Re:Wired Museum & Arcade CIC is the data controller for this youth-club portal. We use personal information to operate safe sessions, manage bookings, communicate with families, support young people, meet safeguarding and accounting duties, and produce anonymised grant reports.
What we collect and why
We collect parent/carer contact details and postcode; children’s identity and age; emergency, collection, health, allergy and additional-support information; consents, bookings, attendance, feedback and session notes. Administrators can view and correct family information when needed for support or emergency operations. Those sensitive views and changes are logged.
Ward and local-authority labels help us understand reach and report anonymised outcomes. They do not restrict who can join: the clubs are available to families across the area, not only a particular ward.
Accounts, saved logins and students
Parent-saved credentials and Re:Wired Coding Class credentials are encrypted at rest and hidden until deliberately revealed. Parents can see their children’s Coding Class account; students aged 12 or over may sign in with that account to see only their own upcoming sessions, limited profile information and their own credentials. Student access does not expose family contact details, medical/SEND information, safeguarding records or sibling information.
Secure messages and email
Family questions and staff replies are encrypted in the portal. Notification emails say that a message is waiting and link back to secure sign-in; they do not include the message content. Routine session and feedback emails are sent only for the operational or consented purpose shown in the portal.
Financial records, receipts and donations
Grant expenses and uploaded receipts are held for reporting and accounting. Optional donations are completed with SumUp; this portal does not receive or store card details. Donation does not affect eligibility, priority or attendance.
Who receives information
Authorised staff see only what they need for their role. We use carefully selected service providers for hosting, email, postcode lookup and payment processing, and may disclose information where required by law or necessary to protect a child. We do not sell, rent or trade personal information, and we do not use it for unrelated advertising.
Security and backups
We use role-based access, encryption for sensitive fields, anti-forgery controls, rate limiting, secure session cookies, activity logging and encrypted backups. Backups may be emailed to an authorised organisational address while small enough, then moved to an approved off-site store. We work to keep information as secure as reasonably possible, but no internet service can promise absolute security; suspected incidents are investigated and handled under our data-protection duties.
Retention and your rights
Routine child data is reviewed when no longer needed. Safeguarding, accounting, grant-audit and legal records may require longer retention. You can correct common details in the portal and submit a request for access, correction, restriction or erasure. Erasure is not absolute: where information must be retained, we will restrict or anonymise it where appropriate and explain the decision. Optional consent can be withdrawn at any time.
Use Your data after signing in, or email hello@rewired.org.uk. You may complain to the Information Commissioner’s Office.
Version 1.2 — September 2026. Re:Wired should approve this operational draft before live use and keep it under review as suppliers or processing change.