Privacy Policy

Effective Date:19/06/2025

Imagine Station Sensory Playroom ("we", "us", or "our") is committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, store, and share your data when you interact with our services.

By using our website, booking system, or attending our playroom, you agree to the terms outlined in this policy.

1. Who We Are

Imagine Station is a community-based organisation in Glasgow offering sensory play experiences for neurodivergent children and their families. We collect and process limited personal data for the purpose of managing bookings, improving services, and communicating with our customers.

2. What Personal Data We Collect

• Contact Information: Name, phone number, email address.
• Booking Details: Dates, session types, number of attendees, payment confirmations.
• Child-Specific Information (only when relevant and voluntarily provided): Age, neurodivergence-related needs, allergies, access requirements.
• Photographic Consent: When you opt in, we may collect written consent to take and use photos for promotional purposes.
• Technical Data (via our website): IP address, browser type, cookies, and usage data.

We do not collect or store any financial payment information directly (e.g., credit card details), as payments are handled securely via third-party processors.

3. How We Use Your Data

• To confirm, manage, and communicate about your bookings.
• To provide tailored support for you and your child during sessions.
• To respond to enquiries and provide customer support.
• To send important service-related notifications (e.g., cancellations or policy updates).
• To improve our service based on usage patterns and feedback.
• For marketing communications (only if you have opted in).
• With your explicit consent, to use photos in social media or promotional materials.

4. Lawful Basis for Processing

We process your data under the following lawful bases, as defined by UK GDPR:

• Contractual necessity: To fulfil your bookings and manage our relationship with you.
• Consent: For optional uses like marketing or photography, which require your active agreement.
• Legitimate interest: To improve our services, protect safety, and manage operations.
• Legal obligation: To comply with UK law (e.g., safeguarding or tax requirements).

5. Data Retention

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

• Booking records and communication: up to 3 years
• Financial and tax records: 6 years (as required by law)
• Photographic consent and media: until consent is withdrawn or 3 years maximum

You may request the deletion of your data at any time, subject to legal exceptions.

6. Data Sharing

We do not sell or rent your personal information.

We may share data with:

• Payment processors: To manage bookings securely.
• Third-party service providers: For website management, email services, and marketing (only where compliant with UK data protection law).
• Authorities: If required by law, safeguarding duty, or health and safety concern.

All third-party processors are contractually bound to safeguard your data in line with this policy.

7. Your Rights

Under UK GDPR, you have the right to:

• Access your personal data.
• Correct inaccuracies in your data.
• Request deletion (“right to be forgotten”).
• Object to processing or request restriction.
• Withdraw consent for optional uses at any time.
• File a complaint with the Information Commissioner’s Office (ICO).

To exercise your rights, please email us at hello@imaginestation.org.

8. Cookies and Website Tracking

Our website may use cookies to understand user preferences and improve experience. These cookies do not collect identifiable personal data unless explicitly provided.

You can modify or disable cookies through your browser settings at any time.

9. Security Measures

We take data security seriously and have appropriate measures in place to protect your personal information, including:

• Password-protected systems
• Encrypted communications where applicable
• Limited access to sensitive data

10. Policy Updates

We may update this Privacy Policy from time to time. Any changes will be posted on our website and will take effect upon publication. We recommend reviewing the policy periodically.

Contact Us

If you have questions, concerns, or requests regarding your data, please contact:

📧 hello@imaginestation.org
🏠 Imagine Station Sensory Playroom, Glasgow