Privacy Policy

BookingsGuru Privacy Policy

Last updated: 20th January 2025

Last review date: 20th January 2025

Next review date: 20th January 2026

Our contact details: 

Name: BookingsGuru – An administration service for lettings brought to you by Kajima Community. 

Office address: 12 Basset Court, Grange Park, Northampton, England, NN4 5EZ

Telephone number: 03330 110476 

Email: [email protected] 

The types of personal information we collect: 

Depending on our level of client interaction, we currently collect and process the following information: 

  • Contact details, including name, email address, phone number and postal address. 

  • Financial data related to bookings, prices, invoices/credit notes, payments/refunds made and account balances. In some cases, we may need to collect bank details to arrange a refund from the venue. 

  • Coaching/First Aid Certificates and Certificates of Public Liability Insurance. 

  • Disclosure and Barring Service Certificates which include a date of birth and potentially criminal offence data. 

  • You can read website cookie functionality in this privacy policy: https://kajima.co.uk/privacy 

How we get the personal information and why we have it: 

Most of the personal information we process is provided to us directly by you for one of the following reasons: 

  • To reply to your enquiry. 

  • To process your venue booking. 

  • To process our due diligence vetting checks. 

  • To allow supervision or coaching of children and/or disabled/vulnerable adults at one of our venues. 

We also receive personal information indirectly, from the following sources in the following scenarios: 

  • Venues who forward your details to us following your enquiry. 

  • Venues provide details of third-party user leaders who booked their venue prior to us managing the lettings for them.

  • Third-party user leaders who have collated information on staff who will attend a venue booking. For example, a football club will supply information on its coaches. 

We use the information that you have given us to: 

  • Contact you about your enquiry or booking. 

  • Process and manage your booking. 

  • Carry out due diligence vetting checks. 

  • We may send you information about our services and other venues that may be of interest to you. If you have consented to receive marketing in your client account, you may opt-out at any time. 

We may share the information with:

  • The venue you are hiring from (our contacts at the school, Multi-Academy Trust, or the Facilities Management Company). 

  • Under the UK General Data Protection Regulation (UK GDPR), the lawful basis we rely on for processing this information is that we have a legitimate interest. Those interests are as follows: 

  1. Processing of venue enquiries and bookings. 

  2. Ensuring that premises are being used safely and appropriately. 

  3. Ensuring that those providing teaching or coaching are competent to do so. 

  4. Ensuring the public is adequately covered in the case of accident or injury. 

  5. Ensuring that appropriate safeguarding and child protection policies and procedures are in place. 

  6. Ensuring that any staff supervising children and/or disabled/vulnerable adults are adequately vetted. 

How we store your personal information: 

  • Your information is securely stored on BookingsPlus (booking system), Jotform (form building software) and Zendesk (email communications). 

  • We retain enquiry contact details for 5 years. We will then dispose of your personal information via automatic data cleanup. 

  • We keep dormant client account contact details for 5 years. We will then dispose of your personal information, including any documents you have shared with us, via automatic data clean up. 

Your data protection rights: 

Under data protection law, you have rights including: 

  • Your right of access - You have the right to ask us for copies of your personal information.  

  • Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.  

  • Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.  

  • Your right to restriction of processing - In certain circumstances, you have the right to ask us to restrict the processing of your personal information.

  • Your right to object to processing - In certain circumstances, you have the right to object to the processing of your personal information.

  • Your right to data portability - In certain circumstances, you have the right to ask that we transfer the personal information you gave us to you or another organisation.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you. 

Please contact us at [email protected], 03330 110476 and or 12 Basset Court, Grange Park, Northampton, England, NN4 5EZ if you wish to make a request. 

How to complain: 

If you have any concerns about our use of your personal information, you can make a complaint to us at [email protected]. 

You can also complain to the ICO if you are unhappy with how we have used your data. 

The ICO’s address:             

Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF 

Helpline number: 0303 123 1113 

ICO website: https://www.ico.org.uk