We may process your personal data on the basis of more than one lawful grounds, depending on the specific purpose for which we are using your data. Please email us at hello@kidsclubhq.co.uk if you need details about the specific legal grounds we are relying on to process your personal data where more than one ground has been set out in the table below:
| Data | Purpose | Legal Basis for Processing | Retention Policy |
|---|---|---|---|
| Name | Book an appointment for a demonstration | Contractual | 1 year after the last contact |
| Email Address | Book an appointment for a demonstration | Contractual | 1 year after the last contact |
| Telephone Number | Book an appointment for a demonstration | Contractual | 1 year after the last contact |
| Organisation Name | Book an appointment for a demonstration | Contractual | 1 year after the last contact |
| Type of Clubs Run | Categorisation of prospects | 1 year after the last contact | |
| Questions for the demo | Book an appointment for a demonstration | 1 year after the last contact | |
| Where did you hear about KCHQ | Marketing information | 1 year after the last contact | |
| Name | Customers/prospects contact us | Legitimate Interest | 1 year after the last contact |
| Email Address | Customers/prospects contact us | Legitimate Interest | 1 year after the last contact |
| Organisation Name | Customers/prospects contact us | Legitimate Interest | 1 year after the last contact |
| Message | Customers/prospects contact us | 1 year after the last contact | |
| Name | Create a user account | Contractual | 1 year after the last contact if the do not become a customer 1 year after cancelling their Kids Club HQ account if they do become a customer |
| Email Address | Create a user account | Contractual | 1 year after the last contact if the do not become a customer 1 year after cancelling their Kids Club HQ account if they do become a customer |
| Telephone Number | For follow ups | Contractual | 1 year after the last contact if the do not become a customer 1 year after cancelling their Kids Club HQ account if they do become a customer |
| Organisation Name | Create a Kids Club HQ system | Contractual | 1 year after the last contact if the do not become a customer |
| Type of Organisation | Categorisation of trials/customers | 1 year after the last contact if the do not become a customer | |
| Organisation Website | Create a Kids Club HQ system | 1 year after the last contact if the do not become a customer | |
| Name | Provide support | Contractual | 1 year after cancelling their Kids Club HQ account |
| Title | Provide support | Contractual | 1 year after cancelling their Kids Club HQ account |
| Email Address | Provide support | Contractual | 1 year after cancelling their Kids Club HQ account |
| Twitter ID | Provide support | Contractual | 1 year after cancelling their Kids Club HQ account |
| Work Phone | Provide support | Contractual | 1 year after cancelling their Kids Club HQ account |
| Mobile Phone | Provide support | Contractual | 1 year after cancelling their Kids Club HQ account |
| Company | Provide support | Contractual | 1 year after cancelling their Kids Club HQ account |
| Name | Use of the Kids Club HQ system | Contractual | 1 year after cancelling their Kids Club HQ account |
| Email Address | Use of the Kids Club HQ system | Contractual | 1 year after cancelling their Kids Club HQ account |
| Organisation Name | Use of the Kids Club HQ system | Contractual | 1 year after cancelling their Kids Club HQ account |
| IP address | Use of the Kids Club HQ system | Contractual | 1 year after cancelling their Kids Club HQ account |
| Organisation Address | Use of the Kids Club HQ system | 1 year after cancelling their Kids Club HQ account | |
| Organisation Website | Use of the Kids Club HQ system | 1 year after cancelling their Kids Club HQ account | |
| Organisation Telephone Number | Use of the Kids Club HQ system | 1 year after cancelling their Kids Club HQ account | |
| First Name | Send emails to customers/prospects | Consent | 1 year after the last contact |
| Last Name | Send emails to customers/prospects | Consent | 1 year after the last contact |
| Email Address | Send emails to customers/prospects | Consent | 1 year after the last contact |
| Organisation Name | Send emails to customers/prospects | 1 year after the last contact | |
| First Name | Central repository of prospect/lead/customer data | Legitimate Interest | 1 year after the last contact or 1 year after cancelling the Kids Club HQ account if a customer |
| Last Name | Central repository of prospect/lead/customer data | Legitimate Interest | 1 year after the last contact or 1 year after cancelling the Kids Club HQ account if a customer |
| Email Address | Central repository of prospect/lead/customer data | Legitimate Interest | 1 year after the last contact or 1 year after cancelling the Kids Club HQ account if a customer |
| Telephone Number | Central repository of prospect/lead/customer data | Legitimate Interest | 1 year after the last contact or 1 year after cancelling the Kids Club HQ account if a customer |
| Organisation Name (Account) | Central repository of prospect/lead/customer data | Legitimate Interest | 1 year after the last contact or 1 year after cancelling the Kids Club HQ account if a customer |
| Organisation Website | Central repository of prospect/lead/customer data | 1 year after the last contact or 1 year after cancelling the Kids Club HQ account if a customer | |
| Organisation Name (Account) | Accounting | Contractual | 6 years after end of tax year in which relationship ended |
| First Name | Accounting | Contractual | 6 years after end of tax year in which relationship ended |
| Last Name | Accounting | Contractual | 6 years after end of tax year in which relationship ended |
| Email Address | Accounting | Contractual | 6 years after end of tax year in which relationship ended |
| Telephone Number | Accounting | Contractual | 6 years after end of tax year in which relationship ended |
| First Name | Communicate with existing customers | Contractual | 1 year after cancelling their Kids Club HQ account |
| Last Name | Communicate with existing customers | Contractual | 1 year after cancelling their Kids Club HQ account |
| Email Address | Communicate with existing customers | Contractual | 1 year after cancelling their Kids Club HQ account |
| Organisation Name | Communicate with existing customers | Contractual | 1 year after cancelling their Kids Club HQ account |
| Name | Communication, invoicing | Contractual | 2 years after end of tax year in which relationship ended |
| Email Address | Communication, invoicing | Contractual | 2 years after end of tax year in which relationship ended |
| Organisation Name | Communication, invoicing | Contractual | 2 years after end of tax year in which relationship ended |
| Address | Communication, invoicing | Contractual | 2 years after end of tax year in which relationship ended |
| Telephone Number | Communication, invoicing | Contractual | 2 years after end of tax year in which relationship ended |
| Bank Account Name | Communication, invoicing | Contractual | 2 years after end of tax year in which relationship ended |
| Bank Account Number | Communication, invoicing | Contractual | 2 years after end of tax year in which relationship ended |
| Bank Account Sort Code | Communication, invoicing | Contractual | 2 years after end of tax year in which relationship ended |
| Payment records | Regulatory retention of financial information | 2 years after end of tax year in which relationship ended |