PRIVACY NOTICE

At Ralston Out of School Club we respect the privacy of the children attending the Club and the privacy of their parents or carers. The personal information that we collect about you and your child is used only to provide appropriate care for them, maintain our service to you, and communicate with you effectively. Our legal basis for processing the personal information relating to you and your child is so that we can fulfil our contract with you.

Any information that you provide is kept secure. Data that is no longer required* is erased after your child has ceased attending our Club.

We will use the contact details you give us to contact you via phone, email, social media and post, so that we can send you information about your child, our Club and other relevant news, and also so that we can communicate with you regarding payment of our fees.

We will only share personal information about you or your child with another organisation if we:

• Have a safeguarding concern about your child
• Are required to by government bodies or law enforcement agencies
• Engage a supplier to process data on our behalf (e.g. to take online bookings, or to issue invoices)
• Have obtained your prior permission

You have the right to ask to see the data that we have about yourself or your child, and to ask for any errors to be corrected. We will respond to all such requests within one month. You can also ask for the data to be deleted, but note that:

We will not be able to continue to care for your child if we do not have sufficient information about them. Even after your child has left our care, we have a statutory duty to retain some types of data for specific periods of time* so can’t delete everything immediately.

If you have a complaint about how we have kept your information secure, or how we have responded to a request to access, update or erase your data, you can refer us to the Information Commissioner’s Office (ICO).

Note * We do need to retain certain types of data (such as records of complaints, accidents, and attendance) for set periods of time after your child ceases to be in our care, but we delete as much personal data as we can as soon as possible.

CONTRACT

All parents/ guardians and children agree to adhere to the service rules stated below:

Pick up/Drop off

• Ralston out of School Care cannot provide care for children before 8am and after 6pm. The signatory is responsible for collecting the child unless some prior arrangements have been made in writing with the service via email. If the parent/ guardian designated to collect the child in unavoidably delayed the signatory is responsible for informing the ROSC before the services closes. Failure to adhere to this requirement may result in our child protection policy being implemented and Social Work services being contacted.  
• All children must be picked up by an adult over 18 years of age who is on the pick-up list. If the child is to be picked up by someone not on our contact list, parents must notify the service by telephone call or email.  Persons not on the list will not be able to collect the child without prior consent. 
• All children must be brought to the ROSC doors for the morning session by a parent or guardian.  
• No child is allowed to leave the service alone. 

Attendance 

• Parents must inform staff if a child will not be attending ROSC after school either by email or phone call.  No ill/sick children to attend the Service due to risk of infection. Any contagious illnesses should be communicated to ROSC. 
• If your child attends any after school activities or clubs, the parent must notify the service of the dates and times we should expect their child in ROSC. 
• If your child leaves school early due to sickness, an appointment etc you must still contact us by either email or phone call. The school is not responsible to let us know and they do not communicate this information with us. 
• At least 4 weeks’ notice is required for any alteration to the times and or dates of the place. Changes to placement will take effect on the 1st day of the month following formal notification of the change in service. 
• Fees for the service will be spread over the 11 months from August to June and require to be paid by monthly standing order, in advance between 1st and 10th of each month. As with all places in Ralston Out of School Care parents of children in primary one will also be charged from the beginning of August to guarantee the placement. Where a Childs account falls into 2 months arrears ROSC reserves the right to suspend the service until the account is brought up to date in full. 

Behaviour  

• If a child’s behaviour is seen to be dangerous to his/herself or others, the service has the right to exclude the child from attending the service until such times as appropriate measures have been taken by parents/ guardians to discontinue this behaviour. Failure to put in place adequate measures may result in the ultimate termination of the service.
• Children must respect the building, furniture, or equipment within ROSC.  
• Children should clear up after themselves.  
• ROSC promotes positive behaviour.  Children will not be allowed to cause harm to others such as hitting or name calling.  
• As a responsible employer ROSC adopts a zero tolerance policy which states that staff are protected against harassment bullying and discrimination.  

Miscellaneous   

• Children are not allowed to bring hot meals, hot drinks, and fizzy drinks or food containing nuts into the Service, this includes holiday cover and in-service days. 
• Children should ensure they bring all belongings to ROSC after school as staff cannot return to classes for forgotten items. 
• Please do not use the staff car park. If using rear loading bay to drop off and pick up your child from ROSC , this is done at your own risk as you will not be covered by your insurance as this is a goods entrance only, not a car park. 
• Primary 6 and primary 7 children are allowed to have supervised access to their mobile phones. Any child wanting access must complete a phone access form and contract before they are allowed to use their phone in the service. No child should have their phone out without asking a member of staff and having a completed form.  
• If any personal details or contact details change for your child, child’s primary carers or emergency contacts, you must let us know so we can update this information.

Your Registration form along with these rules constitute the terms of contract agreement between you and Out of School Care.

Failure to comply with the conditions of this contract may lead to the contract being terminated and the loss of the placement with Ralston Out of School Care.

PAYMENT

Payment information : 

Standing orders should be set up to begin in August, bank details can be found below:

Ralston Primary Out of School Care
Bank of Scotland
Sort code: 802260
Acc no: 28218964

Please ensure you use your child’s name as a reference to allow us to identify your monthly payment.