Privacy policy | Club Coders

1. Who we are

Club Coders Ltd ("we", "us") runs online coding sessions for young people aged 13–17. We are the data controller for the personal data described here. Contact: info@clubcoders.co.uk or 07984 653910.

Club Coders Ltd is registered in England and Wales, company no. 17156327. Registered office: 128 Birmingham Road, Bromsgrove, England, B61 0DQ. Registered with the Information Commissioner's Office (ICO) as a data controller, registration number ZC197774.

2. The data we collect, and why

What	Why	Lawful basis
Parent/carer name, email, mobile number	To book sessions, send links, invoices and progress notes, to send reminder texts before sessions, and to respond to enquiries	Contract (membership); legitimate interests (enquiries and reminders)
Student's first name, age or year group	To place them in the right group and address them in sessions	Contract
Information you choose to share about needs, interests or health	To support your child well in sessions	Explicit consent (special category data)
Payment details	To take membership payments. Card details are handled by our payment provider (Stripe) and never stored by us	Contract
Session recordings (audio and shared screens)	Safeguarding and quality of teaching	Legitimate interests (safeguarding) and consent, confirmed at booking
Attendance, progress notes and work produced	To track progress, award badges and report to parents	Contract
Marketing preferences	To send launch news and offers only if you opt in	Consent
Website visits	We use Cloudflare Web Analytics, a privacy-first tool that counts page views without cookies, without storing your IP address and without tracking you across other sites. Our web host also keeps standard server logs (such as IP address, browser type and pages requested) for a short period, for security and to keep the site running	Legitimate interests

3. Children's data and the Children's Code

We follow the ICO's Age Appropriate Design Code. In practice this means: the parent or carer holds the account and is our main contact; we collect the minimum data about your child; we never use their data for marketing, profiling or advertising; we never sell it; and we never create accounts on third-party services in a child's name. Reminder texts go only to the parent's mobile number.

3a. In the Club Coders app and games

The Club Coders app (Robot Lab and Fight Lab) is written and run by Club Coders Ltd. This section is the privacy note for it.

What it keeps: the learner's username (a first name or nickname, letters and numbers, up to 12 characters, set by the teacher), a salted and hashed password (never the password itself), their robot and fighter designs, their brain code, the missions they have completed with short evidence (for example a predicted speed or a number of hits), the reflections they type, their AI request cards and review answers, and camera preferences.
Where: on a class server in a UK data centre, in a folder only the server can read, with nightly backups kept for 14 days. The server keeps no web access log, so learners' home IP addresses are not recorded.
No chat: the games have no messaging; learners cannot contact each other through the app.
AI requests: when the teacher sends a learner's request card to the AI (Claude, by Anthropic), the AI sees the card text and the username. The game blocks cards that contain emails, phone numbers, postcodes or similar before they reach the teacher.
On your computer: the app folder, the brain files and a small log file in %APPDATA%\ClubCoders.
Records: learner cards and session summaries (usernames only) are made on the teacher's computer and emailed to the parent.
Deletion: on request we delete the learner's account, designs, brain, missions and AI cards from the class server; backups expire within 14 days. Session summaries are kept for the retention period in section 5.

4. Who we share data with

Payments: Stripe, which takes membership payments and holds your name, email, billing address and card details on its own secure systems; we never see the card number.
Sign-up and booking forms: the details you type into our taster, contact and membership sign-up forms are emailed to us and, for membership sign-ups, also stored in a database on our website's hosting (IONOS, UK/EU data centres) that is not reachable from the web.
Online sessions: Zoom, which processes screen names (club usernames), audio and shared screens during sessions and stores recordings on our account. Students join as browser guests, so no Zoom account or email address is needed.
Website hosting: IONOS, which hosts this website and delivers messages sent through our website forms to our inbox.
Email: our email provider and, for newsletters, our mailing-list provider (only if you opt in).
Safeguarding: local authority children's services, the police or the NSPCC where we are required or permitted to share information to protect a child.

We do not sell personal data and we do not share it with advertisers.

5. How long we keep it

Enquiries that don't become bookings: 12 months.
Membership records: for the duration of membership and 6 years afterwards (for accounting and legal purposes).
Session recordings: 90 days, then deleted, unless needed for a safeguarding matter.
Safeguarding records: in line with statutory guidance, which may require long-term retention.
Marketing list: until you unsubscribe.

6. Where data is stored

Data is stored in the UK or EU, or with providers that have appropriate safeguards for international transfers (for example, Zoom and Stripe under the UK extension to the EU–US Data Privacy Framework or standard contractual clauses).

7. Your rights

You can ask us to: give you a copy of your data; correct it; delete it; restrict or object to how we use it; or move it to another provider. You can withdraw consent at any time. Email info@clubcoders.co.uk. We'll respond within one month. If you're unhappy with how we handle your data you can complain to the Information Commissioner's Office at ico.org.uk.

8. Cookies

Our website does not set cookies and does not use advertising trackers. Fonts are served from our own site, so no font request goes to Google. Page views are counted by Cloudflare Web Analytics, which uses no cookies and no fingerprinting. If we ever add tools that use cookies, we'll update this policy and ask for your consent first.

9. Changes

We'll update this page when anything changes and email members about significant changes.

The short version, for children

Your parent or carer signs you up, so we mostly hold their details, not yours. We know your first name and your age.
Sessions are recorded so nobody can be treated unfairly. Recordings are deleted after 90 days and never put online.
We never message you directly, never use your data for adverts, and never sell it.
If you want to see what we hold about you, or want something deleted, ask your parent to email us, or email us yourself at info@clubcoders.co.uk.