Code Clock Academy – Privacy Notice
Last updated: October 2026
Code Clock takes the privacy of children, parents and guardians seriously.
This Privacy Notice explains what personal information we collect through Code Clock Academy, why we collect it, how we use and protect it, who we may share it with and the rights you have in relation to your information.
Code Clock Academy is operated by Errol Martin trading as Code Clock.
For the purposes of UK data protection law, Errol Martin trading as Code Clock is the data controller for personal information processed in connection with Code Clock Academy.
Contact:
1. Who This Privacy Notice Applies To
This notice applies to personal information relating to:
parents and guardians who enquire about or register for Code Clock Academy; children and young people participating in Academy activities; emergency contacts; website visitors; and individuals who contact Code Clock about the Academy.
Because Code Clock Academy works with children and young people, we take particular care over the collection and use of children's personal information.
2. Information We May Collect
The information we collect depends on how you interact with Code Clock Academy.
When a child is registered for the Academy, we may collect the child's name, date of birth or age, Academy group, parent or guardian name, email address and telephone number, emergency contact details and information required to administer the membership.
We may also maintain records relating to attendance, Academy level, learning progress, projects completed and achievement through the Code Clock Academy Progression Pathway.
Where it is genuinely necessary for a child's safe participation, we may ask for relevant information about allergies, medical conditions, additional needs or other support requirements.
We ask parents to provide only information that is relevant to their child's participation in Code Clock Academy.
We may also record communications with parents, enquiries, membership status and payment transaction information.
Payment card details are normally processed directly by our payment provider. Code Clock does not need to store your complete card details.
3. Why We Use Personal Information
We use personal information so that we can administer Academy memberships, communicate with parents, provide Academy sessions, manage attendance, monitor student progress, maintain appropriate health and safety arrangements and respond to enquiries.
We may also use information to:
provide appropriate support to individual students; manage waiting lists and Academy capacity; maintain records of achievement and progression; deal with incidents, safeguarding concerns or complaints; comply with legal, insurance and accounting requirements; improve the Academy programme; and protect Code Clock, its students, staff, equipment and premises.
We do not sell children's or parents' personal information.
4. Our Lawful Bases for Processing
Under UK data protection law, we must have a lawful basis for using personal information.
We generally rely on contract where information is required to register a student, administer membership, communicate about the service or deliver the Academy programme.
We may rely on legitimate interests where processing is reasonably necessary to operate and improve Code Clock Academy, manage attendance and progression, maintain security, respond to enquiries and protect the interests of students and Code Clock.
We may rely on a legal obligation where we are required to keep or disclose information by law.
In an emergency, we may process information where this is necessary to protect someone's vital interests.
Where we rely on consent, for example for particular marketing activities or the use of photographs for promotional purposes, consent can be withdrawn at any time.
5. Medical and Health Information
Information concerning a person's health is classed as special category personal data and receives additional protection under data protection law.
Code Clock will only collect health, medical or additional support information where it is relevant and necessary for safe and appropriate participation in the Academy.
Where appropriate, we will seek explicit consent for the processing of this information. In an emergency, information may also be processed where this is necessary to protect the vital interests of the child or another person.
We aim to collect the minimum amount of health information necessary.
6. Photographs and Video
Code Clock may occasionally take photographs or video during Academy activities.
Promotional photography and video are managed separately from Academy membership.
Where consent is required, parents or guardians will be given a clear opportunity to provide or decline permission.
A child's participation in Code Clock Academy is not dependent on agreeing to promotional photography or video.
Where consent has been provided, photographs or video may be used on the Code Clock website, social media, printed promotional material or other Code Clock marketing channels.
Consent can be withdrawn by contacting us. Withdrawal will not affect any processing that was lawful before consent was withdrawn, and we will take reasonable steps to stop future use where possible.
7. Academy Progression Records
Code Clock Academy uses a structured progression system to recognise the development of students' skills.
We may keep records such as the student's current Code Clock level, competencies achieved, projects completed, level start date and award date.
These records are used to support teaching, recognise achievement and help students progress through the Academy.
Progression decisions are made by Academy staff and are not based solely on automated decision-making.
8. Payments
Payments may be processed through third-party payment providers such as PayPal and/or Stripe, depending on the payment option offered.
These providers process payment information in accordance with their own privacy arrangements.
Code Clock may receive information such as the payer's name, payment status, transaction reference, amount and date, but does not generally receive or store complete card details.
9. Website and Membership System
The Code Clock website uses Joomla and associated extensions to provide services including Academy registration and membership administration.
Our website hosting and email services may be provided by CloudAccess and related service providers.
Information submitted through our website may therefore be processed by organisations that provide hosting, email, payment, security and website-management services to Code Clock.
We require service providers handling personal information on our behalf to provide appropriate protection for that information.
10. Google Workspace and Google Drive
Code Clock may use Google Workspace and Google Drive to securely store and manage Academy administration records.
Access to Academy records is restricted to authorised individuals who require access for legitimate Code Clock purposes.
Appropriate account security measures, including access controls and authentication, are used to protect these records.
11. Educational Platforms and Technology
Students may use external technologies and educational platforms as part of Academy projects.
These may include services associated with technologies such as BBC micro, Microsoft MakeCode, Raspberry Pi, Python, robotics and other programming or educational tools.
Many Academy activities can be completed without children providing personal information directly to those services.
Where an activity requires an individual online account or the provision of personal information to an external service, Code Clock will consider the age of the student, the information required and the privacy arrangements of the service before it is used.
Where appropriate, parents will be provided with additional information.
12. Who We May Share Information With
We only share personal information where there is a legitimate reason to do so.
This may include organisations providing website hosting, cloud storage, email, payment processing, IT services or educational technology to Code Clock.
Information may also be disclosed to emergency services, safeguarding organisations, insurers, professional advisers or public authorities where this is necessary and lawful.
Breda Academy provides the venue for the Code Clock Academy programme but does not automatically receive Code Clock Academy membership information simply because sessions take place on its premises.
We do not sell personal information to advertisers or other organisations.
13. International Transfers
Some technology providers used by Code Clock are international organisations and may process information outside the United Kingdom.
Where personal information is transferred internationally, Code Clock will take appropriate steps required by UK data protection law to ensure that the information remains protected.
This may include using countries covered by UK adequacy regulations or appropriate contractual and other safeguards.
14. How Long We Keep Information
We do not keep personal information indefinitely.
How long information is retained depends on why it was collected and whether we need to retain it for contractual, safeguarding, insurance, accounting or legal purposes.
Membership, attendance and progression information will normally be kept while a student attends Code Clock Academy and for an appropriate period afterwards.
Relevant financial and accounting records may normally be retained for up to six years where required for accounting, taxation or legal purposes.
Enquiries from people who do not subsequently join the Academy will normally be deleted when they are no longer required.
Medical or additional support information will be reviewed and retained only for as long as it remains necessary, unless an incident or other legal requirement means it must be retained for longer.
Photography and video will not be kept longer than reasonably necessary for the purpose for which it was obtained.
Safeguarding or incident records may need to be kept for longer periods where this is necessary to meet legal, insurance or safeguarding requirements.
15. Keeping Information Secure
Code Clock takes reasonable technical and organisational measures to protect personal information.
These include restricting access to records, using password-protected systems and appropriate authentication, limiting access to those who need the information, maintaining appropriate backups and using reputable service providers.
Where information is no longer required, it will be securely deleted or disposed of where reasonably practicable.
16. Marketing Communications
Parents may occasionally be given the opportunity to receive information about future Code Clock programmes, camps, workshops or related activities.
Where consent is required for electronic marketing, Code Clock will ask for it separately.
Marketing consent is optional and is not a condition of joining Code Clock Academy.
You can unsubscribe from marketing communications at any time.
Administrative messages concerning an existing Academy membership, timetable changes, payments, safety or session arrangements are service communications rather than marketing and may still be sent where necessary.
17. Cookies and Website Analytics
The Code Clock website may use cookies and similar technologies to operate the website and understand how it is used.
Essential cookies may be required for functions such as membership registration, account access and website security.
Non-essential analytics or marketing cookies will only be used in accordance with applicable privacy and electronic communications requirements.
Further information is provided in the Code Clock Cookie Notice.
18. Your Data Protection Rights
Depending on the circumstances, individuals may have rights to access their personal information, have inaccurate information corrected, request deletion, restrict the way information is used, object to certain uses of information, receive certain information in a portable form and withdraw consent where processing is based on consent.
Children have data protection rights over their own personal information as well as adults. How those rights are exercised in practice may depend on the child's age, understanding and circumstances.
A parent or guardian may exercise rights on behalf of a child where appropriate.
To make a request, contact:
We may need to confirm your identity before releasing or changing personal information.
19. Complaints
If you have a concern about how Code Clock has handled personal information, please contact us first so that we have the opportunity to investigate and resolve the matter.
Email:
You also have the right to raise a concern with the Information Commissioner's Office (ICO), the UK's independent data protection regulator. The ICO currently provides a public helpline on 0303 123 1113.
20. Changes to This Privacy Notice
We may update this Privacy Notice from time to time to reflect changes to Code Clock Academy, the technologies we use or data protection requirements.
The current version will be published on the Code Clock website together with the date on which it was last updated.
Privacy Information for Our Students
If you attend Code Clock Academy, we need some information about you so that we can run the Academy safely and help you learn.
We might know things such as your name, age, Academy group, attendance and the Code Clock levels or projects you have completed.
Your parent or guardian may also tell us something important that we need to know to keep you safe or support you while you are at Code Clock.
We only use this information when we have a proper reason.
We don't sell your information.
We don't want you to give us information that we don't need.
If you ever want to know what information Code Clock holds about you or you think something is wrong, you can speak to your parent or guardian or contact us at:
- Hits: 2