Bookings and Policies

GDPR and Your Data:

Please see our Privacy Notice at the bottom of this page.



To use the club all children must be registered. Sessions are booked via the online booking system.


Advanced bookings can be paid for by childcare vouchers or online card payment through Scopay.  The booking window for the next half term opens approximately 2 weeks before the end of the current half term.

Payments are due before the end of the booking window.  They are charged at £9 for ASC and £4 for Breakfast.  Sibling discounts for ASC apply     



Ad hoc bookings can now also be booked via SCOPAY at least the day before. Please ensure these sessions are paid for at time of booking.   They are charged at £11 for ASC and £5 for Breakfast; there are no sibling discounts. 


Please try to book ASAP, we do try and accommodate all requests but some sessions are almost full.



Exchanges / Refunds: The club has a no refunds or exchanges policy. 

These rules are in place to help manage the administration of the payments, the staffing and overhead costs of the club and to keep the costs fair to all users.


Children that are not booked in will be refused.

Quick Reminders

  • Our Afterschool and Breakfast club values its strong culture of respect. Abusive or agressive behaviour  to staff, parents or children will not be tolerated and may impact your inclusion to the club.

  • Please keep your speed low and park considerately when driving into school. If club parents speed  or block the access of school staff then our priviledge to drive in for Breakfast Club drop off will be revoked for safety reasons.

  • Playground and outside equipment should not be used after pick up

  • Please collect your children promptly, we are not able to offer a "stay and play" facility for safeguarding reasons

  • The next booking window will open  2 weeks before the end of term/half term. You will be notified by email and notices in the club of the upcoming booking window dates.  If you are not on the club mailing list please let Debby or Lotty know.

  • There is a teacher communication form, should you need to get a message to your childs teacher, please ask for one

  • School is closed after 3:15, so ASC is not able to access classrooms to collect left items.

  • lastly, but certainly not least, Please feel free to talk to Debby or Lotty if you have any concerns

Hatch Ride ASC Privacy Notice - May 2018


Data Protection in the UK is changing in May 2018 and the new law gives individuals (you and me)

more rights over how information about them is stored and used by organisations (Hatch Ride After

School Club for example). In particular, organisations have to tell individuals what they are doing

with the information they are storing and using.


Your personal data – what is it?

Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s

possession or likely to come into such possession.


Who are we?

Hatch Ride After School Club is the data controller (contact details below). This means it decides how

your personal data is processed and for what purposes.

How do we process your personal data? Hatch Ride After School Club complies with its obligations

under GDPR by keeping personal data up to date; by storing and destroying it securely; by not

collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.


Sharing your personal data

Your personal data will be treated as strictly confidential, and will be shared only with appropriate members of Hatch Ride After School Club Staff /Committee. If the situation arises that we need to

share data with third parties outside of the club, we will only do so with your consent, unless there is a legal requirement on us eg: for Safeguarding reasons


What data do we hold and why.

The table below explains what we hold and the basis / reason for it.


How long do we keep your personal data ?

We keep your personal data for no longer than reasonably and legaly necessary and we only retain

your data for the purposes above.


Parents/Carers: Once you inform us that you no longer want to use After School Club , or once you have left the school, we will delete your information. We have a legal obligation to keep any

financial records for 7 years.


Staff: Once you have left us we will delete your contact information . We have a legal obligation to

keep any financial records for 7 years and HR records for 7 Years, unless subject to an exemption for legal reasons.


Your rights and your personal data

Unless subject to an exemption under the GDPR, you have the following rights with respect to your

personal data: -


  • The right to request a copy of your personal data which Hatch Ride After School Club holds about you;
  • The right to request that Hatch Ride After School Club corrects any personal data if it is found to be inaccurate or out of date;
  • The right to request your personal data is erased where it is no longer necessary for Hatch Ride After School Club to retain such data;
  • The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is put in place


Data Protection Officer - DPO

Please direct any Questions / Comments to the DPO







Legal Basis

Registration Form Details of the child

( inc key

medical information)

Used to

provide quality before and after

school care for the children of

Hatch Ride School and be aware

of any allergies or additional

needs in order to cater for them

This information ensures we

meet the Vital Interests ( for

case of allergies) of the

children attending the club

The forms are held securely

in a locked filing cabinet

Parent Contact Details

Parents contact details are taken

from the registration form and

held in the club email account

We have Consent from all

parents to use this email to

keep them informed of all

club changes and news.

Access to this information is

limited to key individuals

and is password protected.

Parent Contact Phone

Parents contact details are taken

from the registration form and on

the Club mobile phone ( Phone


This information is necessary

to enable us to contact the

parents in an emergency -

Vital interests of the child.

Access to this information is

limited to key individuals

and is password protected.



The sessions you require are help on the online booking system and are only visible to yourself and the club management.

This is to allow us to meet

our contractual obligations and create the registers for

the next half term.

Access to this information is

limited to key individuals

and controlled by password access to the system.

Staff Details

DBS status, Personal details, bank

account numbers , tax details etc

are held for staff

This ensures that all staff

hold a current DBS

certificate for safeguarding

reasons and also ensures we

meet our Contractual

obligations (Staff Pay/Tax)

Access to this information is

limited to key individuals

and is password protected.

Copyright © All Rights Reserved      Ofsted Registration Number EY260235