Privacy Policy

The data controller responsible for your personal data is:

We may collect and process the following categories of personal data:

• Identity data: name, date of birth, gender
• Contact data: email address, phone number, postal address
• Educational data: school name, local authority, SEN status, EHCP details (for AP students)
• Health data: medical conditions, allergies, accessibility needs (where voluntarily provided for safety)
• Financial data: payment card details (processed by our payment providers, not stored by us)
• Booking data: VR bookings, club registrations, session attendance
• Communication data: emails, live chat transcripts, phone call records
• Technical data: IP address, browser type, device information, cookies

We use your personal data for the following purposes:

• To provide VR experiences, coding clubs and alternative provision services
• To process bookings and payments
• To communicate with you about your bookings, referrals or enquiries
• To comply with safeguarding obligations and duty of care
• To report to local authorities and Ofsted as required
• To deliver accredited qualifications through NOCN and AQA
• To send marketing communications (with your consent)
• To improve our services and website
• To comply with legal and regulatory obligations

We process your personal data under the following lawful bases:

• Contract: to fulfil bookings, service agreements and educational placements
• Legal obligation:to comply with safeguarding, Ofsted, health & safety, and tax requirements
• Legitimate interests: to operate and improve our business, prevent fraud, and ensure security
• Consent: for marketing communications, cookies, and processing of special category data where required
• Vital interests:in safeguarding situations where a child's welfare is at risk

We retain personal data for as long as necessary to fulfil the purposes for which it was collected:

• VR booking data: 2 years after the booking date
• Club membership data: 2 years after last attendance
• AP student records: 7 years after the student's last session (as required for educational record-keeping)
• Safeguarding records: retained indefinitely or until no longer required by law
• Financial records: 7 years (as required by HMRC)
• Marketing consent: until consent is withdrawn

We share personal data with the following categories of third parties, only as necessary:

• Payment processors: Stripe, GoCardless and Square process payments securely. We do not store card details
• CRM: HubSpot (EU data centre) for managing contacts, bookings and communications
• Analytics: Google Analytics for website usage data (anonymised where possible)
• Advertising: Meta (Facebook/Instagram) for marketing pixels and conversion tracking
• Accounting: Xero for invoicing and financial record-keeping
• Local authorities: for AP placement reporting and safeguarding obligations
• Awarding bodies: NOCN and AQA for qualification registration and certification
• Email & communications: Microsoft 365 for business email and file storage

We do not sell your personal data to any third party. All third-party processors are required to handle your data in accordance with UK GDPR.

Our website uses cookies to improve your experience. These include:

• Essential cookies: required for the website to function (e.g., session management)
• Analytics cookies: Google Analytics to understand how visitors use our site
• Marketing cookies: Meta Pixel for advertising effectiveness measurement
• Live chat cookies: HubSpot for live chat functionality and visitor tracking

You can manage cookie preferences through your browser settings. Disabling certain cookies may affect website functionality.

Under UK GDPR, you have the following rights:

• Right of access: request a copy of the personal data we hold about you
• Right to rectification: request correction of inaccurate data
• Right to erasure: request deletion of your data (subject to legal obligations)
• Right to restrict processing: request that we limit how we use your data
• Right to data portability: receive your data in a structured, machine-readable format
• Right to object: object to processing based on legitimate interests or for marketing
• Right to withdraw consent: where processing is based on consent, withdraw it at any time

To exercise any of these rights, contact us at customerservice@player-ready.co.uk. We will respond within one month.

If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.

We provide services to children and young people. Where we collect personal data about a child under 13, we require parental or guardian consent. For alternative provision placements, data is collected and shared under the authority of the commissioning local authority or school.

We take particular care with children's data and apply the principles of the Children's Code (Age Appropriate Design Code) to our services.

We may update this privacy policy from time to time. Any significant changes will be communicated via our website. We recommend checking this page periodically.

If you have any questions about this privacy policy or our data practices, contact us: