Macademia Ltd – Privacy Policy

Last updated: January 2026

Macademia Ltd (“we”, “our”, “us”) is committed to protecting your privacy and handling personal data responsibly, transparently, and in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This Privacy Policy explains what personal data we collect, how we use it, how we store it, and your rights when you interact with Macademia — including bookings, sessions, workshops, events, communications, and safeguarding processes.

1. Who We Are

Macademia Ltd
Registered in England & Wales
Registered Office: 702 Moor Road, Nottingham, NG6 8TD
info@macademia.co.uk
www.macademia.co.uk

Macademia Ltd operates as a creative education club and enrichment provider. We are not a school, alternative provision provider, SEND provider, or registered childcare provider.

2. What Information We Collect

2.1 Parents & Guardians

We may collect:
• Full name
• Email address
• Phone number
• Postal address
• Booking and payment information (processed via secure third-party providers)
• Communication history and preferences

2.2 Children & Young People (provided by parents/guardians)

With parental consent, we may collect:
• Child’s full name, age, and date of birth
• Emergency contact details
• Medical information, allergies, or additional needs (for safeguarding and safety only)
• Collection permissions and consent information
• Photographs or creative work (only where consent is given)

3. How We Collect Information

Personal data is collected through:
• Our online booking system (Magic Booking)
• Email or written communication
• In-person forms (used rarely and securely stored)

All required consents (including medical, safeguarding, photography, and collection permissions) are collected at the point of booking via Magic Booking.

4. How We Use Your Information

We use personal data only where necessary and proportionate, including to:
• Process bookings, payments, refunds, and attendance
• Communicate session information, changes, or cancellations
• Ensure the safety and wellbeing of children during sessions
• Meet safeguarding, insurance, and legal obligations
• Respond to enquiries or feedback
• Send optional updates about future sessions only where you have opted in

We do not sell, rent, or trade personal data.

5. Lawful Basis for Processing

We process personal data under the following lawful bases:
• Contractual necessity – to deliver sessions you have booked
• Legal obligation – safeguarding, health & safety, insurance, and record keeping
• Consent – photography, media use, and marketing communications
• Legitimate interests – operational communication and service improvement

6. Safeguarding & Sensitive Data

Some data (e.g. medical information, behavioural information, safeguarding concerns) is classified as special category data.

This data is:
• Collected only where necessary
• Used solely to ensure participant safety and welfare
• Accessed only by authorised staff (Designated Safeguarding Leads where relevant)
• Handled in line with our Safeguarding & Child Protection Policy

7. Data Storage & Security

We take appropriate technical and organisational measures to protect your data:
• Digital data is stored securely using encrypted systems (including Google Workspace and Magic Booking)
• Access is restricted to authorised Macademia team members only
• Paper records (where used) are stored securely and destroyed safely when no longer required

Data Retention

• Booking and financial records: up to 7 years
• Safeguarding records: retained in line with statutory guidance
• Marketing data: until consent is withdrawn

8. Sharing Your Information

We only share personal data where necessary and lawful, including:
• With trusted service providers (e.g. booking systems, payment processors)
• With safeguarding agencies or emergency services where a child’s safety is at risk
• Where legally required by law enforcement or regulatory bodies

All third parties are required to comply with UK GDPR.

9. Photography, Artwork & Media

We may occasionally take photographs or display creative work to celebrate activity at Macademia.

• Media is used only with prior parental consent
• Consent is collected via the booking system
• Images will never include personal or sensitive identifying details
• Consent may be withdrawn at any time by contacting us

10. Your Rights

Under UK GDPR, you have the right to:
• Access the personal data we hold about you
• Request correction of inaccurate data
• Request deletion of data (where legally permissible)
• Withdraw consent at any time
• Request data portability
• Lodge a complaint with the Information Commissioner’s Office (ICO)

To exercise your rights, email: info@macademia.co.uk

11. Cookies & Website Use

Our website may use cookies to:
• Improve functionality
• Analyse site traffic

You can manage or disable cookies through your browser settings.

12. Policy Updates

This Privacy Policy is reviewed regularly and updated as required. The most current version will always be published on our website.

13. Contact Us

If you have any questions about this Privacy Policy or how we handle personal data, please contact:
info@macademia.co.uk