Privacy & your data

This page explains what personal information Leyland Playscheme collects, why we collect it, how it is kept safe and how long we keep it — for app users, volunteers, and parents and guardians.

1. Who we are

Leyland & Samlesbury Play Scheme ("Leyland Playscheme", "we") is the data controller for the personal information described on this page. If you have any questions about your data, contact us at pdm@playscheme.org.

2. App users

Our mobile app is the main interface for our staff and participant management system. When you register for an account we collect your email address and a password you choose.

• Security and storage — your password is never stored in plain text: it is hashed and encrypted. All app data is hosted in a secure data centre located in England.
• Data integration — your app identity acts as a digital key that links your login to your volunteer or parental records.
• Call log access (Android) — with your permission, the app reads phone state and the call log solely to identify incoming callers by matching the number against Playscheme contacts. The number is not stored, sold or shared, and the feature is optional and opt-in.
• Retention — if an account remains inactive for 24 months, or on request, the digital identity is securely purged.

3. Volunteers

We hold contact details, emergency contacts, DBS status and any health information you choose to share with us for your safety on scheme.

With your explicit in-app consent, we can share a one-time location check-in with authorised leadership staff when they request it during your working hours on a playscheme day. Each request requires you to actively tap Share — the app never tracks your location continuously or in the background. Location fixes are visible only to authorised leadership and administrative users, are never shared with third parties, and are automatically deleted after 30 days. You can withdraw consent at any time in Settings → Security.

• Legal basis — contract, and legal obligation under safeguarding law.
• Access — restricted to Scheme Managers only.
• Retention — records relating to child protection must be kept for at least 10 years under our statutory safeguarding duties.

4. Parents & guardians

When you register a child we collect the registration details, medical requirements and emergency contact information.

• Legal basis — legal obligation and vital interests.
• Storage — all child records are stored in secure, encrypted UK data centres.
• Retention — we have a legal obligation to retain child registration data until the child reaches their 25th birthday.

5. Cookies & local storage

This website sets no advertising or analytics cookies and runs no tracking scripts. The only browser storage we use is strictly necessary — keeping you signed in to the parent and volunteer portals. Embedded videos are served through YouTube's privacy-enhanced player and load nothing from YouTube until you press play.

6. Your rights

Under UK data protection law you have the right to access, rectify, restrict or object to the processing of your data, and in many cases to have it deleted. To exercise any of these rights, email pdm@playscheme.org. If you are unhappy with how we have handled your data, you have the right to complain to the Information Commissioner's Office at ico.org.uk.

To ask for your data to be deleted, use the form below, or email pdm@playscheme.org from your registered address. We will confirm what we can delete and act promptly; some records must be kept to meet the safeguarding retention periods above.