INFORMATION ABOUT US

www.scienceclubz.com is operated by ScienceClubz Limited.

We are registered in England and Wales under Company Number:  04888430 and with our registered address of 6 Elizabeth Rise, Banbury Oxfordshire OX16 9LZ.

Contact Details

Tel: +44 01295 278686 

E-mail: sue.priest@scienceclubz.com 

ScienceClubz-Facilitated Workshops

• As we work with children, all of our Workshop Facilitators hold current, enhanced, DBS checks.
• Our facilitators have Registers with appropriate medical, allergy and emergency contact information for each child for that workshop, to keep them safe
• All of our workshops carry detailed Lesson Plans and Risk Assessments.
• When participating in messy experiments, children are asked to wear Lab Coats or old shirts, Protective Eyewear, as provided by the school, or by parents and carers.
• If disposable gloves are required, they are provided by facilitators
• As our Facilitators start at a new school, we liaise with the Head Teacher to ensure they conform to the Safeguarding appropriate to that school, including informing us of key contacts for disclosures.
• Our facilitators have access to the Prevent on-line training course, and many have already completed their certification. We aim for this certification to be completed by 20th February 2017.
• Personal data, use of photographs and materials are all subject to explicit opt-in by parents
• In all cases our approach is to protect the children under our care, including all personal data.
• Our facilitators are covered by Public Liability Insurance to £5 million.

Workshops Facilitated by Schools, Groups or Parents

If you are using Lesson Plan Plus and facilitating ScienceClubz workshops yourself, please ensure you comply with the appropriate items above, especially the Risk Assessment.  It should be noted that ScienceClubz does not accept liability for injury or illness caused by anyone running workshops except for our own facilitators.

GENERAL TERMS AND CONDITIONS and PRIVACY POLICY

1    GENERAL
 

If any provision of these Terms and Conditions is found to be invalid, illegal or unenforceable, the validity, legality or enforceability of any other part of these Terms and Conditions and the remainder of the provision in question will not be affected. No person other than you and us shall have any rights to enforce our agreement, whether under the Contracts (Rights of Third Parties Act) 1999 or otherwise. If we fail to insist that you perform any of your obligations under our agreement, or if we do not enforce our rights against you, or if we delay in doing so, that will not mean that we have waived our rights against you and will not mean that you do not have to comply with those obligations. If we do waive a default by you, we will only do so in writing, and that will not mean that we will automatically waive any later default by you.

You may not assign or transfer your rights or obligations under our agreement, unless we agree in writing. We may update, vary and amend these Terms and Conditions from time to time without prior notice. Each time you order or otherwise purchase any goods from us, the Terms and Conditions in force at that time will apply (as set out on this site).

1.1    LAW AND JURISDICTION
These terms are governed by English law. Any contract for the purchase of goods from us and any dispute or claim arising out of or in connection with any such contract will be governed by English law. You and we both agree that the courts of England and Wales will have non-exclusive jurisdiction. However, if you are a resident in Northern Ireland you may also bring proceedings in Northern Ireland, and if you are a resident in Scotland you may also bring proceedings in Scotland.

2 PRIVACY POLICY (updated to comply with GDPR regulations for 25^th May 2018)

We are committed to protecting your privacy online. We appreciate that you do not want the personal information you provide to us distributed indiscriminately and this policy explains how we collect information about you, what we do with it and what controls you have.

Who are we? The website is owned by ScienceClubz Ltd and the Data Controller is Sue Priest. The Data Controller is responsible for and controls the processing of your personal data in accordance with the General Data Protection Regulation (GDPR) (EU) 2016/679 which is enforceable from 25^th May 2018.  We are registered with the Information Commissioner’s Office and our registration number is ZA228829. Our current registration is valid until 23^rd Jan 2019.

2.1    Personal data we may collect about you
We can only provide the goods and services ordered by you if you provide us with your personal data. For the purpose of providing these services, we collect personal data about you such as your name, address, e-mail address, contact phone number and such information about your child (in the case of workshop bookings) as to ensure they are safe when we do our experiments and accounted for after school.

We will use your information for the purposes described in this privacy policy and to which you agreed to at the time your data was obtained.

Your personal data will be used to provide the information, goods and services offered through our website to you, for billing and order fulfilment. We use third party suppliers to handle our bookings, and they are accessed through our website. (see “who we pass data to”).

2.2.1 Lawful Basis for use of and storage of your data

There are 6 possible lawful bases for an organisation keeping and using your personal data:

1. Consent
2. Contract
3. Legal obligation
4. Vital interest
5. Public interest
6. Legitimate interest

The lawful basis for us keeping and processing the data we have on you and your child/ren is:

                CONSENT

How do we know this?

• You personally enter all the data we have about you and your child/ren
• You give explicit permissions where you wish to
• You confirm you have read the Term and Conditions before the booking process is finalised

2.2    E-mail marketing
If you sign up to our newsletter, we may use your e-mail address to send you information about our services, products or initiatives we are running in addition to ScienceClubz (such as family away day meet-ups at the National Space Centre, Leicester). You can opt out of receiving any marketing communications from us by emailing info@scienceclubz.com. You may have a separate agreement with our third party suppliers and need to specify your opt-in opt-out preferences directly to them using their own procedures.

ScienceClubz Ltd does not sell your data to marketing companies.

Your personal data will be used to:
  • administer and communicate with you and your account with us
  • keep your child safe (emergency contact information)
  • verify and carry out financial transactions in relation to payments you make online
  • audit the downloading of data from our website
  • improve the layout and/or content of the pages of our website and customise them for users
  • identify visitors to our website

Your children’s data

We use your children’s data to creat registers so facilitators can check who has turned up and keep your child safe. If you give us permission to photograph or video your children during the workshops we will use them as specified in your permission opt-in on the registration form – for marketing, sales and social media purposes.

Your child’s Sensitive Personal Data

The information you have supplied about medical conditions or allergies will be used ONLY to keep your child safe, such as to ensure the facilitator is able to avoid your child coming into contact with a substance that would cause them an allergic reaction.

2.3  Monitoring
We may monitor who accesses our website. If we use this information it would be to enable us to assess and build a profile of our users. If we use this information it would be to improve the layout and/or content of the pages of our website and customise them for users.

2.4    Disclosure and Sharing of your personal data
 

You disclose:

• Post 2018 Term3: your and your children’s personal data using our third party booking system run by Active Networks LLC
• Pre 2018 Term 3: your and your children’s personal data using our previous form-based booking system which is stored in the ScienceClubz email system and registers
• your email address if you choose to, when you take part in a survey to provide us with feedback

We disclose your and your children’s personal data to:

• To our facilitators (emergency contacts and medical and allergy information)
• To licensees (for administering queries and providing cover for a facilitator who is ill)
• To the ScienceClubz MD (for administering queries, refunds and on occasion for providing cover for a facilitator who is ill).
• To your school (so they know which children need to go to the ScienceClubz room and to give the school the opportunity to double check any allergy information with what they are aware of, should they chose to do so

We may disclose your personal data:

• If we sell our business to a third party
• In any other case where we are required to do so by law or if we believe that such action is necessary to prevent fraud or cybercrime or to protect the website or the rights, property or personal safety of any person.

As long as you have given us explicit permission on the registration forms, we may share photos or video clips on our website or social media including Twitter, Facebook, Linkedin or Youtube for marketing campaigns. We may use images in our newsletter.

We may disclose aggregate, anonymous statistics about visitors to our website [customers and sales] in order to describe our services to prospective partners [advertisers, sponsors] and other reputable third parties and for other lawful purposes, but these statistics will include no personally identifiable information.

2.5    Security
We place great importance on the security of all personally identifiable information associated with our customers. We have security measures in place to attempt to protect against the loss, misuse and alteration of personal information under our control. We will use technical and organisational measures to safeguard your personal data, for example:

We store your personal data on password-protected computers

2.5.1 Financial information

• Post 2018 Term 3: We have no access to the payment or credit card information you enter into the Active booking system
• Pre 2018 Term 3: We do not have access to your payment or credit card information as it was paid for using Paypal, cheque or occasionally, cash

You should bear in mind that submission of information over the internet is never entirely secure. We cannot guarantee the security of information whilst it is in transit over the internet and any such submission is at your own risk. All we can do is use all our reasonable efforts to safeguard your data and ensure that we maintain a reliable and safe environment to use your data. It is advisable to close your browser when you have finished your user session to help ensure others do not access your personal information if you use a shared computer or a computer in a public place.

2.6 Your Rights

Following the enforcement of the General Data Protection Regulations (GDPR) on 25^th May 2018, you have these rights regarding your personal data protection:

1. The right of access – you can request access to your personal data free of charge and ask how we make use of it.
   1. Your personal data is held on the Active booking system, to which you have a secure login and password
   2. Logging into your account and selecting “MY PROGRAMS” provides you with the ability to change any of your or your child’s personal details yourself
      1. To change your details, select “Edit Information”
      2. To change your child’s personal information and sensitive personal information (medical, allergies), select “Edit Registration form”
2. The right to be forgotten – you can ask us to delete or remove your personal data where there is no good reason for its continued processing.
   1. To request your account to be removed, email bookings@scienceclubz.com with PLEASE REMOVE ACCOUNT as the subject
3. The right to data portability – you can transfer or move your personal data between service providers easily and safely, without obstacles to usability of the data.
   1. You have direct access to your own personal data and can use it for other services if you wish
4. The right to be informed – you must know how we intend to use your personal data when it is being gathered, and must freely give your consent to it. Your consent cannot be assumed or taken for granted.
   1. When you register for a workshop and enter your and your child’s personal information, you will also have these terms and conditions presented to you, describing how we use your data. We ask you then to confirm you have read and agree to these conditions before you can complete the booking.
   2. In addition, when you enter your child’s personal information, we request explicit permission to take photos or video clips of your children and use them for marketing. If you do not give us this information, we do not take such clips or photos. We ensure compliance by including this information on the Registers issued to facilitators and they are bound by contract with the licensees to take note of this permission before taking photos or video clips.
5. The right to rectification – you are entitled to have personal data rectified if it is inaccurate or incomplete. If we have disclosed the data in questions to third parties, we must inform you of the rectification. We should also ensure that you are aware of the third parties to whom we have disclosed the data, where appropriate.
   1. The information held on you can be corrected or changed directly by you are indicated above in 1b of this section.
   2. We have outlined where we pass data - every term Registers are issued anew so that any changes you make are reflected in the new Registers
6. The right to restrict processing – This means that in some cases individuals can allow us to store their personal  data but can also state that we are not allowed to process that data for any reason. 
   1. In the case of ScienceClubz we only process your data to produce registers and perform admin report or work out anonymised statistics on workshop numbers
7. The right to object – You have the right to object to our usage of your data. You must have an objection on grounds relating to your particular situation.
   1. In the case of ScienceClubz, we have no issue with you making any complaint and are happy to remove your account if you so wish, providing our legal financial reporting obligations are still able to be met. 
   2. You are always welcome to edit your own information and remove any personal information such as medical or allergy information, without consulting us, as long as this does not put your child at risk should you book future workshops
8. Rights related to automated decision making and profiling - The GDPR provides safeguards for individuals against the risk that a potentially damaging decision is taken without human intervention. We have an obligation to identify whether any of our processing operations constitute automated decision making and consider whether we need to update our procedures to deal with the requirements of the GDPR.
   1. We do not have any automated processes like these

3    COOKIES POLICY

• A cookie is a small text file that we store on your device if you agree. Our website uses cookies to distinguish you from other users of our website. Cookies also provide us with information about how this website is used so we can keep it is as up to date, relevant and error-free as possible. Further information about the types of cookies that may be used on this website is set out below:
• Strictly necessary cookies: These are cookies that are essential to the operation of our website. They include, for example, cookies that enable you to log into secure areas of our website or use a shopping basket.
• Analytical/performance cookies: allow us to recognise and count the number of visitors to our website and to see how visitors move around our website when they are using it.
• Functionality cookies: to recognise you when you return to our website.
• Technical Cookie: These cookies are used to provide for a smooth running website.
• Targeting cookies: These cookies record your visit to our website, the pages you have visited and the links you have followed.
• Certain cookies may be set the moment you start visiting this website. You can choose to manage the cookies we use on this website through your browser settings at any time. However, if you use your browser settings to block all cookies (including strictly necessary cookies) you may not be able to access all or parts of our site. For more information about how to change your browser settings, and about cookies in general, you can visit www.allaboutcookies.org.

4 CANCELLATION PROCESS

You have the right to cancel.

4.1    Party Bookings

In order to cancel a confirmed party please submit an email request to bookings@scienceclubz.com with CANCELLATION REQUEST in the subject and mark it “Read Acknowledge” if this is possible on your email system. We will reply with confirmation we have received your cancellation request. As long as we receive the cancellation at least a week prior to the party date: You will forfeit your payment to date (the deposit extras such as sweet bags and party bags), however you will not need to pay for the final instalment.

4.2    Science Day Bookings
In order to cancel a confirmed Science Day please submit an email request to bookings@scienceclubz.com with CANCELLATION REQUEST in the subject.
  •    Your deposit – which includes the cost of workshop materials – is not refundable
  •    The balance is refundable:
     o    75% if 14 days’ notice is given
     o    50% if 7 days’ notice is given
     o    25% if less than 7 days’ notice is given
     o    0% if 48 hours or less notice is given

4.3    Workshop Bookings
In order to cancel a confirmed terms’ workshops please submit an email request to bookings@scienceclubz.com with CANCELLATION REQUEST in the subject.

Please submit cancellation requests within 14 days of booking and no later than 14 days prior to the scheduled start of the first workshop of the term. Under unusual circumstances (such as if the workshop booking is only available closer to the start of term than 14 days), if possible, ScienceClubz will endeavour to satisfy booking cancellation requests by contacting people on any Waiting List to ensure the minimum workshop size is still reached.

• Individual workshops cannot be cancelled – the booking is for the whole term.
• No shows and cancellations not made within the specified cancellation period will incur the full cost for the term’s workshops.

ScienceClubz Ltd reserves the right to cancel any term’s workshops due to insufficient enrolment. In such a case, customers will be provided with a full refund of booking fees, or for the portion of the booking fees remaining, if the workshops are cancelled after the term has started. ScienceClubz is not responsible for any expenses incurred by the customer if a term’s workshops are cancelled.

If an individual workshop is cancelled due to any unforeseen circumstances such as weather or natural disaster, no refund is expected, however this is taken on a case by case basis depending on circumstance.

4.4    Products

CANCELLATION BY US:

We reserve the right to cancel the contract between us if, for example:

• We have insufficient stock to deliver the goods you have ordered
• We do not deliver to your area
•  One or more of the goods you ordered was listed at an incorrect price.

If we do cancel your contract we will notify you by e-mail and will re-credit to your account any sum deducted by us from your credit or debit card as soon as possible.

4.4.1    Title and Risk
You will become the owner of the goods you have ordered when they have been delivered to you and we have received clear funds in full payment for the goods. Once goods have been delivered to you or a person nominated by you they will be held at your own risk and you will be responsible for them.

4.4.2    Liability
To the extent not prohibited by law, we accept no liability for any:

• Loss which is not foreseeable (loss is foreseeable if it was an obvious consequence of our breach or if it was contemplated by you and us at the time you and we entered into our contract)
• Loss which arises when we are not at fault or in breach of these Terms and Conditions; and
  business loss (which includes loss of profits, loss of business, contracts, goodwill, business opportunity and other similar losses, as well as business interruption) Nothing in these terms will affect any liability we may have: (a) for fraudulent misrepresentation; (b) for death or personal injury arising from our negligence: (c) under Part I of the Consumer Protection Act 1987; (d) for breach of any condition as to title or quiet enjoyment of or in relation to any goods supplied by us; or (e) in relation to any other liability, including any liabilities under sale of goods or supply of services legislation, that may not by applicable law be excluded or limited.

4.4.3    Events Beyond Our Control
We will have no liability to you for any delay in delivering goods you have ordered that is caused by any event or circumstance beyond our reasonable control (including, without limitation, accidents, extreme weather conditions, fire, explosion, flood, storm, earthquake, natural disaster, failure of telecommunications networks, inability to use transport networks, acts of God, terrorist attack, war, civil commotion, riots, strikes, lockouts and other industrial disputes, acts or restraints of Government, and imposition of restrictions on imports or exports).