Enriching STEM activities for children in Essex
Booking Form
About us
Our mission is to foster a love of STEM for children in our community, inspiring the next generation of innovators.We are a local business based in Witham, Essex. Our goal is to expand access to enriching STEM activities, by offering clubs, events, and being active participants in the national STEM community.Our core values are central to our offer for children. It's not just about the science! Team work, innovation, communication, and real-world application underpin all of our activities.It is important to us that every child has the opportunity to realise their potential. Our goal is to reinvest in our community to reach those who could benefit from our activities the most.
Lego Robotics
We utilise Lego Education Spike Essentials kits to provide fun and engaging projects for children to explore engineering and coding skills to solve real world problems. We encourage children to adhere to the Lego core values, and work together as a team.
Minecraft Coding
We use Minecraft:Education lesson packs to allow children to develop an understanding of core coding fundamentals through the medium of playing a game to solve puzzles using block coding / Python. Kids will learn coding concepts without realising it.We do this in person as well as online sessions.
Privacy Policy
Privacy Policy - Quest STEM Limited
Definitions
Business means Quest STEM, a limited company.
GDPR means the General Data Protection Regulation.
Responsible Person means Tara French – Director
Register of Systems means a register of all systems or contexts in which personal data is processed by the Business.
1. Data protection principles
The Business is committed to processing data in accordance with its responsibilities under the GDPR.
Article 5 of the GDPR requires that personal data shall be:
a. processed lawfully, fairly and in a transparent manner in relation to individuals;
b. collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes; further processing for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes shall not be considered to be incompatible with the initial purposes;
c. adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed;
d. accurate and, where necessary, kept up to date; every reasonable step must be taken to ensure that personal data that are inaccurate, having regard to the purposes for which they are processed, are erased or rectified without delay;
e. kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed; personal data may be stored for longer periods insofar as the personal data will be processed solely for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes subject to implementation of the appropriate technical and organisational measures required by the GDPR in order to safeguard the rights and freedoms of individuals; and
f. processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures.”
2. General provisions
a. This policy applies to all personal data processed by the Business.
b. The Responsible Person shall take responsibility for the Business’ ongoing compliance with this policy.
c. This policy shall be reviewed at least annually.
d. The Business shall register with the Information Commissioner’s Office as an organisation that processes personal data.
3. Lawful, fair and transparent processing
a. To ensure its processing of data is lawful, fair and transparent, the Business shall maintain a Register of Systems.
b. The Register of Systems shall be reviewed at least annually.
c. Individuals have the right to access their personal data and any such requests made to the Business shall be dealt with in a timely manner.
4. Lawful purposes
a. All data processed by the Business must be done on one of the following lawful bases: consent, contract, legal obligation, vital interests, public task or legitimate interests (see ICO guidance for more information).
b. The Business shall note the appropriate lawful basis in the Register of Systems.
c. Where consent is relied upon as a lawful basis for processing data, evidence of opt-in consent shall be kept with the personal data.
d. Where communications are sent to individuals based on their consent, the option for the individual to revoke their consent should be clearly available and systems should be in place to ensure such revocation is reflected accurately in the Business’ systems.
5. Data minimisation
a. The Business shall ensure that personal data are adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed.
b. Specific considerations for Quest STEM Ltd include:
i. Collecting parent/guardian contact details for club communications and emergency contact through via the Bookwhen system.
ii. Collecting child details to record attendance and collect relevant medical information to support health & safety requirements via the Bookwhen system.
iii. Payment information for business administration via the Bookwhen system.
iv. Gathering feedback and survey responses to improve services.6. Accuracy
a. The Business shall take reasonable steps to ensure personal data is accurate.
b. Where necessary for the lawful basis on which data is processed, steps shall be put in place to ensure that personal data is kept up to date.
c. Specific measures include:
i. Requiring entry of details for each new course booking
ii. Allowing individuals to update their information via email, or using Bookwhen to allow parents/guardians to review and update their personal information for bookings and attendance.
7. Archiving / removal
a. Data will be retained only as long as necessary for the purposes of processing.
b. Specific considerations for Quest STEM include:
i. Retaining attendance and payment records for up to 6 years for legal/tax compliance.
ii. Archiving inactive accounts after 2 years and securely deleting them after 3 years.
c. The archiving process will be reviewed annually.
8. Security
a. The Business shall ensure that personal data is stored securely using modern software that is kept-up-to-date.
b. Access to personal data shall be limited to personnel who need access and appropriate security should be in place to avoid unauthorised sharing of information.
c. Personal data collected through Bookwhen is stored securely, deleted, and recovered in accordance with their platform’s GDPR compliance measures.
d. Access to the Bookwhen system is restricted to authorised personnel within Quest STEM
e. Deleted data will be securely and permanently erased.9. Breach
In the event of a breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, personal data, the Business shall promptly assess the risk to people’s rights and freedoms and if appropriate report this breach to the ICO (more information on the ICO website).10. Data Sharing for After-School Activities
To ensure the safe and efficient management of children attending our after-school clubs, we may share certain booking details with the child’s school. The data shared will include the child’s full name, class name, and details of the sessions they are enrolled in (including dates and times). This information will be used solely by the school to escort the child to the after-school club.
We take privacy seriously and ensure that the data shared with the school is handled securely and in compliance with applicable data protection laws, including the General Data Protection Regulation (GDPR). The school is required to keep this information confidential and will use it only for the purpose of facilitating your child’s participation in our activities.11. Changes to this Policy
This policy will be reviewed annually and updated as needed to comply with data protection regulations, and the Business will review third-party platform policies to ensure continued compliance with GDPR.
Date policy was adopted by Quest STEM Ltd 08/01/2025
Reviewed by Tara French - Director
Next review due date 08/01/2026
Terms and Conditions
These Terms and Conditions apply to all bookings and participation in activities provided by Quest STEM. By booking our activities, you agree to abide by these terms.
1. Bookings and Payment
1.1 Booking Process
To book a place for a child, parents or guardians must complete the online booking form through the Quest STEM website or Bookwhen system. Places are secured upon receipt of payment.
1.2 Payment
Payment for all sessions must be made at the time of booking unless otherwise agreed. Payments are processed securely through our online payment system.
1.3 Pricing
Prices are as listed on the website or booking platform and are subject to change. All prices include VAT, where applicable.
2. Cancellations and Refunds
2.1 Cancellation by Parent/Guardian
Course bookings may be cancelled up to 7 days before the start of the first session for a full refund. Cancellations must be made through the booking system. Cancellations made within 7 days of the course start date will not be refunded.
For single events, cancellations may be made up to 48 hours before the event for a full refund.
2.2 Missed Sessions
No refunds or make-up sessions will be provided for missed sessions. Parents/guardians are encouraged to ensure children attend all scheduled sessions to ensure the full benefit of the course.
2.3 Cancellation by Quest STEM
In the event that Quest STEM cancels a course, a full refund will be issued for the remaining sessions. In cases of unavoidable circumstances (e.g., adverse weather, staffing issues), an alternative date or course may be offered.
3. Child’s Health and Well-Being
3.1 Medical Information
Parents/guardians must inform Quest STEM of any relevant medical conditions, allergies, or special needs their child may have at the time of booking. It is the responsibility of the parent/guardian to ensure that this information is kept up to date.
3.2 Participation
By booking a place, parents/guardians confirm that the child is fit to participate in all activities offered by Quest STEM.
3.3 Injuries and Illness
Quest STEM staff are trained in basic first aid. In case of injury or illness, parents will be contacted immediately. If a child requires medical attention, staff will seek appropriate care and contact the parent/guardian as soon as possible.
4. Behaviour and Safety
4.1 Behaviour Expectations
Children attending Quest STEM sessions must follow the behaviour expectations outlined in our Child Behaviour Policy. Quest STEM reserves the right to remove a child from a session if their behaviour is disruptive, unsafe, or disrespectful to others.
4.2 Supervision and Escorting
Children must be dropped off and collected on time. Quest STEM staff will supervise children during sessions, and will follow procedures outlined in our Uncollected Child policy where necessary.
4.3 Physical Intervention
In exceptional circumstances, Quest STEM may use physical intervention as a last resort, where necessary for safety, following the procedures outlined in our Child Behaviour Policy.
5. Data Protection
5.1 Personal Data
Quest STEM collects personal information from parents and guardians as part of the booking process. This information is used solely for the purposes of running the activity sessions and is stored securely in accordance with our privacy policy.
5.2 Sharing Information
Quest STEM may share relevant booking details with a child’s school for the purpose of arranging safe escort to after-school clubs or other related activities, in accordance with our privacy policy.
6. Photography and Video Recording
6.1 Consent
Quest STEM may take photographs or videos during sessions for promotional purposes. Parents/guardians will be asked for consent when booking. If consent is not provided, no photographs or videos of the child will be taken.
7. Intellectual Property
7.1 Copyright and Materials
All materials used in Quest STEM activities, including worksheets, lesson plans, and digital content, are the intellectual property of Quest STEM. These materials may not be reproduced or shared without permission.
8. Liability
8.1 Duty of Care
Quest STEM takes all reasonable precautions to ensure the safety and well-being of children during sessions. We are committed to providing a safe environment, supervised by trained staff, and to following health and safety protocols to prevent accidents and injuries.
8.2 Limitation of Liability
While Quest STEM will take every reasonable step to ensure the safety of all children in our care, we cannot accept liability for injuries, losses, or damages that occur as a result of circumstances beyond our control, such as accidents, events outside of our supervision, or the child’s own actions.
8.3 Parent/Guardian Responsibility
Parents/guardians are responsible for ensuring that their child is fit to participate in the activities. In the case of known medical conditions or other concerns, parents/guardians must inform Quest STEM prior to booking.
8.4 Insurance
Quest STEM maintains appropriate insurance coverage and in the event of an accident this insurance will be relied upon.
9. Amendments
9.1 Changes to Terms and Conditions
Quest STEM reserves the right to amend these Terms and Conditions at any time. Any changes will be communicated to parents/guardians via email or the website, and the updated Terms and Conditions will apply to all bookings made after the date of the amendment.
10. Contact Details
For any questions or concerns, please contact us at:
Quest STEM
Email: [email protected]
Website: www.queststem.comLast updated: 25/01/2025