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Download App Code: RDJOSA
Download App Code: RDJOSA

Young Person Data Policy


This policy explains how Lock and Flow Studio collects, uses and protects information about young people who attend our classes or visit the studio. It should be read alongside our main Privacy Policy and our Health Declaration and Management of Health Data policy.


1. Who this policy is for
This policy applies to:

  • Children and young people under 18 who attend classes or events at Lock and Flow Studio

  • Their parents or legal guardians who provide information on their behalf

We ask that a parent or legal guardian reads and agrees to this policy before a young person attends any session.


2. What information we collect about young people
We only collect information that is needed to keep young people safe, to run our classes and to meet our legal and insurance duties. This may include:

  • Name and date of birth

  • Contact details for a parent or legal guardian

  • Relevant medical or health information (for example: injuries, long‑term conditions, allergies, pregnancy, or other information needed to keep them safe during exercise)

  • Emergency contact details

  • Class bookings, attendance records and payment information (held in the parent/guardian’s name)

We do not collect more information than we need.


3. How we collect this information
We collect information:

  • When a parent or guardian completes our online booking forms or health declaration

  • When a parent or guardian contacts us by email, phone or in person

  • When a young person attends a class and we record attendance or any incidents for safety reasons

We expect all information about a young person to be provided by their parent or legal guardian.


4. Why we use young person information
We use this information to:

  • Assess whether our classes are suitable and safe for the young person

  • Adapt exercises where needed to support injuries, health conditions or additional needs

  • Contact a parent or guardian about bookings, changes to classes or studio updates

  • Contact a parent or guardian in an emergency

  • Keep records required for insurance, safeguarding and legal purposes

We do not use young person information for unrelated marketing.


5. Legal basis for using this information
We use young person information because:

  • We have a duty of care to keep participants safe

  • We need it to deliver the service you have booked

  • We must meet legal and insurance requirements for health and safety and record‑keeping

  • A parent or legal guardian has given consent for us to hold and use this information

Where we rely on consent, a parent or guardian can withdraw that consent at any time (see section 9).


6. How we store and protect young person information
We take the security of young person information seriously. We:

  • Store information in secure digital systems used by Lock and Flow Studio

  • Limit access to staff who need the information to run classes or manage bookings

  • Use passwords and other security measures to protect our systems

  • Train staff on confidentiality and data protection

We do not keep paper copies of health information unless strictly necessary, and if we do, they are stored securely and destroyed when no longer needed.


7. How long we keep young person information
We keep young person information only for as long as needed to:

  • Provide classes and manage bookings

  • Meet our legal, safeguarding and insurance obligations

This may mean we keep some records for a number of years after a young person stops attending classes, in line with professional and insurance guidance. When information is no longer needed, we delete it or securely destroy it.


8. Sharing young person information
We do not sell young person information.
We may share information:

  • With our booking and payment providers, only as needed to manage bookings and payments

  • With medical professionals or emergency services if there is a risk of serious harm or a medical emergency

  • Where we are legally required to share information (for example, with safeguarding authorities or regulators)

Any third parties we use are required to keep information secure and to use it only for the agreed purpose.


9. Parents’ and young persons’ rights
Parents and legal guardians (and, in some cases, young people themselves) have rights over their personal information, including the right to:

  • Ask for a copy of the information we hold

  • Ask us to correct information that is wrong or incomplete

  • Ask us to delete information, where we are able to do so and still meet our legal duties

  • Withdraw consent where we rely on consent

To exercise these rights, please contact us using the details below.


10. Contact details
If you have any questions about this Young Person Data Policy or how we use young person information, please contact:


Lock and Flow Studio
Email: info@lockandflowstudio.com
Website: www.lockandflowstudio.com
If you are not happy with how we handle personal information, you also have the right to raise this with the UK data protection regulator (the Information Commissioner’s Office).


11. Safeguarding, supervision and age limits
To help keep young people safe at Lock and Flow Studio, we follow these rules:

  • Minimum age:
    We only accept young people aged 14 and over in our classes.

  • Ages 14–15:

    • Must be accompanied at all times by a parent or legal guardian while at the studio.

    • The parent or guardian remains responsible for their supervision before, during and after class.

  • Ages 16–17:

    • May attend classes independently, without a parent or guardian present in the studio.

    • We still require parental or legal guardian consent before they attend any session.

    • We may contact the parent or guardian if we have any concerns about safety, health or behaviour.

We may refuse or stop participation if we believe a class is not safe or appropriate for a young person, or if these supervision rules are not followed

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