Privacy policy

Last updated 12 October 2026

This policy explains what personal information the Friends of Maldon Court School collects through this website, why we need it, how long we keep it and what your rights are. We collect as little as we can, use it only to run PTA events, sales and pre-loved uniform, and never sell it or use it for advertising.

Who we are

The Friends of Maldon Court School is the parent teacher association of Maldon Court Preparatory School, registered charity number 278345. We are the "data controller" for the information described here, which means we decide how it is used and are responsible for looking after it. We are run by volunteers and are separate from the school, which has its own privacy notice for the information it holds.

If you have any questions about this policy or your information, email us at fomcs@maldoncourtschool.org.

What we collect

When you buy tickets or other items

Your name, email address and phone number, so we can confirm your order and contact you about it.
The names of the people tickets are for, and for children their class, so we know who is coming and can look after them.
Your answers to any questions an event asks, such as dietary needs, allergies or collection arrangements.
For raffle tickets, your confirmation that you are 16 or over, as the law requires.
What you ordered, what you paid and the payment reference.

Card payments are taken by our payment provider, SumUp. Your card details go straight to SumUp and we never see or store them.

When you create an account

Your name, email address, phone number and password. Your password is stored scrambled, so nobody, including us, can read it.
Any children you save to your account, with their class and any allergies, so you don't have to type them in each time.
Your basket, so it is still there when you come back on another device.
If you turn them on, the details needed for two-factor authentication or passkeys.

When you request pre-loved uniform

Your name and contact details, your child's name and class, how you would like to receive the items and any notes you add.
Whether you have paid for, kept or returned each item.

When you leave items in your basket

If you are logged in, or you type your email address on the basket page, we keep a copy of your basket. If you don't finish your order within a few hours, we send you one reminder email with a link back to your basket. If you are not logged in, this copy is deleted after 14 days.

When you visit the website

We count visits with our own analytics tool, which runs on our own server. It does not use cookies, does not store your IP address and cannot identify you. It tells us things like which pages are popular and roughly where visitors come from.
When you click a link to one of our sponsors, we count the click, but not who made it.
Like all websites, our server keeps short-term technical logs, including IP addresses, to keep the site secure and fix problems.

Allergies and other health information

Information about allergies and dietary needs is health information, which the law treats as especially sensitive. We only ask for it so that the volunteers running an event can keep children safe, and we only collect it with your explicit consent, which you give by entering it. You can change or remove it at any time from your account, or by asking us. It is only seen by the committee members and volunteers who need it for that event.

How we use your information, and why we are allowed to

To run your order or uniform request, including confirmations, tickets, changes and cancellations. We need to do this to provide what you asked for (contract).
To run events safely, for example knowing who is attending and about allergies (contract, and your explicit consent for health information).
To keep the charity's financial records, which we are required to keep (legal obligation).
To send one reminder about an unfinished basket, keep the website secure and understand how it is used, which we believe you would reasonably expect (legitimate interests). You can ask us not to send reminders.

We do not send marketing emails, and we do not use your information for profiling or automated decisions.

Who we share it with

PTA committee members and volunteers, only as much as each needs to run an event or uniform sale.
School staff, where an event takes place in school and they need to know, for example, which children are attending and about any allergies.
Service providers who help us run the website, and only on our instructions: SumUp for card payments and our hosting provider for the website and email.
Authorities, only if the law requires us to.

The website and its information are stored on servers in the UK.

How long we keep it

Orders and uniform requests: names, contact details, children's names and answers are removed 12 months after the order or request. We keep the amounts, items and references for the charity's accounts.
Accounts: until you delete your account, which you can do at any time from your account settings. This also deletes the children saved to it.
Saved baskets: for logged-in accounts, until you check out or empty the basket; otherwise 14 days.
Website statistics: these are anonymous, so they contain nothing about you.

Cookies

We only use the cookies the website needs to work: one that keeps you logged in and remembers your basket, one that protects forms from misuse and, if you tick "Remember me", one that keeps you logged in for longer. We do not use advertising or tracking cookies, so we don't need to ask for your consent to them.

Children

This website is for parents, carers and other adults. Children's information is given to us by their parent or carer and is used only for the purposes above.

Keeping your information safe

The website is only available over a secure, encrypted connection, passwords are stored scrambled, and access to the admin area is limited to the committee members who need it.

Your rights

You have the right to:

ask for a copy of the information we hold about you;
ask us to correct anything that is wrong;
ask us to delete your information, where we don't need to keep it;
ask us to limit how we use it, or object to how we use it;
withdraw your consent, for example for allergy information, at any time.

To do any of these, email fomcs@maldoncourtschool.org. We will reply within one month. If you are unhappy with how we have handled your information, please tell us first so we can try to put it right. You also have the right to complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.

Changes to this policy

We will update this page if anything changes, and show the date it was last updated at the top.