or where you have given consent.

We may also share information if:

•       There is a safeguarding concern, or

•       We are required to do so by law.

6. How long we keep your data

•       Booking and financial records: up to 7 years (legal requirement)

•       Enquiry data: up to 12 months

•       Medical/emergency information: deleted within 3 months of your final session

•       Marketing data: until you withdraw consent

•       Photos/videos: until consent is withdrawn. Some images used on our website or promotional materials may be kept for longer-term use unless you withdraw consent

•       Website form submissions: up to 12 months unless part of a booking record.

7. Your rights

You have the right to:

•       Access the personal data we hold about you

•       Ask us to correct inaccurate information

•       Request deletion of your data (where appropriate)

•       Restrict or object to processing

•       Request transfer of your data (data portability)

•       Withdraw consent at any time.

To exercise your rights, contact: Dr Catherine Ardern – BloomQuest Educational Psychology Services.

8. Complaints

If you are unhappy with how your data is handled, please contact us first so we can put things right. You also have the right to complain to the Information Commissioner’s Office (ICO): www.ico.org.uk

9. Data breaches

If a data breach occurs that risks your rights or freedoms, we will notify you and the ICO as required by law.

10. Review of this policy

This policy is reviewed annually.
Last reviewed: 01.10.2026
Next review due: October 2027