This notice explains how we collect and use the personal information you give us when you complete the enquiry form for the VirtX Game Summer Camp, and what your rights are. Please read it before submitting the form. If anything is unclear, contact us at hello@virtx.uk.
1. Who we are
VirtX Ltd is the data controller for the information you provide. We are a company registered in England & Wales (Company No. 15242529). Our registered address is 111 Union Street, Coventry, CV1 2NT. We are registered with the Information Commissioner's Office under registration number ZC185906.
2. What information we collect
Through the camp enquiry form we collect:
- Your name and email address, and, if you choose WhatsApp as your contact method, your WhatsApp number.
- How many children you are registering and which age group(s) they fall into (for example 8 to 9). We do not collect your child's name at this stage.
- How long your child can comfortably manage in a session, the country you are registering from, how you heard about the camp, and how you would prefer us to contact you.
- The fact and date of your consent to be contacted.
We only ask for what we need to send you the brochure and manage your interest in the camp, and we ask for a phone number only if you choose WhatsApp.
3. Why we use it, and our lawful basis
We use your information to:
- Send you the camp brochure and respond to your enquiry, on the basis of your consent.
- Invite you to the parent/guardian orientation and, if you proceed, manage your child's place, on the basis of our legitimate interest in running the camp and taking steps toward a place you've asked about.
- Meet our safeguarding and legal obligations, on the basis of legal obligation and the protection of children.
Where we rely on consent, you can withdraw it at any time (see Your rights). Withdrawing consent won't affect anything we did before you withdrew it.
4. Children's information
We take particular care with information about your child. At this enquiry stage we do not collect your child's name. We only ask which age group they fall into and how long they can comfortably manage in a session, to help us recommend the right age track and plan sessions. We do not ask children to complete this form themselves. It is for a parent or guardian. Your child's first name and any fuller details are only collected later, at final registration, with your consent if you decide to enrol, and are covered by our registration and safeguarding policies.
5. How long we keep it
If you enquire but don't enrol, we keep your enquiry details for 6 months from your last contact with us, then delete them. If your child enrols, we keep records for the periods set out in our registration and safeguarding policies. You can ask us to delete your details sooner at any time.
6. Who can see it
Your information is handled by the VirtX team. Our enquiry form, spreadsheets and email run on Google Workspace, so your information is stored on Google's secure servers on our behalf. We do not sell your information or share it for anyone else's marketing. We may share information where the law requires it, or where we must to protect a child's safety, for example with local authority children's services.
Google may process data on servers outside the UK. Where that happens, the transfer is covered by appropriate safeguards (such as the UK's International Data Transfer Agreement or adequacy regulations).
7. Your rights
Under UK data protection law you have the right to:
- Ask for a copy of the information we hold about you and your child.
- Ask us to correct anything that's wrong, or complete anything that's incomplete.
- Ask us to delete your information, or to restrict or object to how we use it.
- Withdraw your consent at any time.
- Ask for your information in a portable format.
To exercise any of these, email hello@virtx.uk. We'll respond within one month. There's normally no charge.
8. Complaints
If you're unhappy with how we've handled your information, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner's Office (ICO), the UK regulator, at ico.org.uk, or by calling their helpline on 0303 123 1113.
9. Changes to this notice
We may update this notice from time to time. The version and date at the top show when it last changed. The current version is always the one published with the camp enquiry form.
10. How to contact us
For any question about this notice or your information, contact: VirtX Ltd, 111 Union Street, Coventry, CV1 2NT. Email hello@virtx.uk.